Free Employee Information Form Templates |

Onboarding isn’t as simple as it looks. For employees, it’s finding and filling endless documents, sitting through orientation, and figuring out the office dynamics (including where the much-needed coffee machine is).

For HR professionals and business owners, though, it’s wrestling with stacks of onboarding paperwork.

However, there is something that would make this process smoother and faster: employee information form templates that provide a framework for collecting data. These templates simplify data collection, organize employee records, and ensure all key information is ready.

In this article, we will share 16 free employee information form templates to help you fast-track your employee onboarding process. Let’s begin!

What Is an Employee Information Form Template?

The chance of new hire data being scattered across emails and spreadsheets is quite high.

It also essentially eliminates the need to chase down the new joiners for missing information—just clean, standardized employee records right from the start.

Key Components of an Employee Information Form

The HR department is legally responsible for managing and protecting employee data; failing to do so can result in serious penalties.

The tricky part? Manually handling a large amount of employee information is no easy task and comes with plenty of challenges during onboarding.

Switching to an employee information form simplifies this process. It helps capture all the essential details about new hires, ensuring smooth onboarding and keeping employee records organized and easy to manage.

Here’s a quick breakdown of its key sections:

Section	Details captured
Personal details	Full name, address, phone number, email, birth date, and nationality
Employment details	Job title, department, start date, supervisor’s name, and employee ID
Emergency contact details	Emergency contact name, phone number, relationship, and alternative contact
Tax and payment information	Bank account details, tax forms, salary structure, and benefits enrollment
Additional fields	Educational background, certifications, documents like passport or work permits

Missing any of these can result in compliance headaches or payroll nightmares. That’s why a new employee information form template ensures everything is neatly organized, up-to-date, and accessible when needed.

How to Create and Use Employee Information Forms

Whether you prefer manual methods or digital tools, there are ways to create an employee information form that works for you. Let’s break it down:

1. Google Forms

If you’re looking for something simple and free, Google Forms is your go-to. Here’s how to make it work:

• Start from scratch or use a template: Google Forms has ready-to-use templates for HR. Just tweak them to fit your needs
• Add your questions: Click the plus (+) button to add fields for personal details, start date, and anything else you need
• Customize your form: Adjust the theme, font, and colors to look professional. You can even add images or videos for fun (or clarity)
• Adjust settings: Protect responses and manage how data is collected. Link responses to Google Sheets for easy tracking and analysis

While Google Forms works, it’s not perfect—basic design and limited features might leave you wanting more.

2. Spreadsheets

If you’re a fan of good old Excel or Google Sheets, you can build a manual employee information form:

• Add columns for full name, address, emergency contacts, and other essential employee records
• Share it with new hires to fill out or update directly
• Bonus: Use filters and sorting options to keep data organized and up-to-date

Manual? Yes. But effective for smaller teams.

3. Forms: The smarter solution

Now, if you’re ready to ditch the clunky spreadsheets and take things up a notch, is where it’s at.

Forms collects your employee data and transforms it into action.

✨ Here’s how it works: offers tons of Custom Fields to match your needs. 

Whether you’re asking for text responses, dropdown selections, or calendars for start dates, every question can have a field customized to the answer. So, employees fill out forms accurately while saving you the hassle of messy, inconsistent data.

But here’s where it gets even better—ClickUp automatically turns form responses into tasks. 

To keep things organized, lets you add labels and responses directly into task descriptions, making tracking and managing requests easy. Instead of scrambling to find the right information, you can search, sort, and merge duplicate tasks in seconds.

16 Employee Information Form Templates

Sure, you can create an employee information form from scratch, but why reinvent the wheel when you don’t have to?

Here are 16 flawless templates to make your HR life much easier.

1. Form Template

Imagine a new hire’s first day is approaching, and you’re overwhelmed chasing basic details like their start date, emergency contacts, and banking info.

The Form Template eliminates that stress by helping you create clean, organized forms in minutes. With ’s Custom Fields feature for everything from personal details to job specifics, it collects all critical employee information accurately and securely.

Better yet, responses are automatically sorted and ready for action—so you can skip the manual follow-ups and focus on a smooth onboarding experience for your new hire.

2. Employee Evaluation Form Template

Let’s be honest—employee evaluations can feel like a dreaded chore, both for HR and managers.

The process can sometimes become overwhelming, as employees deal with many documents, try to remember key performance milestones, and ensure fairness.

That’s where the free Employee Evaluation Form Template comes in. It simplifies performance reviews with a structured, user-friendly format that captures everything you need—quickly and accurately.

The template makes it easy to gather valuable feedback, identify areas for improvement, and track individual progress over time. Custom Fields allow you to include details like job titles, achievements, and areas for improvement, ensuring consistent, fair, and focused evaluations.

3. Employee Feedback Template

Ever wonder what your team thinks about management, the work environment, or even those “perks” everyone keeps talking about? Honest employee feedback can make or break a workplace, but collecting it can be challenging, especially when the feedback is scattered and difficult to act on.

Instead, use the Employee Feedback Template. This template simplifies the process of gathering and managing meaningful insights from your team. 

With Custom Fields like Company Culture, Role Clarity, and Development Opportunities, you can address daily challenges and improve your team satisfaction. That’s not all

🍪 Bonus: Powerful visualizations also allow you to track employee sentiment over time, helping you spot patterns and act quickly before minor concerns become bigger problems. By centralizing feedback in one place, this template encourages open, structured conversations that build trust between employees and leadership.

4. Internal Employment Form Template

Filling open positions internally is a win-win—it saves time and resources and shows your team you value their growth. The only challenge is gathering all the employee information, verifying roles, and managing applications manually, which can feel like shuffling an endless pile of paperwork.

That’s where the Internal Employment Form Template steps in to save the day.

This template simplifies the internal hiring process by helping you quickly and accurately collect critical data, such as employee records, current roles, and relevant skills. 

With everything digitized and centralized, you avoid mix-ups, ensure compliance with hiring policies, and give employees a smooth, stress-free experience.

5. Employee Engagement Survey Template

With proper tools like the Employee Engagement Survey Template, you can gather real insights into employee satisfaction and company culture.

This template helps you create targeted surveys with custom questions that determine how your team feels. Whether you’re evaluating job satisfaction, workplace conditions, or team morale, it captures all the softer things that go ignored at the workplace. 

The best part? The responses are centralized and ready for analysis, so you can spot trends and identify areas for improvement.

6. Workshop Application Form Template

Planning a workshop can be exciting—until you’re drowning in applications and have no organized way to manage them.

The Workshop Application Form Template simplifies the process by helping you collect and manage ‘attendees’ information quickly and efficiently.

Instead of navigating scattered emails or mismatched forms, this template centralizes key information, such as names, contact details, and workshop schedules, in one easy-to-access place.

Here’s how it works: Custom Fields allow you to tailor the form to your needs, ensuring you gather only relevant details from attendees. Statuses like “In Review” or “Approved” make it simple to track progress.

7. Interview Management and Report Template

The Interview Management and Report Template takes the guesswork out of the process.

It gives you a single, organized space to track applicant information, schedule interviews, and collect feedback from multiple interviewers.

With everything centralized, team members can easily access candidate evaluations, compare notes, and provide structured feedback in real time.

8. Job Application Form Template

Sorting through job applications is time-consuming and can get messy quickly if you’re not organized. The best move here would be to use the Job Application Form Template.

It simplifies the hiring process by allowing you to quickly and consistently collect key information from every applicant, such as personal details, educational background, and previous employment history.

With all applications stored in one centralized location, you can say goodbye to paper trails and scattered emails. The template makes tracking and reviewing candidates a breeze, helping you stay focused on identifying top talent rather than drowning in admin work.

In addition, it provides a user-friendly experience for applicants, showing that your company values efficiency and professionalism from the outset.

9. Employee Onboarding Template

If you feel like too many things are on your plate when onboarding new employees, the Employee Onboarding Template is your best ally.

With this template, you can create and organize detailed onboarding checklists, covering everything from introductions to role-specific training to ensure nothing is missed.

Schedule start-date meetings, assign essential tasks, and guide new hires in knowing their teams and the company culture.

Moreover, everything is coordinated in one place, making it easy to track progress and ensure every new hire has the tools and key information they need to hit the ground running.

10. Employee Directory Template

We know the struggle—it’s your coworker’s birthday, and you’re trying to send a cake, but tracking down their contact details is a challenge you never prepared for.

The Employee Directory Template eliminates that hassle by giving you a single, organized hub for all employee information. Whether you’re looking for someone’s email, job role, or figuring out who’s in which department, this template has you covered.

How it works: Its easy-to-use search capabilities allow you to access up-to-date records quickly, check who’s in the office, and see how teams are structured.

Plus, it’s perfect for new hires getting to know the team or anyone who needs a quick contact lookup without sending “Who’s handling this?” messages.

11. HR Employee Information Form Template by Collage

via Collage

Keeping accurate, up-to-date employee records is a legal requirement for every employer. The HR Employee Information Form Template by Collage makes it easy to manage all kinds of data, from personal information to wage details and start dates.

This free form ensures you gather everything from employee names and residential addresses to wage rates, benefits, and even leave of absence details.

Plus, with legislation requiring employers to retain certain employee records for specific timeframes—even after an employee’s departure—having everything neatly organized from the start can prevent potential liability later.

12. CollageWord Employee Information Form Template by AIHR

via AIHR

Did you know that failing to collect employee information accurately and on time can result in payroll errors costing over $600 per incident?

To avoid this financial hit, CollageWord’s Employee Information Form Template by AIHR offers a better way to manage new employee information from day one.

This form is a comprehensive snapshot of an employee’s personal and job-related details, from start dates to emergency contacts and wage rates.

This tool simplifies administrative tasks and keeps your employee records organized, secure, and up to date. It offers free, customizable templates in PDF and Word formats.

13. PDF Employee Details Form Template by Charlie

via Charlie

Onboarding a new hire is exciting, but not without Charlie’s PDF Employee Details Form Template, which helps you gather all the employee information.

The template is designed for pre-employment checks before the first week. You can collect critical details like right-to-work information (passport and national insurance numbers) before the employee’s date of employment, ensuring legal compliance from day one.

Then, during the first week, tie up the loose ends by gathering emergency contact details, personal email addresses, and even dietary preferences.

While more advanced employee record tools exist, this PDF template is a cost-effective, simple solution for businesses not ready to invest in software.

14. Employee Referral Form Template by 123 Form Builder

via 123 Form Builder

Hiring top talent isn’t easy, but your best recruiters are likely sitting right in your office: your employees. The Employee Referral Form Template by 123 Form Builder makes it effortless for teams to recommend stellar candidates.

Here’s how it works: This customizable form collects all the essential employee information and candidate details, such as job positions being applied for, and supporting files like resumes.

No coding is required—just drag, drop, and design the form to match your company’s needs. You can publish it via secure links, embed it on your website, or share it across platforms like Facebook or WordPress.

Once submitted, all referrals are stored in a secure online database for easy review. Access data through a centralized dashboard, export it to CSV or Excel, or integrate the form with tools like Google Drive to simplify follow-ups.

15. Employee Health Information Form Template by 123 Form Builder

via 123 Form Builder

Regarding employee health, most organizations focus on areas with direct costs or liabilities, like workplace injuries, disability claims, or employee assistance program usage. But these metrics barely scratch the surface of your workforce’s overall physical and mental well-being.

Designing effective health strategies—or measuring their impact—is nearly impossible without systematic data collection.

The Employee Health Information Form Template by 123 Form Builder helps organizations take control of this challenge. 

It simplifies collecting essential health-related data—from medical history and chronic conditions to vaccination records and emergency contacts—securely and conveniently.

16. Employee Medical Consent Form Template by 123 Form Builder

via 123 Form Builder

Given the ongoing talent shortage and rising healthcare costs, prioritizing employee health is no longer optional.

The Employee Medical Consent Form Template by 123 Form Builder simplifies the process, making it quick, secure, and convenient for employers and new hires to keep track of paperwork.

This ready-to-use template allows you to email medical consent forms to new employees. Employees can complete the forms from home or on the go.

Their responses are securely stored and easily accessible for HR teams, ensuring the employee information is organized and compliant with privacy requirements.

Collect Your Employee Information with

’s Employee Information Form Templates make collecting essential employee data quick, accurate, and effortless. 

The customizable fields ensure you gather everything you need—from personal details to tax forms—without any back-and-forth. 

Once submitted, the information is neatly organized into tasks and stored in a single, secure hub, ready for anytime access.

Sign up on and bring order to your employee information.

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