Employee information form
A new hire information sheet with contact details, emergency contact, position and start date. No questions you cannot ask.
- ๐บ๐ธ US format ยท Letter size
- Free
This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Employee information (Employee 1, Employee 2 ...): employee details, home address, position, emergency contacts, acknowledgment and signatures, one Letter page each
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
Only what the job needs
No Social Security number, birth date, gender, marital status, military service, family or bank fields. Use the dedicated payroll forms for those and keep them in a restricted folder.
1 / 3
1. Employee
| Item | Detail | Item | Detail | Item | Detail |
|---|---|---|---|---|---|
| Full name | Preferred name | Employee ID | |||
| Mobile phone | Personal email | Work email | |||
| Home address |
2. Position
| Item | Detail | Item | Detail | Item | Detail |
|---|---|---|---|---|---|
| Job title | Department | Manager | |||
| Start date | Employment type | Pay type | |||
| Work location | Work phone | Schedule |
3. Emergency contacts
| Name | Relationship | Phone | Alternate phone | Notes | |
|---|---|---|---|---|---|
| Taylor Kim | Spouse | (555) 010-0202 | (555) 010-0203 | taylor.kim@example.com | Call first |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Choose how many forms you need and download. Each form is one sheet that prints on a single Letter page: contact details, home address, position and start date, emergency contacts and a signature line. Employment type and pay type are dropdowns.
Hand the sheet to the new hire on day one or send the file and ask them to fill the yellow cells. Keep the signed copy in the personnel file and update it when the employee tells you something changed.
Things to watch
The form leaves out Social Security number, date of birth, gender, marital status, military service, family details and bank information on purpose. Payroll and benefits collect those on their own forms (W-4, I-9, direct deposit authorization), which belong in a restricted folder, not in a general information sheet.
Calculators that go with this
Frequently asked questions
Where do I put the Social Security number?
Not here. Collect it on the W-4 and I-9 and keep those forms in a restricted payroll folder. A general information sheet gets opened and emailed too often to hold it.
Can I add a direct deposit section?
Use a separate direct deposit authorization form instead. Bank details need the same restricted handling as the Social Security number.
How do I make forms for a whole team?
Pick 5 or 10 forms and you get Employee 1, Employee 2 and so on as separate sheets. Copy a sheet if you need more later.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.