# New Employee Information Form Template Source: https://nerix.ai/templates/new-employee-information-form Gather a new hire's details, emergency contacts and bank details on the first day, in one form. Before you send it What personal data you may collect and keep, and which documents and tax forms are needed, depends on the country. Some details, such as health or identity numbers, need extra care or a legal basis. Check your local rules. This form is not legal advice. ## Fill it in and preview You are signed in. Fill it in your workspace and it is kept as a document you can send, share and have signed. [Open in your workspace](https://app.nerix.ai/documents/templates/new-employee-information-form) ### New employee information form **Employer:** Brightwater Analytics **Date:** 1 December 2027 ## 1. Personal details **Full name:** Priya Raman **Preferred name:** Pri **Date of birth:** 17 May 1994 **Home address:** 22 Willow Lane, Leeds LS6 2AB, United Kingdom **Phone:** +44 113 555 0127 **Personal email:** [priya.raman@example.com](mailto:priya.raman@example.com) **Tax or social security number:** QQ 12 34 56 C ## 2. The job **Job title:** Data analyst **Department:** Reporting **Reports to:** Tomas Berg **Start date:** 1 December 2027 **Hours and place of work:** Full time, 40 hours a week, Leeds office with two days at home ## 3. Emergency contact **Name and relationship:** Arun Raman, brother **Phone:** +44 113 555 0166 Second contact, if you wish: | Name | Relationship | Phone | | | | | ## 4. Dependants and beneficiaries List anyone you want recorded for benefits, insurance or pension. | Name | Relationship | Date of birth | | | | | | | | | ## 5. Health or access needs None, or: I use a screen reader ## 6. Pay and bank details Account name, bank, account number or IBAN, and bank code Bank details are checked with the employee before the first payment. ## 7. Documents received by HR ☐ Signed contract or offer letter ☐ Proof of identity ☐ Proof of the right to work ☐ Tax or payroll form ☐ Qualifications or certificates ☐ Signed policies (conduct, data protection, equipment) ## 8. Policies and first week Please read and keep the staff handbook and the policies you are given on your first day, and ask your manager or HR if anything is unclear. Tell HR if you need equipment, a workstation set up for your needs, or training before you start. Equipment issued to the employee: | Item | Serial number or tag | Date given | | | | | | | | | ## 9. Declaration I confirm that the details in this form are true and complete, and I will tell Brightwater Analytics when they change. Employee: Priya Raman Signature: ______________ Date: ______________ Received by HR Name: ______________ Signature: ______________ Date: ______________ ## 10. How your information is used and kept Brightwater Analytics uses these details to employ you: to pay you, to meet tax and other legal duties, to run benefits and to reach your emergency contact if something happens. They are seen only by the people who need them for those purposes, and are kept for for the whole employment and 6 years after it ends . Health details are given freely and are seen only by HR. Please tell your emergency contact that you gave their details. You may ask to see or correct your details by writing to [people@brightwater.example](mailto:people@brightwater.example) . Templates are a careful starting point, not legal advice. Where the law matters, check what applies where you are. People and HR ## What this template is for A new employee information form for HR: personal details, job, emergency contacts, pay and bank details, documents received and a privacy note. It is free to fill in online, needs no account, and downloads as a Word document or a PDF. [See all People and HR templates](https://nerix.ai/templates/people-hr) People and HR ## What you fill in The form asks for 23 details. The document fills itself in as you type. - ### Employer For example: Brightwater Analytics - ### Employee's full name For example: Priya Raman - ### Name the employee likes to be called optional For example: Pri - ### Date of birth For example: 17 May 1994 - ### Home address For example: 22 Willow Lane, Leeds LS6 2AB, United Kingdom - ### Phone For example: +44 113 555 0127 - ### Personal email For example: priya.raman@example.com - ### Job title For example: Data analyst - ### Department optional For example: Reporting - ### Reports to For example: Tomas Berg - ### Start date For example: 1 December 2027 - ### Hours and place of work For example: Full time, 40 hours a week, Leeds office with two days at home - ### Tax or social security number optional Ask for it only where the law requires it for pay and tax. For example: QQ 12 34 56 C - ### Emergency contact: name and relationship For example: Arun Raman, brother - ### Emergency contact: phone For example: +44 113 555 0166 - ### Second contact, if you wish optional - ### Dependants and beneficiaries optional - ### Health or access needs to tell us about optional Voluntary. Share only what you want us to know. For example: None, or: I use a screen reader - ### Bank details for pay For example: Account name, bank, account number or IBAN, and bank code - ### Equipment issued to the employee optional - ### How long the employer keeps this form Use the period your rules require. For example: for the whole employment and 6 years after it ends - ### Who to ask about the data For example: people@brightwater.example - ### Date For example: 1 December 2027 People and HR ## What is inside The parts of this document, in order. - 1 1. Personal details - 2 2. The job - 3 3. Emergency contact - 4 4. Dependants and beneficiaries - 5 5. Health or access needs - 6 6. Pay and bank details - 7 7. Documents received by HR - 8 8. Policies and first week - 9 9. Declaration - 10 10. How your information is used and kept Templates ## How it works - 01 ### Fill in Type your details in the form. The document fills itself in as you type; click any gap to jump to its field. - 02 ### Check Read it through. Gaps you have not filled stay marked, so nothing goes out half done. - 03 ### Download Save it as a Word document to edit further, or as a PDF to send or print. ### Make it yours with AI Open it in the chat and ask for changes: shorter, firmer, another situation, another language. [Adapt it with nerix](https://nerix.ai/try?template=new-employee-information-form) ### Was this template helpful? People and HR ## Questions people ask ### What details does this template ask for? The form asks for 23 details, starting with Employer, Employee's full name, Date of birth, Home address, Phone. 7 more are optional. ### Can I download this template as Word or PDF? Yes. When you have filled in the form, save it as a Word document to keep editing, or as a PDF to send or print. It is free and needs no account. ### Is what I type sent anywhere? No. What you type stays in your browser while you fill in the document. It only goes to nerix if you choose to open the template in the chat. ### What should I check before I use this template? What personal data you may collect and keep, and which documents and tax forms are needed, depends on the country. Some details, such as health or identity numbers, need extra care or a legal basis. Check your local rules. This form is not legal advice. ### Are these HR templates free? Most are. Fill in and download them for free as Word or PDF, with no account. A few longer documents are premium: free to fill in, paid once to download, and marked with their price. ### Do the HR templates follow my country's employment law? They assume no country's law. Employment rules differ a lot, so each template says where to check local requirements before you use it. ### Can a small team use them too? Yes. They work for a team of two or a company of two thousand, and you can cut any section you do not need in the Word version. Templates ## More in People and HR - [30 60 90 day plan Turn the first three months of a new role into clear goals, people to meet and check-ins. People and HR](https://nerix.ai/templates/thirty-sixty-ninety-day-plan) - [360 degree feedback form Gather ratings and comments about one person from the people who work with them, then use them to grow. People and HR](https://nerix.ai/templates/360-degree-feedback-form) - [Business travel policy Set clear rules for work trips: who approves, how to book, what is covered and how to claim. People and HR](https://nerix.ai/templates/travel-policy) - [Code of conduct Set out how everyone at your company is expected to behave, and how to raise a concern. People and HR Premium, €4.99](https://nerix.ai/templates/code-of-conduct) - [Disciplinary procedure A fair written process for conduct and performance problems, from first talk to appeal. People and HR Premium, €4.99](https://nerix.ai/templates/disciplinary-procedure) - [Employee exit checklist Make sure nothing is missed when someone leaves: handover, access, equipment, final pay and sign-off. People and HR](https://nerix.ai/templates/employee-exit-checklist) [See all People and HR templates](https://nerix.ai/templates/people-hr) Templates ## More kinds of documents Every category has its own page, so you can see all of its templates at once. ## Use it in nerix ### Use it in nerix - [Templates](https://nerix.ai/product/templates) - [People and HR](https://nerix.ai/product/people) - [E-signatures](https://nerix.ai/product/e-signatures) ### Learn more - [How to Make a Document From a Template](https://nerix.ai/help/make-a-document-from-a-template) - [People and HR](https://nerix.ai/templates/people-hr)