An employee bio-data form is a document which is used for gathering the biographical information of an employee. Although the form is commonly used during a company’s employment application period, it is also used within an employee’s period of employment and engagement in the company for him to update his personal information. Moreover, employee bio-data forms must always be kept confidential and must be recorded immediately to ensure that the document will be kept along with the employee’s other employment forms and documents.
The varieties of employee bio-data forms differ on the type of company where the form is used and required to be filled out by the applicants or the hired employees. Below are some examples of employee bio-data forms that companies can use:
Bank Employee Bio Data Form – Specifically, this variety of employee bio-data form is used for job applicants and employees of banks or financial institutions. In the form, the user will be required to state his name in capital letters which will then be followed by his date of birth, nationality, religion, and contact information. These details are all categorized as the personal information of the user which are significant for introducing the user to the company. The marital information of the user and his family details are also included in the form as well as his language preferences. An educational qualification section gathers the user’s educational background such as the exams that he took and have passed which are important for his profession, the number of attempts he took before acquiring licenses, and his examination grade point average. In the employment or job experience section of the form, the user will be presented with a table and a set of questions. The table is for the details of the user’s previous employers and affiliated companies where he used to work or got involved before. On the other hand, the questionnaire is intended for acquiring further details about the user, specifically his criminal liabilities from his previous workplace, the offenses that he was reported before along with the names of individuals who will serve as his character reference. The last portion of the form is composed of two sections which are the declaration section and the specimen signature section. The user must agree on the declaration statement and indicate the date and place of where he filled out the form while he must affix his signatures on both the declaration statement and the specimen signature area.
Contractor Employee Bio Data Sheet Form – This employee bio-data form is intended to be filled out by licensed contractors who want to be part of a project in a company. The form has eight sections however the last section is where the contractor will be able to have a guide of how he can complete the form as this contains a list of instructions and a notice statement regarding regulations which are mandated by the State and to be followed by companies for their application procedures. In the first section of the form, the contractor employee will have to state his name and the name of the contractor who is partnering with him or have recommended him for the project along with their contact information, address, amount of proposed salary, duration of the assignment, and contract number. The second section of the form is for the educational details of the contractor employee ranging from the name of the institutions that he attended, his majors, educational degrees attained, and the dates of when he graduated. The language proficiency of the contractor employee is highlighted in the third section of the form while the fourth section details his employment history. The fifth section of the form, on the other hand, collects the services that the contractor employee have rendered or served to his clients under the contracts that he previously signed. To certify the statements that he disclosed, he must then sign the certification which is the sixth section of the form while his partner contractor or the contractor’s representative will have to affix a signature on the seventh section of the form to indicate that the information disclosed were true and have been verified for accuracy.
Overseas Bio Data Form – This variety is suitable to be created and provided by employers or companies whose aim is to hire employees for overseas work or jobs. Compared to the aforementioned form varieties, this document has an incorporated formal letter before the content of the bio-data. The formal letter is intended for indicating the interest of the applicant regarding the available position that the company is offering. The applicant should then fill out the blank spaces in the letter which must have his choice of position and the country or the location where he knew about the employment opportunity. After the letter, the applicant will be having to provide his general information and his overseas work experience which are relative for the application just like any basic bio-data form.
Creating an employee bio-data form is easy especially with the following steps below to serve as a guide in crafting a formal and effective bio-data:
The name of the company and the title of the form will serve as the header of the bio-data. The company name should be on the top left corner of the form which will then be followed by the title at the center. A few inches below the header should be a box intended for the photo of the user or the applicant. Most boxes are sized an inch or two depending on the preference of the company.
The personal details section should be able to collect the applicant number of the user, his title, and full legal name, his date of birth and nationality, as well as his address and contact numbers which will be used by the company for reaching out to him for inquiries and updates.
The names of the user’s parents or legal guardian should be stated in the family background section of the form. In addition, the names of the user’s spouse, children or dependents, along with the details of the user’s chosen emergency contact person are also needed to be included.
The purpose of an employment information section is to gather the history of the user as well as his current position if he is already hired in the company yet wanted to apply for a new job. In this section, the user’s employment title, the name of his manager, and the date of when he began his employment under the company with the said position should be disclosed. Other details include the duration of his employment contract and the department where his job position is assigned under.
This is an optional section since it is only suitable for users who are already involved or are hired in the company. In a bank account information section, the user should be able to state his bank details such as the name of the bank institution where he is currently enrolled, his bank account number, and even his social security number.
The declaration statement focuses on indicating the honesty of the user in supplying facts and accurate information on the form. Below the statement should be a signature and date block to be filled out by the user with his signature and the date of when he completed the form.
There are many different HR forms and documents which can be enclosed with an employee bio-data form, however, there are two common documents which are often used which are a job questionnaire form and an information change form. The job questionnaire form allows the employer or the company to determine what the employee is capable of doing for the job that he is applying for if the intent of filling out the bio-data form is for a job application or an employment opportunity. Questions can range from the employment achievements of the applicant and descriptions of his job expectations. On the other hand, an information change form is essentially for hired employees whose main objective of using the bio-data form is to change their records in the company in order to have an updated employee data record. Moreover, not every employee can request for a change since it is important to provide sufficient proof that the change occurred especially if it deals with the employee’s name and civil status. The changes must only be accepted by the company if the employee was able to submit the requirements and legal forms to prove the changes.