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For every new hire or recruit in the company, it is mandatory that the individual’s personal information and other essential details are secured, documented, and compiled in the company’s personnel management files. The reason for this is because these information serve as an integral part of each and every employee during their employment period in the company. Basically, these documented forms are one of the basis for the individual behavior, conduct, and performance.

These information are required in order for the management to further have knowledge about their employees, even just by basing on their past record and personal information. Thus, by doing this, the company can assure that their business is safe from theft or any act of fraudulence. Another way for the company to be secured from these kinds of unlawful or illegal activities is by conducting a background check of individual employees.

These information with regards to the employees are basically written in the employee information form. This is where all necessary information are secured and are used as the basis for different purposes. Few of the following are as follows:

  • During interviews of the employee
  • When there are different circumstances
  • For some background check
  • To have access, connection, or communication with the employee

Sample Employee Information Form

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  • DOC

Size: 2 KB

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Blank Employee Information Form

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  • PDF

Size: 43 KB

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Employee information forms are composed of different parts, and these depend on what type of information companies require from their employees. Technically, these forms are basically focused on the employee personal information. Yet, some companies would also require the past records, such as the education and training information. By means of providing these past data, the information form is then used as a basis during the employees’ interview during their job application.

In worst cases that there are some circumstances, such as accident or incident during working hours or business operations, the information form could also be used as a reference of who to contact when there are cases like emergencies. And if circumstances involve actions or exploitation of company properties for illegal purposes, these information forms could be used as a basis when a background verification is done. To better understand how and what composes these information forms, you may refer to the provided sample forms in this article. Further will be explained as you go further.

Labor Employee Information Form

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  • PDF

Size: 59 KB

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Employee Personal Information Form

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  • PDF

Size: 30 KB

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HR Employee Information Form

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  • PDF

Size: 146 KB

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Detailed Employee Information Form

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  • PDF

Size: 32 KB

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New Employee Information Form

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  • PDF

Size: 34 KB

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Interactive Employee Information Form

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  • PDF

Size: 150 KB

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Parts of Employee Information Form

Employee information forms, from the word itself, are basically concerning with information regarding the employee. These forms are utilized by the authorized personnel to either add new or update existing information. Either of the two, it is mandatory that these updates are made soon as changes occur. This is to make sure that the company has all their management files current and up to date.

These information forms are composed of the following parts:

The Employee Information

  • The full name
  • The  present and permanent residential address
  • The contact number of both home and personal
  • The social security information
  • The citizenship (either a non-citizen, citizen, or a permanent resident)
  • The race or nationality
  • The date of birth
  • The gender
  • The marital status (either divorced, married, widowed, or single)

These are the basic information that the management should secure first before going deeper to the personal information of individual employees. It is important that you know who you are dealing with, before going to deal with this particular person.

The Spouse and Dependent Children Information

  • The full name of each
  • The social security numbers of the individual
  • The relationship to the employee (either child, handicapped dependent, husband, wife, or sponsored child)
  • The birth date of each dependent
  • The gender (optional)

These information release serve as the basis for different situations. The most common is to know who are the beneficiaries of the employee, just in case something happens.

The Education Information

  • The level of education attainment
  • The institution
  • The year of graduation
  • The city or state
  • The degree or major taken

These information would help the management determine how far the employee had accomplished during his or her years in learning.

The Training Information

  • The training type
  • The training description
  • The name of institute
  • The name of the sponsor
  • The start and end date of certain training

By referring to these information or details, the management are able to measure the employees’ or applicants’ capabilities. By means of this, they could conduct trainings that would be fit for the employee.

The Job or Employment Information

  • The employee code or number
  • The job title or position
  • The company name
  • The name of the supervisor
  • The work or company site/location
  • The work or company contact number
  • The hire or start date for employment
  • The employment status (either new, existing employee, or subject for termination)
  • The base wage/hourly rate and basic salary per period or term
  • The additional earnings (indicate the type, the amount or percentage, the effective date, and the frequency)
  • The deductions (specification of the type, the amount or percentage, the effective date, and the frequency)
  • The current employee payroll information (the number of hours and the partial salary amount)

There are various of reasons why employees’ past employment is also mandatory to be provided. One is that the current employer could determine if the applicant is experienced enough and if he or she has a good exit from that past job.

The Emergency Contact Information

  • The full name of the person to contact
  • The present and permanent residential address
  • The contact information such as the primary and alternate phone number
  • The contact person’s relationship to the employee

These information are essential most especially when there are circumstances that are encountered. This part is technically for the employee’s family or relatives to be notified when there are accidents or incidents.

The Acknowledgment Details

  • The employee’s name
  • The affixed signature
  • The date signed

These details are indicated in order to make sure that all information written or provided in the form are true and correct.

Basic Employment Information Sheet

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  • DOC

Size: 5 KB

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Employee or Contractor Information Form

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  • DOC

Size: 6 KB

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Employee Personal Information Form

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  • DOC

Size: 6 KB

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Employee Contact Information Form

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  • PDF

Size: 22 KB

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New Employee Information Form

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  • PDF

Size: 141 KB

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New Hire Employee Information Form

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  • PDF

Size: 97 KB

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The lists of information above are basically the essential details that are often required when provision of employee information is necessary. Though, all these parts may not be found or present in one form. This is due to the fact that employee information forms only serve as a basis or reference. Some forms for employee information require some attachments of individual’s medical clearance or certificate. This is basically in order for the management to be aware on what are the health conditions or issues that their individual employee has. And if these health issues are serious yet remediable, it is the management’s call whether they’d still accept the employee’s application.

Accepting one’s application despite of his or her situation would be a great problem to the management; maybe not now, but later on. Further additional information that included but not necessarily needed is a photo. A photo in not a must in an employee information form. Yet, this could be used as the basis for physical judgment. Sometimes, you could derive with the right judgment regarding a person just by looking at his or her appearance. The way he or she dresses up partly reveals the personality. Yet sometimes, physical appearances are not reliable. That is one of the reasons why employees or applicants are interviewed not just once, but twice or even more.

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