39+ Sample Employment Information Forms

What Is an Employment Information Form?

Your employees get to be familiar with your business and its policies with the help of an employee handbook. An employment information form, on another hand, can help your organization get to know your employees. A basic employment information form commonly specifies the employment history of your current employees. However, there are versions of the document which also ask for other details which can be beneficial in terms of allowing you to be knowledgeable of more information about the members of your workforce.

Where Can You Use an Employment Information Form?

Getting to know your workforce is easier said than done. With this, it is important for you to use documents and materials that can help you gather information about the members of your organization since it is not every day that you can interact and communicate with them. An employment information form is one of those documents that can make it more efficient for you to get the details that you need at a specific time when you need these. Here are some of the activities or circumstances where you can highly-use an employment information form:

1. Screening and Recruitment of Work Candidates

There are employment information forms that are specifically used for purposes of screening and recruitment. During the processes for a work application, you need to make sure that you will create an employment information form as this document can help the human resource department assess the previous work positions and designations of qualified applicants. More so, the specific document can provide the necessary details which can be used to compare the set of skills and professional experiences of a particular candidate with his or her competition.

2. Employee Assessment

After screening the potential members of your organization, you can still utilize an employment information form. The details that you can find in the document can be very useful for employee assessment. As an example, you can refer to the document if an employee is already up for regularization or promotion. The employment information form can be one of the documents that can align the expectations of your business with the deliverable and actual performance of an employee.

3. Referencing

If you need to update your systems especially in relation to the information of the employees of your organization, you can rely on the content listed on the employment information form. With this, it is essential for you to always ask for any changes with the basic personal details of your employees. There are different operational processes and business circumstances where you can find it advantageous that you are aware of some details about the people that work for you. Say, you need to find a person who can execute a particular call-to-action. Looking into your employees’ employment information forms can enable you to find the most suitable entity that can help you with a specific activity. These are only some of the reasons on why you should ensure that your employment information form is well-thought-of.

Factors to Consider When Crafting an Employment Information Form

You have to be mindful and focused as you make an employment information form. Make sure that you will look into the elements and variables that can affect the effectiveness of the specific document’s usage. You have to align your content specification priorities with the objectives that you would like to achieve from using the employment information form as this can help you organize the entire document accordingly. Listed below are some of the factors that you have to consider as you craft an employment information form on your own.

The necessity and relevance of the information that you will get from your employees: You have to be careful not to offend or intimidate your employees when letting them answer an employment information form. Make sure that you will talk to your team with regards the proper identification of the items that are essential to be included in the particular form. Narrow down your discussion to only what is necessary and truly beneficial to your organization based on the form’s intended usage.The proper grouping, designation, or allocation of the employment information form’s details: Be strategic with the placement of the form’s content in the layout that you have developed. Make sure that relevant details are grouped accordingly. To make this matter clearer, take the previous employment of your employees as an example. Rather than placing details related to the given subject on different segments of the document, you can just use a category for employment history and ask all of the things that you would like to know about it in this particular part of the employment information form.The purpose of the employment information form’s usage: Set the appropriate scope and limitations of the document’s purpose. It is important for your employment information form to be goal-driven and objective-based. If you are well-guided during the development of the specific document, it will be easier for you to use it as an excellent and reliable referencing tool. Knowing the reason for the employment information form’s development can also help you to know how you can maximize the document’s layout and features for your advantage.

8 Steps for Creating a Detailed Employment Information Form

An employment information form is relatively easy to create. With the help of a step-by-step guide, it can be very simple for you to develop the specific document from scratch. Are you now ready to begin the development of your organization’s employment information form? Here is an eight-step process that you can use as a guide if you already want to create a detailed employment information form:

Step 1: Download an Employment Information Form Template

You have to make sure that your employment information form is presentable or visually pleasing. A tool that you can use to make this happen is an employment information form template. Select from a number of downloadable templates until you have already seen the best template which you think is aligned with the visuals that you have imagined for your own form.

Step 2: Input the Header of the Company and the Title of the Document on Top of the Form

To make the document look original and truly your organization’s property, make sure to put the header of your business on top of the document layout followed by a clear and identifiable employment information form template.

Step 3: Provide Necessary Instructions, Reminders, and Introduction

Write a brief introduction if you want to specify the purpose of the employment information form. You can also include a number of reminders about the limitations and scope of the document;s content usage or a set of instructions that can guide your employees with how they can effectively give all the details that you would like to know about them.

Step 4: Get the Basic Personal Information of Your Employee

The most common segment of an employment history form is the part where you will be asking the basic personal information of an employee. Ask for the employee’s name, address, age, gender, contact details and other standard details which you think that the management and other stakeholders of the business must be aware of.

Step 5: Seek for the Employment History of the Employee

Let your employees provide you with a list of their previous employers. You can also ask about their past work designations and professional positions. If you want to become more particular about your employee’s employment history; you can also ask the duration of time that they were employed per employer, the range of their work deliverable, and other specific details about their work experiences.

Step 6: List Other Information About the Employee Which Is Needed to Be Known Either by the Management or the Human Resource Department

Aside from the basic details listed above, you can also put more segments in your own employment information form. Be particular with the key points of the document so you can make sure that the items that you will ask are truly essential and usable and not just placed in the document to make it look lengthy.

Step 7: Ask for References

Tell your employees to provide a number of references. It is important for these references to be able to validate the items that your employee has written in the employment information form. As much as possible; the references that you will ask should be coming from the previous employer of the individual, the community where he or she lives, and the circle that he or she usually spends his or her time with.

Step 8: Finalize the Content and Layout of the Employment Information Form

Look at the initial draft of your employment information form. Update the document when necessary and make sure to finalize the version that you will use for actual documentation. Refine all the details or elements of the employment information form as this can help you easily use it as needed and as expected.

Benefits of Making an Excellent Employment Information Form

Creating an employment information form has its advantages. As an organization, there are many ways on how you can optimize the availability of the specific document. The way you will develop the employment information form and the means on how you will use its content can contribute to its effective usage. Below are some of the benefits of making an excellent employment information form.

An employment information form can enable your organization to connect with the members of your workforce further since you can be aware of more information about them: 96% of employees think that it is important for employers to show empathy so that employee retention can advance (source: forbes). You can executive programs and activities that can resonate well with your workforce if you are aware of their expectations, desires, needs, and employment history. This is where the advantages of having an employment information form enters. If you can get more details about the employees of your business, it will be easier for you to relate to them.An employment information form can let you identify the skill sets and abilities of your employees based on their previous employment relationships: As you try to create an employment probation period letter, you already need to think of keeping a quality employee for a long period of time. Through an employment information form, you can become more aware of the deliverable that a specific employee can bring to the table. This can be very useful if you would like to help your employees better their career by ensuring that their potential, based on the specifications of their employment information forms, are maximized.An employment information form can help you record the details that you will be needing for purposes of employee management and employment documentation: You have to manage your employees with your best efforts so you can maintain their engagement to your organization. With the help of an employment information form, you can also have a tool for referencing which you can use for the proper and strategic management of your employees’ basic details. Hence, it will be easier for you to present valid information whenever required by governing bodies and other legal entities.

Dos and Don’ts for Developing the Best Employment Information Form

Are you still curious on how you can come up with an exemplary employment information form? Do not worry as we are more than willing to share with you a number of tips and guidelines that can motivate you to do your best and exert your efforts so you can have your desired output that is of quality. Some of the things that you should do and not do so you can develop the best employment information form are as follows:


1. Do Construct Your Employment Information Form Systematically

You have to make sure that the specification and flow of all the details in the document is organized. Your employment information form represents the quality that you incorporate in your business documents. Hence, it is essential for you to not only select the most suitable template but also to polish the entirety of the document with the best of your efforts.

2. Do Ensure That the Employment Information Form Is of Value 

When making an employment information form, you have to know how you can use the output that you will deliver and the results that you can get from it. You should not rely on generic employment information forms as you have to look into the needs of your organization. Know the items that you should ask to your employees based on how you will use this information for your operational development and improvement. An employment information form can truly be valuable to your organization if you can optimize its usage.

3. Do Set the Guidelines About the Completion of the Employment Information Form 

Let your employees know that it is essential for them to answer all of the questions in the employment information form. Use a clear instruction that can let them identify the ways on how they can properly provide all the items asked in the document. In some cases, employers use legends or marks in the areas where it is mandatory to provide a statement or any types of answer. Doing this can let your human resource department save a lot of time when inquiring for particular information from employees who did not complete filling their employment information forms.


1. Don’t Use an Employment Information Form Without a Disclaimer of the Document’s Purpose

It is your responsibility as an employer to let your employees know the reason on why they need to answer an employment information form. If your printed document does not have any reminders, introductions, and/or disclaimers; make sure that you will briefly discuss the ways on how you plan to use the information that your employees will give before they fill-out the specific document. Being particular with this matter can let you assure your employees that what they will write will not be used to discriminate them and will not be leaked to the other members of the organization.

2. Don’t Ask For A Lot of Information to the Point That It Is Already Unnecessary 

Know the limitations of the things that you can ask to the members of your workforce. Your employment information form is only one of the many documents that you will let your employees answer. With this, you have to make sure that you will always remind yourself of the document’s purpose before actually creating it. Ask only what is needed. Avoid getting too personal information or those that are not even related with the relationship that you will have with your employees. Only ask for necessary items so your employees will still be comfortable as they disclose specific details about them in the form that you have prepared.

3. Don’t Confuse Your Employees With the Language That You Will Use

You have to be direct to the point, refined, and specific when listing down the items that you would like your employees to answer. You have to be professional when asking questions and bits of information from your target audience. Use a language that is appropriate for business processes and activities. This means that you should not use any terms that are considered to be too technical, open for other interpretations, and/or misleading.

We hope that the discussion and the references above can already enable you to create an excellent employment information form. Make the most out of the usages of our templates and samples so you can have an output that you can truly utilize and maximize for a long period of time.