What Is a New Employee Form?

A new employee form is a document that is used by organizations to get necessary details from their new employees which will be used for purposes of employment management, payroll, legal requirements, and other business-related efforts. There are different kinds of new employee forms but most, if not all of these, are focused on getting necessary details about the employee which are related to his or her relationship with the organization.

Types of New Employee Forms

Only 12% of businesses specified that they are happy with their existing employee engagement levels (source: cbi). If you want your employees to be more engaged with and to the business, you need to develop documents that can enable you to reach out to them further. One of the first documents that you can create is one that can help you know more information about your people. Know the level, kind, and range of information that you would like to be aware of so you can develop the appropriate type of new employee form/s that your business can maximize. The types of new employee forms based on the purpose of usage are as follows:

1. New Employee Compliance Form

A new employee compliance form is used for your organization to ensure governing bodies and legal entities that they are following the labor law especially when it comes to tax compliance. A new employee compliance form commonly asks for the government identification card numbers of their employees, their health cards, and the like.

2. New Employee Form for Employment Practices

A new employee form for employment practices is those forms that are used for internal and human resource activities. These forms are typically used as references whenever there is a need to manage employee work and payroll. With the usage of this type of new employee form, the human resource department can have a more efficient time when ensuring the accuracy of the details that they are putting in different management and business systems.

3. New Employee Experience Form

A new employee experience form can be very beneficial to the company as it can be used to help you promote a healthy, safe, and secured environment. With this, you should consider developing a specific document as a part of your employee engagement strategy. As an example, you can use a new employee experience form or a new employee survey so you can formally ask how the employee is feeling so far at the initial point of his or her employment. Doing this can make your new hires feel heard, considered, and taken cared of.

4. Business-Specific New Employee Form

The content or details of a new employee form vary from one company or industry to another. Hence, it is important for you to create a new employee form depending on the needs and demands of your business. Consider the nature of your operations, the size of the company and its manpower, the employee management strategies and tactics that you execute, and the industry where you belong when making a business-specific new employee form.

Factors To Look Into When Formulating a Comprehensive New Employee Form

If you will create an employment information form for your new employees, it is necessary for you to know the key points that you have to consider so you can develop an effective document. Some of the factors that you have to look into when trying to come up with a comprehensive new employee form document include the following:

The reason why you need to create a new employee form: Are you going to use a new employee form to background check your employees further? Or are you just going to use the document so you can have an updated referencing tool? You have to know the purpose of the new employee form’s usage so you can make the most out of your output’s availability. You can precisely put together all the information that you need to record if you already have an idea on how these details will be used by your organization for business-, employment-, and employee engagement-related reasons.The range of the information that you will get from your employees: List all the categories that scope the details which you will ask from your new employees. From this, you can identify the range of information that you plan to utilize. If you can have an idea about this matter, you can already know when to stretch or narrow down the document’s content. This can be very effective if you want to ask for a lot of details without the possibility of intimidating and/or draining the energy of your employees.The specification of all the items and/or questions that you are planning to ask to all the members of your workforce: Ask questions directly. If you want to be successful with the creation of a new employee form, you have to ensure that your employees can understand what you are asking or what specific item of information it is that you are getting from them. Be particular and straightforward when crafting your questions as this can help your new hires easily relate to the document.

50+ Sample New Employee Form

7 Steps for Creating a Detailed New Employee Form

Starting to create a new employee form from scratch is actually doable. However, it will take you an easier and faster time to get the output that you need if you will be relying on templates, guides, and other tools. You can also refer to a step-by-step process that can enable you to be mindful of the things that you need to execute so you can create your desired new employee form. Here are the steps that you can follow if you want to begin the creation of a detailed new employee form:

Step 1: Download an Editable New Employee Form Template

Use a new employee form template that you can easily edit or modify. Since templates are pre-formatted, ensure that you will use your own header, title, and set of instructions so that you can align and relate the overall visuals and content specifications of the document with your business and its needs.

Step 2: Ask for the Basic Personal Information of Your Employees

To begin the compilation of new employee information, ask for the basic personal details of your employees. These information include their name, age, gender, mailing address, civil status, and contact details like their e-mail addresses and mobile numbers.

Step 3: Request Your Employees to Specify their Government ID numbers

You have to ask for the government ID numbers of your employees. Aside from the fact that you need these details when doing their payroll, you also have to get these information so you can make sure that the individuals that you have hired can legally work for your organization. Remind your employees to specify these data accurately so you can transact with government offices easily and efficiently.

Step 4: Document Details About A Particular Employee’s Job Designation

List the work title given to the employee. The new employee form must also contain the new hire’s employee identification number. To present the line of communication and reporting, you can write the name/s of the employee’s supervisor and/or department head. It will be great if you can also add details about the employee’s office location, corporate email address, starting date, type of employment, and salary.

Step 5: Let the New Employee Provide References and a Person Who Can Be Contacted During Emergencies

Ask your new employee to provide you with a list of references that you can contact. You can also just rely on the application forms of your employees if you would like to. Aside from references; you also have to get the name and contact information of a person whom your business can contact in any cases of emergency. Know the relationship of the contact person with your new employee for purposes of documentation.

Step 6: Get Other Information Based on Your Own Reason For the New Employee Form’s Usage

You can still add other questions, inquiries, and details on your own new employee form on top of the details specified above. Again, different businesses use a variety of new employee forms which is why you should not be bothered if you want to ask more information from your employees as long as these are necessary and relevant.

Step 7: Ensure That the Employee and the Employer Will Affix Their Dated Signatures At the Bottom Part of the New Employee Form

For purposes of documenting the acknowledgment of involved parties, make sure to use a signature block containing the names and designations of the new employee and the representative of your business. Ensure that the signatures of both parties are dated so you can easily identify the timeliness of the document’s usage and filing.

Advantages of Making an Effective New Employee Form

As you write your job appointment letter for new employees, you need to make sure that you already have a list of the information that you need to get from your new hires so you can work with them smoothly and efficiently. Having a new employee form at hand can be very beneficial on your part and on your employees as well which is why we recommend you to make one the soonest time possible. Here are the advantages of making an effective new employee form:

A new employee form can help your organization easily collect key information from your employees: Asking your employees for a number of times, in different scenarios and locations, can be tedious and time-consuming. Rather than setting interviews and other activities, it will be faster for you to get the employee information that you need if you can craft a comprehensive new employee form.A new employee form can let your business maintain comprehensive and detailed employment records: A new employee form is not just used for employee engagement efforts. It can also be highly beneficial during the processing of payroll, employee taxation, and other legal and internal business activities. With the help of the compilation of new employee forms, you can assure your stakeholders that all the details coming from your employees have been checked, screened, and verified.A new employee form can enable you to identify all the standard details that you should get from all of your employees based on your business and operational needs: If you have a new employee form at hand, you can make sure that you have a documentation of the basic and needed employment information which you can use any time needed. Your human resource department can further execute its functions if they are fully aware of the details that they need to work with based on activities involving the new employees of the organization.

Dos and Don’ts for Developing the Best New Employee Form

Have you ever taken or have been given the task of making a new employee form? If you have hesitations on making the document, fret not as we can help you to create an exemplary document that can be of advantage to your organization and its workforce. There are just a few guidelines that you need to follow and a number of tips and tricks that you can incorporate in the processes of making a new employee form so you can have a high-quality output at the end of the activity. Some of the action plans that you should do and a few of the items that you must veer away from when developing the best new employee form of your business include the following:

Do’s

1. Do Ensure the Consistency of Your New Employee Form’s Content

You need to have a standardized content requirement for your new employee form. If you can be consistent with the things that you would like to know from your employees, it will be easier for you to make sure that you have a standard employee data management and systems that you can rely on within the entirety of your workforce’s employment. Being able to come up with a consistent new employee form can also help you update the document accordingly since you can prioritize items based on what is currently needed to be known by the management and/or the human resource department.

2. Do Focus on the Layout of the Document 

It is not only the written details of the new employee form that you should give your focus on. It is also imperative for you to closely observe the proper placement or allocation of specific features of the new employee form within your chosen layout. Knowing how to utilize the structure of a new employee form can help you have a visually-pleasing, presentable, and organized document. With this, the browsing experience of your target audience can be better.

3. Do Complete All the Details That You Would Like Your New Employees to Provide

It is important for all of your employees to provide necessary information while being guided by an effective new employee form. We suggest you to first come up with an outline of the things that you would like to ask. Let other members of the management or any of the involved stakeholders look at your outline so they can give insights on the things that you still need to add or items that you must remove. Allowing your new employee form to be as complete and as detailed as possible can let you efficiently get all the relevant details needed for specific reasons or purposes in one go.

Don’ts

1. Don’t Make the New Employee Form Lengthy 

As much as possible, make your new employee form brief, precise, and concise. Do not have the mindset that the more questions you ask mean the better your output will be. Retain the informative quality of the new employee form without going over-board in terms of asking a lot of questions as this can only let your employees be confused with your intentions and the reason/s on why they need to give too many details about themselves. Having a short but fully-detailed new employee form can lessen the feeling of getting overwhelmed which is a great way for your new employees to be at ease as they disclose particular information asked by the document.

2. Don’t Create a New Employee Form Without a Clear Purpose in Mind 

As you have seen in the discussion above, there are different types of new employee forms that you can use. With this, it is important for you to know the reason why you will be making a new employee form. You have to clearly identify the purpose of the specific document so you can put all elements of the form together in a way that is usable, beneficial, and effective.

3. Don’t Be Too Personal When Formulating Questions

When making a new employee form, you should see yourself not as a private individual but as a representative of your organization. You need to make sure that the questions in the new employee form are based on the items that the company needs for outstanding employment efforts. Limit the data that you will get from your new hires so you can only focus on what is necessary and what is required for a specific employment-related circumstance or activity where the new employee form will be used.

Developing a new employee form can help your business, especially your human resource department, a lot. If you want to create a new employee form right now, we highly suggest you to browse through and download any of the listed references above. With the variations of document development guides in this post, make sure to closely look into the templates and samples that we have collected so you can choose the most suitable tool for you.