What Is a Data Entry Form?

A data entry form is what you use to input new data into a database. It serves as the application form for data records, meaning you write and collect information about the new data first until it can be transferred to the database. And for every organization, there is a different set of formats as to what labels, categories, and specific details are asked in every data entry form. So make sure the data entry forms you use are suitable for your personal, legal, or business needs.

According to Statista’s research survey, the United States encountered at least 1,001 cases of data breaches in 2020.

Why Are Data Entry Forms Essential?

You might be wondering why there is a need to write on a data entry form first when you can just put new data information into the database immediately. So in this segment, understand the importance of structuring data entry forms:

Makes Data Recording Easier

Data recording is made easy when you have a curated set of reference lists, which is what the data entry forms are. A data entry form aims to collect and organize data information easily so that you won’t have a hard time transferring the data into the database. Without a data entry form, you might miss out on some details to include in the database and your dataset would look disorganized or incomplete. Hence, let data entry forms do the job of collecting enough information ahead before recording them officially.

Fact-Checks the Data Entry before Recording

The main reason why you should refrain from putting new records into the database immediately is that the data you add might still be inaccurate or incomplete. It is much better to formalize the need to submit data entry forms first and assign people to fact-check its details rather than to record unverified information right away. And when the go-signal is given, the data written inside the data entry form is ready to be transferred into the database or main system.

Can Be Automated

One of the best features of a data entry form is you can automate it. Besides using PDF versions of data entry forms, you can automate it such as using Microsoft Excel. When you create a data entry form set in Excel, any information you insert in the dialog box, which is already confirmed, can be automatically moved to your main database in Excel. And that feature saves you some time compared to still transferring the collected data manually into the database.

Works for Different Purposes

Data entry forms are usually relevant to the IT department whenever they have new information to input into their database. But don’t limit its function to them only. You use data entry forms to collect information about employee productivity, client information forms, mobile banking, business invoice, the student paper, and lots more. Just make sure that no matter what purpose your data entry form is for, what is asked in the form should align with the details needed to know about the data entry.

Alternative to Data Executive Summary

Since you can see all signification information about a new data entry in one document through a data entry form, it can work as your data executive summary as well. That way, you need not go through a series of records to know enough detail about the data recorded in the form. And you deserve that convenience so learning about the recently written data would only take shortly.

What Are the Parts of a Data Entry Form?

There is no one correct format on how to set up a data entry form, especially when what information to gather from the new data would depend from one function to another. Nonetheless, you can familiarize yourself with what its common parts are from standard data entry forms. And they usually consist of the following:

Title: It is a no-brainer that a data entry form should have the clear title “Data Entry Form” in the top center of the document. Without it, people might think the form is used for any other function besides recording data entries. Hence, set the complete title so there is no need to write a long introductory statement on what the form’s function is.Statement of Purpose: Considering that a data entry form could cover just about anything, it helps to write a purpose statement in the form itself. This part is to clarify what the data entry form’s purpose is. Remember that you can’t just use the same data entry form for different purposes. For example, customer list data would be entirely different from employee productivity data. So set the record straight in the statement of purpose.Data Entry Tracking Number: Just like tracking sheets, data entry forms should have tracking numbers or unique serial numbers. These tracking numbers make it easy to track specific data. So when your database is filled with thousands of information, you can simply search for any datum you want using the unique serial number.Date: Besides the data entry tracking number, the date of when the data entry was made is also crucial. The specific schedule of when a data record was made can also be used for tracking a specific datum. More so, the date helps you figure out if a data record is just new or already old.Data Information Specifications: The heart of a data entry form would be the series of data information specifications. This refers to what is asked per data entry. An example is when you opt for a customer list data entry. The possible specifications there would be the customer’s first name, last name, phone number, email, and address. What is asked would differ according to the purpose. And these specifications are usually categorized into tables and other visual organizers.Lines/Boxes: The lines or boxes are provided after every specification asked in the data entry form. This part is mainly used to input information. Take a job interview evaluation data entry, for example. If a specification asks for “Status,” then write in the line or box beside it whether an applicant was hired, rejected, or still in progress.Notes: Incorporate an extra section in the data entry form for notes. The notes are simply a blank space where you can input last-minute details and can be used for any purpose. Maybe there are special considerations worth noting about a data record so be sure to write it there before encoding it into the main database.Submission Details: How will the data entry form be submitted? Be sure to state the instructions of the submission details to avoid confusion. Clarify to whom it will be given and how to encode it into the database. You can base on the data entry proposal for this if your organization already has one. If you have an automated or online data entry form, you may simply provide a submit button.

How to Create a Data Entry Form

Are you ready to put what you learned into practice? By integrating your knowledge about the data entry form’s definition, importance, and parts, it is time to make the data entry form itself. And you will be guided on a step-by-step basis by following these suggestions for creating data entry forms efficiently:

Step 1: Know Your Main Purpose

Why do you need a data entry form in the first place? Is it used to record data about the personal profile, employment, business, or any other reason? Be sure to clarify your main goals and objectives so you won’t have a hard time making the form afterward. So if your focus is to fill data to a modern business inventory database, then make sure your form will be customized for business inventory specifications. A full business impact analysis will help you finalize this step.

Step 2: Choose and Download a Sample Data Entry Form

Ready-made data entry form samples are available as seen above in this article. For free, you can select, edit, and download a sample template of your choice. Take this opportunity to specify whether you need to optimize an online data entry form, employee data entry form, data analysis entry form, and other examples. Using premade templates, you never need to make forms out of scratch. Simply customize the sample data entry form and format it according to how you want it to be.

Step 3: Build the Parts of a Data Entry Form

Remember the title, statement of purpose, data entry tracking number, and the rest of the basic data entry form’s parts? Be sure to include them in your document since they make a complete data entry form. It has already been reiterated that specifications of a data entry form vary according to purpose so be sure to personalize the specs that fit the data you need to collect and record. And if there is a need to insert extra parts that are necessary or relevant to your form, add them too.

Step 4: Present Data Entries Clearly and Completely

Be sure to conduct a careful assessment of every text or character you wrote in the data entry form. Remember that what is asked in the form will affect how well-thought-out the data written there would be in the end. So check if everything is clear, complete, and detailed yet specific. And the same approach applies to when you will write the data entries in these forms; always write properly or the information encoded into the database may be affected.

Step 5: Update the Database on a Regular Basis

Finally, don’t put so much effort into the data entry form alone since you need to work on the main database as well. In fact, once the information inside data entry forms is submitted and corrected, it must be inputted into the database pronto. Otherwise, outdated databases won’t help you in future operations. The same goes for deleting certain data if ever there are elements in the database that need to be removed. Practice what you just learned now!


How do I create a data entry in Excel?

An Excel data entry form is not that difficult. Open MS Excel and click “Insert” followed by “Table.” Then, tap “File,” “Options,” and “Customize Ribbon.” Next, select “Commands Not in the Ribbon” and add “Form.” Then, head to “New Tab,” “New Group,” and “Add.” Now you can see the Form tab after clicking “Form.” Tweak your data entry form in the process.

How common are data breaches?

Data breaches may happen anytime. In fact, there were around 1,001 data breaches in the US back in 2020. B sure to set your data security optimized regularly and having a formal data entry form before inputting it into the database is a good precaution.

What are the common duties of a data entry job?

Data entry roles include updating client information, transcribing, and recording accounting records.

It is safe to say that data can be fickle. One day, you may have a fact sheet list of 50 data and another 100 for the next. Since nothing is permanent for your database, make sure to set up a data entry form to properly gather and verify new data information before heading to the database. Data entry forms make it easy to write and collate information in just one document, making it convenient to process new data records from time to time. And you can experience convenience at its finest when you use premade sample data entry form templates along the way. Download now!