For many businesses, an employee information form is helpful for tracking essential information about workers. This includes who worked for a particular company, when they were employed, which positions they served in, and more.
What Is an Employee Information Form?
An employee information form can also be used to keep track of important employee information and as an emergency contact form. Employees and even temporary or freelance workers can note the contact information for their emergency contact so that the business knows exactly who to contact if they are ever injured or incapacitated in some way.
When to Use an Employee Information Form?
Most businesses use an employee information form whenever they bring a new hire into the organization. From that perspective, it can be a helpful addition to the employee onboarding process. The information should also be reviewed regularly to ensure that everything (especially contact information) remains accurate.
What Should an Employee Information Form Include?
While the formatting of every business’ employee information form will be different, there should still be sections that allow someone to fill out the following key pieces of data:
- The employee’s contact information, including full name, address, and phone number.
- Their employment information.
- An overview of their educational background up to this point.
- An outline of any professional experience that they have relevant to the new position they are in.
- Emergency contact information (should they ever become injured or fall seriously ill while on the job).
The employee should also be able to sign and date the form at the bottom, verifying that the information is accurate to the best of their knowledge.
How to Write an Employee Information Form
Every business’ employee information form may look slightly different from the next. To make sure the form is as helpful as possible in the future, the following points should be included at a bare minimum.
Step 1 – Personal and Employee Information
At the top of the employee information form, there should be spaces where the employee can specify their full name, address, phone number, and preferred email address.
Below that, there should also be an overview of their general employment information. This includes their title, the department they work for, and the hire date.
Their employment status (like whether they are full-time, part-time, an independent contractor, etc.) should also be provided.
Step 2 – Education and Professional Experience
Next, expand on the employee’s education and professional experience. Note their highest level of education completed with the name of the institution they attended, their degree, their field of study, and their graduation date.
Likewise, go into detail about any professional certificates and licenses they have. Briefly summarize any previous work experience that is particularly relevant to their current position.
Step 3 – Emergency Contact Information
Finally, include a space for essential emergency contact information. That consists of the full name of the contact as well as their address, home phone number, and cellphone number. You should also specify their relationship with the employee (like if it is a parent or spouse).
Finally, the employee should always sign and date the form at the bottom to verify that all its information is accurate. This will also help employers know when it should be reviewed and updated as necessary.
Employee Information Form Example
You can see an example of an employee information form below:
Employee Information Form Sample
Use the following employee information form template, downloadable in PDF or Word format: