Top 10 Forms Your New Employees Need to Fill Out

Bringing a new employee on board is super exciting. But before your star employee starts making waves, there’s paperwork waiting.

New employees are excited to kickstart their career and HR is busy managing and interviewing. Now the last thing anyone wants is a messy onboarding process.

That’s why having a complete onboarding checklist for new hires is key. And with the right new employee forms, you can also make your employee onboarding process smooth and hassle free.

This article shows exactly that: The 10 best new employee forms your new employees must fill out.

No fluff, just what you need to get your new hires ready to hit the ground running.

Offer Letter Form

Offer letter is the official job offering form sent by the company to selected candidates only. It shows they have successfully cleared all rounds of interviews and have been selected to join your company.

It covers important details of employment and what a company is offering to the employee.

Here’s what to include in an offer letter form:

• Employee name
• Employee’s job title and description
• Starting date
• Work schedule
• Reporting structure
• Location of company
• Employee benefits
• Terms and Conditions
• Acceptance deadline
• Signature field for acceptance

You can also mention the employees’s Salary, Bonuses or Commissions. Yet remember only If it’s applicable based on your company’s terms and policies.

Employee Onboarding Form

The Employee Onboarding Form follows right after the offer letter.

It collects all important personal and job related information about your new hires in one place.

If you are an HR, it’ll be super helpful for staying organized and making sure no important detail is missed for a smooth onboarding process.

With that, here’s what to consider adding in an employee onboarding form:

• Full legal name and contact details
• Preferred name and pronouns
• Department, role, and reporting manager
• Emergency contact info
• Acknowledgment of company policies
• Any required certifications or documents

Worth remembering: You can use a multipage form to make it easy for employees to complete and for HR to manage.

The best part? ARForms is the top choice trusted by thousands of users to create smart multistep forms. So no need to scare your new hires by showing one long form.

Just decide, divide and give out your employees simple onboarding.

Plus, even if any employee leaves the form half completed, you don’t have to worry. ARForms got Auto Save Form Progress so all their data is saved and retrieved automatically.

Employment Eligibility Verification (Form I-9)

Employment eligibility verification form, sometimes also called Form I-9, is a legal document form in the U.S. It is needed to verify that new employees are eligible to work in the United States.

So if your company is within the US, this form is an important step to make sure compliance with federal employment laws.

However, if your company is not inside the US, this form can still confirm an employee’s legal right to work based on your country.

Things to Include When Creating an Employment Eligibility Verification Form:

• Employee’s personal info (name, address, DOB)
• Citizenship Status
• Work authorization status
• Documentation proof (passport, driver’s license, Social Security card)
• Signature and date

ARForms Pro Tip: Use file upload fields for document submission and conditional logic for optional fields

Employee Tax Form

Employee tax form is a simple new employee form that shows how much of an employee’s salary will need to be deducted for income tax.

Again if you live in the US, Form W-4 should always be part of your new hire paperwork. It decides the correct amount of federal income tax to withhold from your employee’s paycheck.

Key Details to Include in Your Employee’s Withholding Certificate:

• Personal info (name, Social Security number)
• Filing status selection
• Number of dependents
• Additional withholding options

Now as an HR, you have to make sure your new hires complete this form before their first paycheck to make things easier and avoid confusions.

ARForms Tip: Use dropdowns and radio buttons to simplify selections

Direct Deposit Authorization Form

The direct deposit authorization form should also be filled before the first paycheck of a new employee. It’s more like a permission form for sending payment straight to an employee’s bank account.

By asking your new hires to sign this new employee form, you can save time and make sure there’s no room for mistake or wrong payment.

What To Include in a Direct Deposit Authorization Form:

• Employee’s bank account details (account and routing number)
• Type of account (checking/savings)
• Signature
• Authorization checkbox
• Start date for direct deposits

These are the fields you have to add in your new employee form so your new hire can fill it accurately for accurate and timely paycheck.

Pro Tip To Consider: Always add a masked input field to protect sensitive banking information

Emergency Contact Information Form

Put safety first for every new team member joining your company!

Thus, you have to make sure new hires are aware of safety protocols from day one.

An emergency contact information collects your employee’s personal information and contact details of their family or friends they should contact in case of emergency.

What Every Emergency Contact Information Form Should Contain:

• Personal info of employee
• Name and relationship of the individual to contact
• Phone numbers (Home, family, or friends)
• Alternate contact options (Email)
• Medical Information (Allergies, existing health conditions)

ARForms Hack: Use repeater fields so employees can add multiple contacts easily

Employee Handbook Acknowledgment Form

Rules are what shapes an organization. Thus you always should confirm the new hire has received and reviewed the employee handbook.

An employee handbook acknowledgment form does exactly the same.

This new employee form confirms that your new hires have received your company handbook and understood the rules.

Important Form Fields to Add to an Employee Handbook Acknowledgment Form:

• Checkbox for acknowledgment
• Date of receipt
• Signature field
• Optional comment box for questions

The best part of creating this form is that it adds a clear record for HR and reduces misunderstandings about company policies in future.

ARForms Quick Tip: Enable checkbox of acknowledgment as a required field

Confidentiality Agreement / NDA

Company information is too important to share. Thus if they are trusting the new employee with it, a confidentiality agreement is necessary.

A Non-Disclosure Agreement (NDA) makes sure sensitive company information remains private, within the company only.

Further, it is important especially for new employees who are about to handle company trade secrets, client information, or proprietary data.

That’s why, protecting company’s sensitive information starts with a clear NDA acknowledgment

Here’s what to include for a clear confidentiality agreement form:

• Definition of confidential information
• Duration of confidentiality obligations
• Purpose of disclosure
• Consequences of breach
• Exception to confidentiality (optional)
• Governing law (Optional)
• Employee signature and date

Tip to Make the Most of ARForms: Digital signatures with ARForms makes storage and retrieval easier. Plus, you can use a PDF attachment option for employees to download the NDA before signing with ARForms PDF Creator Addon.

Policy & Code of Conduct Acknowledgment Form

Policies matter. So confirm that your team knows them inside out.

To make sure every employee is on the same page, get a code of conduct acknowledgment form.

This form confirms that employees understand and agree to follow company rules, ethics, and conduct policies, too. Here you can highlight the key rules and make sure all your new hires understand it.

Code Of Conduct Acknowledgment Form Must Haves Form Fields

• Company policies (internet, safety, social media, attendance)
• Acknowledgment checkbox (agree to comply)
• Signature field (optional)

Remember to update this form regularly, as company policies can change from time to time.

ARForms Pro Tip: You can use conditional logic to show policy fields based on department or role.

Equipment & Asset Receipt Form

Make equipment handovers smooth and transparent with a simple employee form.

You should make your new employees fill this form the day when you are handing over the company’s uniform, laptop, phone or bag. This form is perfect for keeping track of company property given to employees.

Further, it also protects both the company and the employee by having a clear record.

All you have to do is make your new employees sign off this form as an acknowledgment that they have received all the stuff and will take care of it.

What to Include to Make Your Equipment and Asset Receipt Form Complete:

• Employee info
• List of equipment or assets issued (laptop, phone, keycard, software)
• Serial numbers or identifying details of gears
• Condition at issuance
• Employee signature for acknowledging the receipt

This form is useful when an employee wants a replacement of any equipment in the future. Plus, it helps HR to keep inventory audits in check.

Further, if your new employee ever decides to offboard, the return of equipment becomes super easy.

Pro Tip for ARForms: You can use checkbox lists or dropdowns inthe form so employees can easily tick it off

Make Onboarding Easier With the Right New Employee Forms

These new employee forms offer a quick and easy way for both businesses and new hires to get on the same page. All the new employee forms here are perfectly designed and thought so you don’t have to rack your brain and have a smooth employee onboarding.

With ARForms, you can make it possible. ARForms is the powerful form builder, designed to create all these new employee forms in the blink of an eye.

It has over 50+ well designed templates, sample forms, and extensive styling options, along with 33+ advanced field forms. The best part is it comes with powerful data analysis, so you can easily check off all your new hire form entries and keep a clean record.

So what are you waiting for? Make your onboarding easier than ever by making new employee forms with ARForms!

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FAQs

What form do I need for a new employee?

Here are the forms you need for a new employee:

• Offer letter
• Employee onboarding form
• Employee eligibility verification form
• Employee tax form
• Direct deposit authorization form
• Emergency contact information form
• Employee handbook acknowledgment form
• NDA form
• Code of conduct acknowledgment form
• Equipment and asset receipt form

What forms must be given to a new employee?

Every new employee must be given forms that verify their identity, set up payroll, and confirm company policy. You can make them give them an offer letter, Form I-9, Form W-4, direct deposit authorization, and employee handbook acknowledgment.

What forms are needed for employees?

Here are the main forms which are must needed for new employees:

• Job Offer Letter
• Tax Withholding Form (W-4)
• Employment Eligibility Verification (I-9)
• Emergency Contact Form
• Confidentiality and Policy Acknowledgments
• Equipment & Asset Receipt Form

What is an I9 form?

Employment eligibility verification form, sometimes also called Form I-9, is a legal document form in the U.S. It is needed to verify that new employees are eligible to work in the United States.

What is the W-2 form?

W-2 form is a tax employee form that shows how much of an employee’s salary will need to be deducted for income tax. It decides the correct amount of federal income tax to withhold from your employee’s paycheck.

What is onboarding paperwork?

Onboarding paperwork includes all the new employee forms that HR must make their new hires fill out. It can include employment contract, tax form, NDA form, direct deposit form, and so much more.