New-hire onboarding form.
A single form that captures everything HR needs from a new hire on day 1 — personal details, emergency contact, tax forms, super/401k, payment details, and the policy acknowledgements.
NEW-HIRE ONBOARDING FORM — [Company Name] This form collects the information HR needs to set you up at [Company Name]. Information is held confidentially in line with our Privacy Policy. 1. PERSONAL DETAILS Full legal name: ______________________ Preferred name: ______________________ Address: _______________________________ Mobile: ____________________ Email: ____________________ Date of birth (where lawful): _______________…
What's inside the document.
Full name, preferred name, address, contact, date of birth (where lawful to collect).
Two emergency contacts with name, relationship, and contact details.
Tax file number / SSN, super fund (AU) or retirement account (US), nominated beneficiaries.
Bank account for salary, pay cycle preference, any benefits enrolment.
Code of conduct, anti-harassment, IT acceptable use, confidentiality — signed acknowledgement of each.
Voluntary, anonymised demographic data for D&I reporting. Optional; must be voluntary.
Visa, passport, work-authorisation evidence. Specific to jurisdiction.
Employee signature for accuracy; HR signature for receipt and retention.
A complete document set.
- Word document (.docx) — fully editable
- PDF — print or share with managers
- Google Docs — one-click copy to your Drive
- 12 months of updates to this document
- Commercial-use licence for internal and client work
Three formats, one document.
- Word document (.docx) — fully editable
- PDF — signature-ready
- Google Docs — one-click copy to your Drive
5 steps from download to use.
- 01Send the form to the new hire at offer-acceptance with a clear privacy notice on what's collected and why.
- 02Schedule a 30-minute window on day 1 for the new hire to complete remaining sections with HR's help.
- 03Confirm right-to-work documentation per your jurisdiction's requirements (US I-9, AU VEVO check, UK right-to-work check).
- 04File the completed form in the personnel record with appropriate retention and access controls.
- 05Mark the D&I data as voluntary and store separately from operational personnel data.
The right document at the right moment.
Use this form on day 1 of every new hire. The structure satisfies typical HRIS data requirements and jurisdiction-specific right-to-work obligations.
If your HRIS captures these fields directly (BambooHR, Rippling, Employment Hero), the form is the back-up paper trail and the day-1 walkthrough document.
Honest answers before you download.
- Can I collect demographic data?
- Yes, with care. D&I data must be voluntary, anonymised at the analysis layer, and stored separately from operational records. Document why you collect it and how it will be used.
- What about visa documentation?
- Right-to-work documentation requirements vary by jurisdiction — US Form I-9, AU VEVO check, UK right-to-work check, EU varies. The form has the placeholder; replace with your specific obligation.
- How long do I retain this data?
- Per your jurisdiction's recordkeeping requirements — typically 7 years for tax and employment records, longer for some categories. Document the retention period in your privacy policy.
This new-hire onboarding form template is a professionally drafted starting point and is not legal advice. The clauses follow current US and AU practice; adapt the document for your specific jurisdiction and have qualified counsel review any clauses you add before signing or distributing. Full disclaimer.