Employee information form template
New hires fill in an employee information form when they start. The employer uses it for payroll, tax and social insurance registration. Below is a template to copy or download for Word, plus an online version the new hire completes from home before day one.
Employee information form template
Only ask for what you actually need for employment, payroll and insurance. Adapt the fields to your country's rules.
EMPLOYEE INFORMATION FORM
Personal details
Full name: [full name], birth name: [name]
Date and place of birth: [date], [place]
National ID / social security number: [number]
Nationality: [nationality]
ID card / passport number: [number]
Contact and address
Permanent address: [address]
Mailing address: [address, if different]
Phone: [phone], email: [email]
Insurance and pay
Health insurer: [name]
Bank account for salary: [account number]
Receiving a pension: [no / yes — type]
Other employment at the same time: [no / yes — employer]
Tax
Tax declaration / allowances claimed with this employer: [yes / no]
Education and experience
Highest education: [level], field: [field]
Previous employment: [employer, period]
Emergency contact
[name, relationship, phone] (optional)
Declaration and signature
I declare that the details above are true and I will report any changes to the employer without delay.
Place [place], date [date]
............................................
employee signature
What employers should not ask
Family and pregnancy
In many countries, including the Czech Republic, employers may not ask about pregnancy, family or financial circumstances.
Sensitive data
Sexual orientation, ethnic origin, trade union or party membership and religion do not belong in the form.
Criminal record
Ask for it only where the nature of the job or a specific law justifies it.
Only what is necessary
Under the GDPR collect only what you need for the stated purpose.
How to send the form to a new hire online
- 1
Create the form from the template
The button below creates a form with the fields from this template. Adjust them in the editor.
- 2
Send the link before day one
The new hire fills it in from home on a phone or computer, without an account or an app.
- 3
Attachments in the form
Certificates or documents from a previous employer are uploaded as files with the response.
- 4
PDF and export for payroll
The signed form arrives as a PDF. Export the details of all new hires to CSV or XLSX.
A general template
The template does not replace legal or tax advice. Adapt it to your situation. Gatherino does not provide legal advice.
FAQ
Is the form mandatory?
Its format is not prescribed, but employers need the details for payroll, tax and insurance registration — a form is the simplest way to collect them.
Is the data safe in Gatherino?
Data is stored in the EU, transfers are encrypted and only members of your workspace can see responses.
Can the employee sign online?
Yes, with a finger or mouse in the signature field. Each response stores the time and IP address as an audit trail.
Is the template free?
Yes. Copy the text or download it for Word for free, no sign-up. The online version works on the free plan up to 100 responses a month.
Related
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