New Hire Onboarding Form Template
A new hire onboarding form is the single document a joiner completes before their start date so payroll, IT and the employee record can be set up in advance. It gathers personal and contact details, emergency contact, address, bank details for salary payment, the statutory identifiers the employer must hold, nominee details, documents to attach and equipment needs.
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Send this form to a new joiner as soon as the offer is accepted, with a date by which you need it back so payroll and IT are not waiting on it in the joining week. It is a data-collection document, not a task list: the onboarding checklist tracks what the employer has to do, while this form collects what only the joiner can supply. Treat what comes back as restricted information from the moment it arrives.
Personal and contact details
Full legal name, as it should appear on payroll records: [FULL LEGAL NAME]
Preferred name for day-to-day use: [PREFERRED NAME]
Date of birth: [DATE]
Personal email address: [EMAIL] | Mobile number: [PHONE NUMBER]
Permanent address: [ADDRESS]
Current address, if different: [ADDRESS]
Job title: [JOB TITLE] | Department: [DEPARTMENT] | Reporting manager: [MANAGER NAME]
Joining date: [DATE] | Work location: [LOCATION] | Employee ID, once issued: [EMPLOYEE ID]
Emergency contact and nominee
Emergency contact name: [FULL NAME] | Relationship: [RELATIONSHIP]
Emergency contact number: [PHONE NUMBER] | Alternate number: [PHONE NUMBER]
Emergency contact address: [ADDRESS]
Nominee for employer-provided benefits: [FULL NAME] | Relationship: [RELATIONSHIP] | Date of birth: [DATE]
If more than one nominee, list each with the proportion the joiner wishes to nominate: [NOMINEE NAME] - [PROPORTION]
Note to the employer: nomination under a statutory scheme is usually made on that scheme's own form. This block records what the joiner tells you so the right forms can be raised.
Bank details for salary payment
Account holder name, exactly as the bank holds it: [ACCOUNT HOLDER NAME]
Bank name: [BANK NAME] | Branch: [BRANCH]
Account number: [ACCOUNT NUMBER] | Account type: [ACCOUNT TYPE]
Routing or transfer code used in the country of payment: [CODE]
Supporting proof of account attached: [YES / NO] - [DOCUMENT NAME]
Note to the employer: never enter or amend these fields on the joiner's behalf, and confirm any later change of account directly with the person before payroll acts on it.
Statutory identifiers and registrations
Permanent Account Number (PAN): [PAN]
Provident fund Universal Account Number (UAN), if the joiner already holds one: [UAN]
Previous provident fund member ID, if applicable: [MEMBER ID]
Employees' State Insurance (ESI) number, where the joiner is already registered: [ESI NUMBER]
Declaration of previous employment during the current financial year: [ATTACHED / NOT APPLICABLE]
Any other identifier or registration this employer is required to hold: [IDENTIFIER NAME] - [NUMBER]
Note to the employer: which of these actually apply depends on the state, the establishment and the headcount, and the position changes. Confirm the current set with a qualified payroll or tax advisor before you ask for any of them. Do not print a rate, a threshold, a wage ceiling or a filing deadline on this form.
Documents to attach
Signed offer or appointment letter: [ATTACHED / PENDING]
Proof of identity: [DOCUMENT NAME] - [ATTACHED / PENDING]
Proof of address: [DOCUMENT NAME] - [ATTACHED / PENDING]
Certificate for the qualification this role requires: [ATTACHED / PENDING]
Relieving or experience letter from the previous employer: [ATTACHED / PENDING]
Photograph for the employee record: [ATTACHED / PENDING]
Note to the employer: ask only for documents you have a reason to hold, and record who checked each one - [CHECKED BY], [DATE].
IT, equipment and access
Equipment required: [LAPTOP / DESKTOP / PHONE / OTHER - PLEASE STATE]
Operating system, where the role allows a choice: [OPERATING SYSTEM]
Accessibility adjustments or equipment the joiner has asked for: [DETAIL]
Work email address to be created: [EMAIL]
Systems and tools needed on the first morning: [SYSTEM], [SYSTEM], [SYSTEM]
Delivery address for equipment, if not the work location: [ADDRESS]
Requested by: [MANAGER NAME] | Provisioned by: [IT OWNER] | Ready by: [DATE]
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How to use this template
- Send the form the day the offer is accepted, and give a return date that leaves payroll and IT time to act before the joining date.
- Strip out any field you have no reason to hold, and add only what your own payroll and IT setup genuinely needs.
- Confirm with a qualified payroll or tax advisor which statutory identifiers and registrations apply to this joiner, this establishment and this state before you ask for them.
- Collect the completed form through a channel with restricted access rather than an ordinary shared inbox, and limit who can open it to the people who act on it.
- Check the returned form for blank bracketed placeholders before anything goes to payroll, and go back to the joiner rather than guessing at a missing field.
Tips
New Hire Onboarding Form Template — FAQs
What is a new hire onboarding form?
How is this different from an onboarding checklist?
Which statutory identifiers should an Indian employer collect on this form?
How should completed onboarding forms be stored?
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