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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.
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.
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 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.
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.
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.
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].
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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