{"id":2238,"date":"2026-02-26T15:50:57","date_gmt":"2026-02-26T21:50:57","guid":{"rendered":"https:\/\/www.zoomshift.com\/blog\/?p=2238"},"modified":"2026-03-31T10:12:01","modified_gmt":"2026-03-31T15:12:01","slug":"employee-information-form","status":"publish","type":"post","link":"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/","title":{"rendered":"Employee Information Form: Best Practices (with Free Template)"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_36_1 counter-flat ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<span class=\"ez-toc-title-toggle\"><a class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" style=\"display: none;\"><span style=\"display: flex;align-items: center;width: 35px;height: 30px;justify-content: center;\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1' ><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#what-is-an-employee-information-form\" title=\"What Is an Employee Information Form?\">What Is an Employee Information Form?<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#why-do-you-need-an-employee-information-form\" title=\"Why Do You Need an Employee Information Form?\">Why Do You Need an Employee Information Form?<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#what-to-include-in-an-employee-information-form\" title=\"What to Include in an Employee Information Form\">What to Include in an Employee Information Form<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#how-to-collect-employee-information-top-tips\" title=\"How to Collect Employee Information \u2014 Top Tips\">How to Collect Employee Information \u2014 Top Tips<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#best-practices-of-collecting-employee-information\" title=\"Best Practices of Collecting Employee Information\">Best Practices of Collecting Employee Information<\/a><\/li><li class='ez-toc-page-1'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#faqs\" title=\"FAQs\">FAQs<\/a><\/li><\/ul><\/nav><\/div>\n<p>Employee information forms are a must for any business with any number of employees at all, from tiny start-ups to huge conglomerates. They should be filled in by every single new hire as standard on day one of the <a href=\"https:\/\/www.zoomshift.com\/blog\/5-best-practices-for-onboarding-new-employees\/\" target=\"_blank\" rel=\"noopener noreferrer\">onboarding process<\/a> \u2013 you never know when you\u2019re going to need to use the information they provide.<\/p>\n<p data-start=\"240\" data-end=\"391\">These forms should also be kept up to date whenever details change, such as promotions, pay adjustments, or updates to contact or personal information.<\/p>\n<p data-start=\"393\" data-end=\"606\">Failing to maintain accurate employee records can create challenges \u2014 especially in legal situations where you need to verify employment history, or in emergencies where access to up-to-date information is critical.<\/p>\n<p data-start=\"608\" data-end=\"843\" data-is-last-node=\"\" data-is-only-node=\"\">In this guide, we\u2019ll cover what employee information forms are, why they matter, what to include, and best practices for managing them. We\u2019ve also included a handy template at the end to help you implement the process smoothly in 2026.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"what-is-an-employee-information-form\"><\/span>What Is an Employee Information Form?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>An employee information form is exactly what it sounds like: it\u2019s a form that contains all useful information about each and every employee at your business. It doesn\u2019t matter whether they work full time, part time, or even just remotely for a couple of hours every month \u2013 this is vital information.<\/p>\n<p>It\u2019s important to underline that most employee information forms are not particularly detailed \u2013 they don\u2019t go into the individual\u2019s <a href=\"https:\/\/www.zoomshift.com\/blog\/employment-history\/\" target=\"_blank\" rel=\"noopener noreferrer\">employment history<\/a>, or disciplinary matters. This is not a complex document, and neither should it be. You don\u2019t want to have to search through pages of contractual information to find an emergency contact number.<\/p>\n<p>Instead, they should simply be a record of the most basic information you need to record about each employee. The most basic information is often the most important \u2013 and sometimes the hardest to find. Having a well-oiled system for filling in, updating, and filing your employee information forms makes it simple.<br \/>\n<!-- This site is converting visitors into subscribers and customers with OptinMonster - https:\/\/optinmonster.com --><\/p>\n<div id=\"om-kvolmcyeksdxsbqtodou-holder\"><\/div>\n<p><script type=\"text\/javascript\" src=\"https:\/\/a.omappapi.com\/app\/js\/api.min.js\" data-campaign=\"kvolmcyeksdxsbqtodou\" data-user=\"80518\" async><\/script><br \/>\n<!-- \/ https:\/\/optinmonster.com --><br \/>\nEmployee information forms should be filled in on day one of employment and kept by admin staff within a secure, organized filing system \u2013 ideally incorporating both hard copies and electronic copies. They must also be updated whenever the contact details of either the employee or their emergency contact change, when the employee moves house, if a relationship status changes, or when the employee is <a href=\"https:\/\/www.zoomshift.com\/blog\/reward-employees-without-money\/\" target=\"_blank\" rel=\"noopener noreferrer\">given a promotion<\/a> or pay raise. Remember to update the form when employees leave the company too.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"why-do-you-need-an-employee-information-form\"><\/span>Why Do You Need an Employee Information Form?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>While the details recorded within an employee information form are basic, this is the most important information to have about an employee \u2013 and this information isn\u2019t always easy to find when employers are put in a situation where they will need to use it.<\/p>\n<p>First and foremost, employee information forms always include details of that individual\u2019s emergency contact. In the case that <a href=\"https:\/\/www.zoomshift.com\/blog\/common-issues-new-employees\/\" target=\"_blank\" rel=\"noopener noreferrer\">any issues arise<\/a>, they get sick or are involved in a workplace accident, the employer can feel assured that they know where to go to contact the right people.<\/p>\n<p>Employers may also sometimes need to get in touch with former staff members after they have left the company, which, without the information form, can be near impossible.<\/p>\n<p>Should there be any discrepancy as to the length of someone\u2019s employment, or the duration they worked within a certain salary tier, it is also super useful to have these records. This can be used to assist in any legal matters that may arise.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"what-to-include-in-an-employee-information-form\"><\/span>What to Include in an Employee Information Form<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Employee information forms should \u2013 at a minimum\u2013 include:<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Contact information and address<\/li>\n<li>Government ID or Social Security Number<\/li>\n<li>Date of birth<\/li>\n<li>Marital status<\/li>\n<li>Spouse\u2019s information<\/li>\n<li>Emergency contact information<\/li>\n<li>Job information, including title and salary<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<p>You may also want to include additional information pertaining to your specific industry. For example:<\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li>Driving license information<\/li>\n<li>Information surrounding relevant qualifications<\/li>\n<li>Employment history<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"how-to-collect-employee-information-top-tips\"><\/span>How to Collect Employee Information \u2014 Top Tips<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Make it a part of your onboarding process<\/strong> \u2014 Collecting vital information should be easy, but it often isn\u2019t. With so many other important things to think about, it tends to slip through the cracks. One of the best ways to ensure this doesn\u2019t happen is by making it a central part of your onboarding. Your employee is already filling out lots of forms, so this is the ideal time.<\/li>\n<\/ul>\n<ul>\n<li><strong><strong>Make it as simple as possible for your employees <\/strong><\/strong>\u2014 The more complicated you make something, the less likely it is that people will do what you want. Make the process as simple as possible, otherwise, interest and compliance are going to drop.<\/li>\n<\/ul>\n<ul>\n<li><strong>Make it an ongoing process <\/strong>\u2014 People\u2019s vital information changes. If you\u2019re looking at ten-year-old records, chances are there\u2019s a lot of information that\u2019s no longer accurate. Set automated reminders for people to revisit their employee information and make them sign off on it yearly.<\/li>\n<\/ul>\n<ul>\n<li><strong>Highlight Protections <\/strong>\u2014 People are naturally concerned about giving out their private data. If you don\u2019t tell them what you\u2019re using it for and how you\u2019re going to keep it safe, then they\u2019re going to be reluctant to share their personal information. Make sure to highlight the protocols you have in place.<\/li>\n<\/ul>\n<ul>\n<li><strong>Communicate <\/strong>\u2014 Good communication is key to compliance. Even something as simple as collecting employee information can be a lot harder if you don\u2019t <a href=\"https:\/\/www.zoomshift.com\/blog\/communication-in-the-workplace\/\" target=\"_blank\" rel=\"noopener noreferrer\">get your communication right<\/a>. Be open and clear about your data policies.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"best-practices-of-collecting-employee-information\"><\/span>Best Practices of Collecting Employee Information<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<ul>\n<li><strong>Form Structure &#8211;<\/strong> Employers should never include any information on the form that could be used to discriminate against an employee, such as race, nationality, religion, or disabilities.<\/li>\n<li><strong>Strong Confidential Policy &#8211;<\/strong> In addition, ensure that a strong confidentiality policy is set up around the records \u2014 they should not be accessible by just anyone. Most people are quite conscious of data privacy in the modern world, so it\u2019s a concern you will have to address. It\u2019s not just about the systems you have in place, but it\u2019s also about communicating your policies well.<\/li>\n<li><strong>Safe Filing System &#8211;<\/strong> It\u2019s also important to create a filing system that is routinely backed up to ensure none of the information gets lost. Although you want your employees\u2019 information to be secure, you also need to have quick access to it, so it\u2019s important for you to store it in the right formats.<\/li>\n<li><strong>Forms Regularly Updated &#8211; <\/strong>\u00a0Keeping forms up-to-date can be challenging, so it\u2019s important to establish a system to ensure forms are always updated when an employee\u2019s circumstances change. This is much easier with technology, but it\u2019s still important you make the process convenient for your employees.<\/li>\n<li><strong>Ensure Clear Call to Action &#8211;<\/strong> If you send out long email reminders without a clear call to action and link to the forms, then you\u2019re not going to engage people. Make it obvious what action you want your employees to take, and make it as quick and easy as possible to do so.<\/li>\n<\/ul>\n<p>If you put the right safeguarding processes in place, make it simple to update forms, and communicate effectively, then you\u2019ll end up with more accurate employee information.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"faqs\"><\/span>FAQs<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<h3>1. What employee information is confidential?<\/h3>\n<p>Much of your employee information should be confidential. Personal data (social security number, address, etc.), job application data, employment information (contract details, bonuses, benefits, <a href=\"https:\/\/www.zoomshift.com\/blog\/paid-time-off\/\" target=\"_blank\" rel=\"noopener noreferrer\">paid time off<\/a>), performance data (performance reviews, disciplinary notes), HR information (pay stubs, timesheets, tax forms), and job termination data are all confidential records.<\/p>\n<h3>2. Where can I get an employee information form template?<\/h3>\n<p>Lots of HR websites will offer you a free employee information form template. The template you choose should help you collect all the relevant employee information and make it simple for your employees. It\u2019s also important to add your data policies to the sheets to reassure your employees. The template available from <a href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/\" target=\"_blank\" rel=\"noopener noreferrer\">Zoomshift<\/a> is particularly useful and can guide you through the process.<\/p>\n<h3>3. Where should I store employee information forms?<\/h3>\n<p>You can store employee information forms in lots of different ways. The most important thing is that you store them in a safe way that works for your business. Choose from paper records, manual electronic records, cloud storage, on-premise HR, and more. Having both a physical and electronic copy is advisable as it means there\u2019s less chance of records being lost and gives you more options in the case of an emergency.<\/p>\n<h3>4. How often should you update employee information form policies?<\/h3>\n<p>Ideally, employee information needs to be updated whenever it changes. This is difficult to achieve though, so sending out yearly reminders might be an optimal tactic for your business.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Employee information forms are a must for any business with any number of employees at all, from tiny start-ups to huge conglomerates. They should be filled in by every single new hire as standard on day one of the onboarding process \u2013 you never know when you\u2019re going to need to use the information they [&hellip;]<\/p>\n","protected":false},"author":26,"featured_media":2300,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false},"categories":[5,4],"tags":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.10 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Employee Information Form: Best Practices (with Free Template)<\/title>\n<meta name=\"description\" content=\"Read on to find more about what employee information forms are, why businesses need them, what to include on your form, and best practices.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Employee Information Form: Best Practices (with Free Template)\" \/>\n<meta property=\"og:description\" content=\"Read on to find more about what employee information forms are, why businesses need them, what to include on your form, and best practices.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/\" \/>\n<meta property=\"og:site_name\" content=\"Zoomshift\" \/>\n<meta property=\"article:published_time\" content=\"2026-02-26T21:50:57+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-03-31T15:12:01+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.zoomshift.com\/blog\/wp-content\/uploads\/2020\/11\/Employee-Information-Form.jpeg\" \/>\n\t<meta property=\"og:image:width\" content=\"1138\" \/>\n\t<meta property=\"og:image:height\" content=\"493\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"author\" content=\"JD Spinoza\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"JD Spinoza\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"7 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/\",\"url\":\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/\",\"name\":\"Employee Information Form: Best Practices (with Free Template)\",\"isPartOf\":{\"@id\":\"https:\/\/www.zoomshift.com\/blog\/#website\"},\"datePublished\":\"2026-02-26T21:50:57+00:00\",\"dateModified\":\"2026-03-31T15:12:01+00:00\",\"author\":{\"@id\":\"https:\/\/www.zoomshift.com\/blog\/#\/schema\/person\/e23c4b55eead5e752c5f361c9d670e63\"},\"description\":\"Read on to find more about what employee information forms are, why businesses need them, what to include on your form, and best practices.\",\"breadcrumb\":{\"@id\":\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#breadcrumb\"},\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"ReadAction\",\"target\":[\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/\"]}]},{\"@type\":\"BreadcrumbList\",\"@id\":\"https:\/\/www.zoomshift.com\/blog\/employee-information-form\/#breadcrumb\",\"itemListElement\":[{\"@type\":\"ListItem\",\"position\":1,\"name\":\"Home\",\"item\":\"https:\/\/www.zoomshift.com\/blog\/\"},{\"@type\":\"ListItem\",\"position\":2,\"name\":\"Employee Information Form: Best Practices (with Free Template)\"}]},{\"@type\":\"WebSite\",\"@id\":\"https:\/\/www.zoomshift.com\/blog\/#website\",\"url\":\"https:\/\/www.zoomshift.com\/blog\/\",\"name\":\"Zoomshift\",\"description\":\"SMB Management Blog\",\"potentialAction\":[{\"@type\":\"SearchAction\",\"target\":{\"@type\":\"EntryPoint\",\"urlTemplate\":\"https:\/\/www.zoomshift.com\/blog\/?s={search_term_string}\"},\"query-input\":\"required name=search_term_string\"}],\"inLanguage\":\"en-US\"},{\"@type\":\"Person\",\"@id\":\"https:\/\/www.zoomshift.com\/blog\/#\/schema\/person\/e23c4b55eead5e752c5f361c9d670e63\",\"name\":\"JD Spinoza\",\"image\":{\"@type\":\"ImageObject\",\"inLanguage\":\"en-US\",\"@id\":\"https:\/\/www.zoomshift.com\/blog\/#\/schema\/person\/image\/\",\"url\":\"https:\/\/secure.gravatar.com\/avatar\/5a95e64e4714f0d96cfab797f042000d?s=96&d=mm&r=g\",\"contentUrl\":\"https:\/\/secure.gravatar.com\/avatar\/5a95e64e4714f0d96cfab797f042000d?s=96&d=mm&r=g\",\"caption\":\"JD Spinoza\"},\"description\":\"JD enjoys teaching people how to use ZoomShift to save time spent on scheduling. 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