person filling out employee information form

3 Things to Include on an Employee Information Form

It’s essential to collect and store important employee information as soon as they start working. If you want to save time, ensure consistency, and keep important information within reach, create a standardized employee information form. Employee information forms can help you know how to contact each team member and identify who to reach out to in an emergency.

Give the information form to all new hires during onboarding and encourage your employees to update the information anytime something changes. What information should you ask for?

1. Contact information

Ask your employees to provide the following basic information so you can communicate with them when necessary:

  • full name
  • home address
  • mailing address
  • mobile and home phone numbers
  • personal email address
  • preferred method of communication
  • emergency contact information

An emergency contact can be very important in case of unforeseen events involving your employee. It’s precautionary, but it’s always best to be prepared. Read also: 10 Tips for Creating a Disaster Preparedness Plan for Your Small Business

2. Necessary health information

You may need an employee’s health information for health insurance or wellness plans. You might also need to know whether your employee has any allergies or any health-related requirements to ensure they’re safe while doing their job. Be careful, however, that you don’t ask for any information you don’t need.

Keep any medical information in a separate, secure file to make sure you’re complying with Health Insurance Portability and Accountability Act (HIPAA) laws. Consider asking for this information on the second page of your employee information form to ensure it’s filed separately.

3. Optional information

You might consider asking your employee about their interests and hobbies outside of the workplace. You might even ask them about important dates – like their birthday or wedding anniversary. If you do ask for any of this information, make sure your worker knows it’s entirely optional.

You can use their interests and hobbies to identify projects your staff member would enjoy and to help build friendships among your team. If you remember to celebrate significant dates in your staff’s lives (by wishing them a “Happy Anniversary” or sending their child a birthday card) they’ll know they’re a valued and important member of the company. Learn other ways to show your team you appreciate them.