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New hire onboarding form

new hire onboarding form

Streamline your onboarding process with the new hire onboarding form. Ideal for businesses of all sizes and industries, this form helps you gather essential information about your new employees. Whether you're in retail, tech, or service-oriented businesses, this form ensures a seamless and efficient onboarding experience.

Make your HR and recruiting tasks easier by using this comprehensive list of questions. Customize it to fit your company's needs and watch your onboarding process thrive.

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Questions to include on your new hire onboarding form

1. Personal Information

To ensure accurate record-keeping and to address the new hire appropriately, it is essential to collect their basic personal information.

  • Full Name
  • Email Address
  • Contact Number
  • Home Address

2. Employee Details

Gather information related to the employee's role and classification within the company, which is crucial for assigning tasks and responsibilities.

  • Position Title
  • Department
  • Employment Type (Full-time, Part-time, Temporary, Contract, Internship)
  • Start Date

3. Emergency Contact Information

In case of any emergency, it is essential to have the contact information of someone close to the new hire.

  • Emergency Contact Name
  • Emergency Contact Relationship (Spouse, Parent, Sibling, Friend, etc.)
  • Emergency Contact Phone Number
  • Emergency Contact Email

Validate the employee's identity and legal documentation to ensure proper documentation and compliance with employment laws.

  • Social Security Number
  • Work Eligibility Status (US Citizen, Permanent Resident, Employment Visa)
  • Upload a copy of your photo ID (Driver's License, Passport, etc.)
  • Upload a copy of your Social Security Card or work permit

5. Compensation & Benefits

Clarify the new hire's compensation and benefits package, which is essential for payroll purposes and employee satisfaction.

  • Annual Salary or Hourly Wage
  • Pay Frequency (Weekly, Bi-weekly, Monthly)
  • Health Insurance Plan Selection (Basic, Premium, None)
  • Retirement Plan Enrollment (Yes, No)

The question about Health Insurance Plan Selection is important as it allows the employee to choose the best plan for their needs, and it helps the company allocate resources efficiently.

6. Bank Account Information

Collect information necessary for setting up direct deposit, ensuring timely and accurate salary payments.

  • Bank Name
  • Account Type (Checking, Savings)
  • Account Number
  • Routing Number

7. Onboarding & Training

Understand the new hire's availability for orientation, training sessions, and identify any additional onboarding needs.

  • Available date for Orientation
  • Do you require any special accommodations or assistance during your onboarding?

The question about special accommodations or assistance helps ensure that the onboarding process is inclusive and tailored to the individual needs of each employee.

Other question ideas

When you are creating your new hire onboarding form, here are some additional questions you may want to consider. These won't apply in every case, but should give you some ideas as you build out your form.

  • Preferred Name or Nickname

    • This question can provide insights into how the new hire feels most comfortable being addressed, contributing to a more inclusive and personalized work environment.

  • Previous Industry Experience

    • By asking about their past industry experience, you can gain insights into the new hire's background and expertise, which can be valuable for team collaboration and resource allocation.

  • Professional or Personal Goals for the First Year

    • This question allows you to understand the new hire's ambitions and expectations, helping you align their goals with the company objectives and provide appropriate support.

  • Hobbies or Interests outside of work

    • By learning about the new hire's personal interests, you can create a more inclusive and supportive team atmosphere and foster stronger relationships among team members.

  • Work Environment Preferences (Quiet, Collaborative, Flexible)

    • By gathering information on the new hire's preferred work environment, you can optimize their workspace and increase overall satisfaction and productivity.

  • Additional Skills or Certifications

    • This question can reveal any additional skills or qualifications that the new hire possesses, potentially uncovering hidden talents that could benefit the team or company.

  • Languages Spoken

    • Knowing the languages spoken by the new hire can provide insights into potential communication advantages and help to create a diverse and inclusive workplace.

  • How did you hear about this job? (Job Board, Referral, Social Media, etc.)

    • This information can help the company assess the effectiveness of its recruitment strategies and guide future efforts to attract top talent.

Things to consider

  1. Legality and Compliance - Ensure you comply with local labor laws and regulations when collecting personal information. Avoid asking illegal or inappropriate questions that may lead to discrimination or privacy issues.
  2. Accessibility - Make the form accessible to people with disabilities by using appropriate labels, descriptive text, and adhering to web accessibility guidelines.
  3. User-friendly Interface - Keep the form's layout clean and straightforward, using clear headings for each section. Avoid using jargon or acronyms to make it easy for the person filling out the form.
  4. Conditional Fields - Utilize conditional fields to show or hide questions based on previous answers. This will streamline the form and make it more efficient, especially when dealing with complex questions.
  5. Save and Resume Feature - To make it easier for users to complete the form, implement a save and resume feature that allows them to save their progress and continue from where they left off at a later time.
  6. Form Validation - Use real-time form validation to provide helpful feedback to users, ensuring they input the correct information before submitting the form. This will save time and effort for both the user and the HR team.
  7. Privacy and Security - Protect the personal information you collect by using encryption and secure storage methods. Clearly communicate your company's privacy policy and the data protection measures you have in place.

How to create your new hire onboarding form

Now that you know what questions you should include, it's time to build your form!

The only problem is that traditional forms tools are inefficient.

People will forget to fill out your form. They'll get stuck halfway and not be able to finish it. Or they'll send you the wrong stuff. You end up wasting hours chasing people down over email. 

That's why you should give Content Snare a try. 

Content Snare is packed with advanced features that will have you hours:

  • Automatic reminders - Remind people to complete their form with fully customizable reminders.
  • Reject incorrect information - If a single question is filled out incorrectly, ask your client to re-do just that one item.
  • Autosaving - No progress gets lost. People can fill out forms in multiple sittings.
  • Comments and questions - If the person filling the form gets stuck, they can ask a question without having to email you.

Give it a go by signing up for your free 14-day trial. 

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