Templates
Employee Information Form Template – free for Word, PDF and Excel free & workplace-ready
Free · Version 2026.10
Capture all new-starter details in one place, ready for payroll and the personnel file. The free employee information form template works in Excel, Google Sheets, Word and as a fillable PDF and covers the United Kingdom, Ireland and the United States.
- 100% free
- Workplace-ready
- Excel & Google Sheets
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Frequently asked questions about Employee information form template
Employee details format: Excel, Sheets, PDF, or Word?
Teams often search for a fixed **employee details format**. PDF or Word works for a signed one-off packet when someone else re-keys data into your system.
When should a new hire complete the employee information form?
Have new hires complete it before or on the first working day so payroll can run on time. Send the Excel or Google Sheets file during pre-boarding when the start date is tight, and use your onboarding checklist for non-payroll tasks.
What is an employee information form?
An employee information form is a document that collects master data for HR and payroll: name, contact details, tax identifiers, bank details, and employment terms, usually when someone joins. It is not a timesheet or an employment contract. It supports payroll setup and the employee file. Downloadable templates are often provided as Excel or Google Sheets workbooks.
Is the employee information form template free, and does it work in Excel and Google Sheets?
Yes. You download it free of charge after a short form and get an Excel file (.xlsx, Excel 2016 or Microsoft 365) and a Google Sheets copy, plus a fillable PDF and a Word document. Excel and Sheets contain the same 5 sheets: Instructions, Employee details, Checks, Legal basis, Ordio.
Which countries does the template cover?
The template covers the United Kingdom, Ireland and the United States. The country notes in the file set out the rules for each: United Kingdom: Fields follow UK rules: National Insurance number, Starter checklist, student loan plan, right-to-work check before employment starts. Ireland: record the PPSN instead of the NI number and register the employment with Revenue before the first payday; no Starter checklist. United States: Form I-9 (by day 3 of work) and Form W-4 instead of NI/Starter checklist; SSN; state withholding and new-hire reporting.
What does the template check automatically?
The “Checks” sheet shows ✔ or ⚠ for: Required fields complete; NI number: 2 letters, 6 digits, A–D; Sort code: 6 digits; Account number: 8 digits; Weekly hours between 0 and 48; Permission to work not expired; Fixed term: end date after start date; Privacy notice given; Aged 18+ at start; Required fields filled.