Can the form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act and UETA when intent, consent, attribution, and record retention are met (15 U.S.C. §7001). Ensure any consumer disclosure requirements are provided for consumer-facing records.

Is notarization required for the form?

Typically no. Standard new hire information forms do not require notarization; only specific documents (e.g., certain affidavits) need notarization. Check state or employer policy when unusual attestations are included.

What if an employee provides the wrong SSN?

Incorrect SSNs can cause IRS matching failures and trigger backup withholding or penalties. Prompt correction is required; collect documentation and update payroll and tax filings as needed.

How should I store completed forms securely?

Store signed forms in an access-controlled HR system or encrypted repository with audit logs. For HIPAA-protected data, follow HIPAA safeguards and execute a BAA if using a third-party service.

How long must I keep new hire records?

Retention varies by record: I-9s retained per 8 CFR §274a.2; payroll and tax records per IRC §6501(a); HIPAA-covered information per 45 CFR §164.530(j). Maintain an organization-wide retention schedule.

Can I verify identity remotely?

Yes, using Remote Online Notarization (RON) where permitted or other validated identity-proofing methods; follow state RON requirements and retain audio-video recordings if required.

Electronic Signature
Templates
HR
Employee New Hire Information Form

Employee New Hire Information Form

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE NEW HIRE INFORMATION FORM

Personal Information

Full Legal Name Home Address

Phone: Email:

Date of Birth: Social Security Number:

Position Information

Job Title Department

Reporting Manager: Anticipated Start Date:

Compensation (base)

Employment Status: Full-Time Part-Time Exempt Non-Exempt

Emergency Contact

Primary Emergency Contact Name

Relationship: Phone:

Employment History (Most Recent First)

Employer 1 — Company Name Employer 1 — Job Title

Start Date: End Date:

Employer 1 — Primary Responsibilities Reason for Leaving

Employer 2 — Company Name Employer 2 — Job Title

Start Date: End Date:

Employer 2 — Primary Responsibilities Reason for Leaving

Education

Highest Degree or Diploma Institution

Graduation Date: Major/Area of Study:

Professional References

Reference 1 — Name

Phone: Email: Relationship:

Reference 2 — Name

Phone: Email: Relationship:

Reference 3 — Name

Phone: Email: Relationship:

Legal Disclosures and Authorizations

At-Will Employment: I understand that, if hired, my employment is at-will, meaning either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless there is a written agreement signed by an authorized representative of the employer that expressly provides otherwise.

Equal Opportunity: The employer is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by applicable law.

Authorization to Verify: I authorize the employer and its agents to investigate all statements contained in this form and any accompanying documents, and to contact prior employers, educational institutions, references, and other third parties for the purpose of verifying information I have provided. I further authorize those parties to release relevant information to the employer. I understand that any misrepresentation, omission, or falsification may result in revocation of an offer, disciplinary action, or termination.

Background and Credit Checks: Where job-related and permitted by law, I consent to the employer obtaining consumer reports, background checks, and/or credit reports as necessary for the employer’s evaluation of my suitability for employment. I understand that additional written authorization may be required where mandated by law.

Documentation of Eligibility: I agree to provide, upon request, documents sufficient to establish my identity and authorization to work as required by law prior to or on my first day of employment.

Applicant Certification

I certify that all information provided on this form is true, complete, and correct to the best of my knowledge. I understand that providing false or misleading information may result in refusal to hire, or if hired, disciplinary action up to and including termination. I acknowledge that I have read and understand the statements contained in this document and agree to the authorizations above.

Additional Notes or Accommodations

By signing below, I acknowledge and accept the statements, authorizations, and certifications contained in this document.

Employee Printed Name:

Signature:

Date:

What the Employee New Hire Information Form Is and when it’s used

The Employee New Hire Information Form collects a new employee’s essential personal, tax, and employment-related data so employers can complete payroll setup, benefits enrollment, tax withholding, and mandatory federal or state reporting. Typical elements include full legal name, Social Security number or taxpayer identification, home address, emergency contact, direct deposit instructions, withholding selections (W-4), and employment eligibility documentation (I-9). The form centralizes data required by payroll, HR, benefits administrators, and state new-hire reporting programs to reduce duplicated requests and speed first-pay processing.

Why a complete New Hire Information Form matters to payroll and compliance

A properly completed form prevents payroll delays, avoids backup withholding triggered by missing TINs, and supports timely tax and employment-eligibility checks. It also creates an auditable record for I-9 retention, state new-hire reporting, and benefits eligibility verification.

Who completes and who receives the new hire form

The form is completed by the new employee and reviewed by HR or payroll staff prior to first pay.

New hires — provide accurate personal, tax, and bank details for payroll setup and benefits enrollment.
HR or payroll administrators — verify identity, collect I-9 supporting documents, and enter data into HRIS or payroll systems.
Hiring manager or safety officer — may receive emergency contact and accommodation information for operational use.

Accurate completion reduces rework, lowers error rates in tax reporting, and supports required retention obligations for payroll and employment records.

Essential sections to include in a professional New Hire Information Form

A complete form is organized into clear sections so employees can provide required data quickly and HR can verify compliance without follow-up.

Employee ID

Assign a unique employee identifier used across payroll, benefits, and HR systems to prevent duplicate records and ensure accurate tax reporting.

Personal Details

Collect full legal name, preferred name, date of birth, and Social Security number or TIN for payroll and I-9 linkage.

Contact Information

Include street address, city, state, ZIP, phone, and email for tax forms and emergency communications.

Tax Withholding

Record federal and state withholding elections (W-4 and any state equivalents) and note filing exemptions or additional withholding amounts.

Payment Setup

Provide direct deposit bank details with routing and account numbers; offer alternative pay options where required.

Employment Eligibility

Document I-9 completion status and list acceptable supporting documents, including where in-person document inspection occurred.

Step-by-step: complete and process the New Hire Information Form

Follow this sequence to collect, verify, and record new hire information efficiently while meeting legal requirements.

01

Provide form: Send form before first day to allow time for completion.
02

Employee completes: Employee fills fields and signs electronically or on paper.
03

Verify identity: HR inspects I-9 documents or verifies remote process.
04

Record and store: Enter data into HRIS and retain per retention rules.

How to configure a digital workflow for new hires

Set up the electronic flow to automate assignment, reminders, verification, and secure storage.

Field	Configuration
Form delivery	Auto-send via onboarding workflow with reminder cadence
Identity checks	Require in-person or RON verification step for I-9
Signature authentication	Use email link with SMS code or stronger 2FA
Storage	Save signed PDF and audit trail in HRIS or secure repository

Technical options for eSignature and secure submission

Choose a platform that supports secure upload, signer authentication, audit trails, and required integrations with payroll or HR systems.

File formats: Accept PDF and DOCX for form fidelity and archival.
Integrations: Connectors for HRIS, payroll, and cloud storage ease data flow.
Authentication: Support email, SMS, KBA, or stronger MFA per risk level.

Ensure the chosen platform meets compliance needs (ESIGN/UETA, HIPAA if health data present) and provides exportable audit trails for retention and audits.

Where the completed form goes and who acts next

A clear routing path reduces turnaround time and ensures each team performs required checks.

HR review: HR confirms identity and I-9 supporting documents.
Payroll entry: Payroll ingests withholding and bank details for first pay.
Benefits enrollment: Benefits team uses form to initiate coverage.
Secure archive: Signed form stored with access controls and audit trail.

Key timing and deadlines to observe

Adhere to federal and internal deadlines to avoid penalties and ensure timely pay and reporting.

I-9 completion window:

Employee completes section 1 by first day; employer completes section 2 within 3 business days (8 CFR §274a.2).

New-hire reporting:

Report new hires to state registry per state rule, typically within 20 days of hire.

W-4 effective:

W-4 withholding takes effect per payroll cycle following receipt.

Payroll cutoff:

Submit changes before payroll cutoff to avoid delayed pay.

Record retention start:

Retention periods begin on date of hire or document creation.

Common mistakes to avoid when preparing new hire forms

Entering an incorrect Social Security number leads to IRS mismatches and potential backup withholding at a 24% rate.
Failing to verify I-9 documents within the required window can create compliance exposure and inspection risk.
Missing or ambiguous direct deposit data delays payroll and increases manual intervention by payroll teams.
Collecting sensitive medical information on a general new hire form risks HIPAA exposure unless handled with proper authorizations.

Consequences of incomplete or incorrect new hire forms

I-9 violations: Fines per violation range; employer may face penalties for improper retention or missing verification (8 CFR §274a.2).

Tax reporting errors: Incorrect TINs can trigger IRC §6721 penalties for information returns.

Backup withholding: 24% withholding if TIN is missing or incorrect.

Delay of pay: Payroll processing errors can defer employee paychecks.

Privacy breaches: State privacy statutes can impose fines for mishandled personal data.

Operational costs: Manual corrections increase HR and payroll labor hours.

Required data elements and how they should be handled

Name: Full legal name for tax matching

SSN / TIN: 9-digit number, encrypted in storage

Address: Physical address, not just PO box

Bank details: Mask account numbers in reports

I-9 status: Record inspection method and documents

Emergency contact: Minimal required contact information

eSignature vendor comparison for New Hire Information Forms

Choose a platform that supports required compliance features, audit trails, and integrations; signNow appears first in this cost and capability comparison.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Frequently asked questions about the New Hire Information Form

Answers to common questions about completion, signatures, and retention for new hire paperwork.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act and UETA when intent, consent, attribution, and record retention are met (15 U.S.C. §7001). Ensure any consumer disclosure requirements are provided for consumer-facing records.
Is notarization required for the form?
Typically no. Standard new hire information forms do not require notarization; only specific documents (e.g., certain affidavits) need notarization. Check state or employer policy when unusual attestations are included.
What if an employee provides the wrong SSN?
Incorrect SSNs can cause IRS matching failures and trigger backup withholding or penalties. Prompt correction is required; collect documentation and update payroll and tax filings as needed.
How should I store completed forms securely?
Store signed forms in an access-controlled HR system or encrypted repository with audit logs. For HIPAA-protected data, follow HIPAA safeguards and execute a BAA if using a third-party service.
How long must I keep new hire records?
Retention varies by record: I-9s retained per 8 CFR §274a.2; payroll and tax records per IRC §6501(a); HIPAA-covered information per 45 CFR §164.530(j). Maintain an organization-wide retention schedule.
Can I verify identity remotely?
Yes, using Remote Online Notarization (RON) where permitted or other validated identity-proofing methods; follow state RON requirements and retain audio-video recordings if required.

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