Employee Information Form
Use a Printable Employee Information Form template to make your document workflow more streamlined.
What an employee information form records
An Employee Information Form collects the personal, contact, payroll, and emergency details an employer needs to create an accurate personnel record. Employees usually provide their legal name, address, phone number, email address, emergency contact, job information, and tax or payment details requested by the employer. The employer—not signNow—determines which fields are required and how the information is used. With signNow, the employer can upload the form, detect fillable fields, send it to the employee, collect an electronic signature, and retain the completed record with its audit trail.
Who uses an employee information form
Human resources
Human resources teams use the Employee Information Form during onboarding to collect an employee’s legal name, address, phone number, emergency contact, start date, department, and other employer-defined personnel details. A signed electronic copy can move to the authorized HR or payroll record system.
Small employers
Small businesses and growing employers use the same form to replace inconsistent email attachments and handwritten sheets. The owner or HR administrator can send one controlled template, review missing answers, and retain the employee’s signed information form with its audit history.
Features that improve employee record intake
signNow connects each Employee Information Form feature to a specific intake task: preparing fields, collecting signatures, reviewing details, and preserving the completed record.
Reusable template
A reusable Employee Information Form template keeps legal name, contact details, emergency contacts, and employment fields consistent across new-hire packets.
Field detection
Auto-detected fields help the sender place text, date, checkbox, and signature fields before delivering the employee information form.
Mobile completion
Employees can complete the form from a desktop or mobile device, reducing handwritten transcription of addresses and contact numbers.
Signer routing
Role-based routing sends the completed employee information form to the employee, HR reviewer, and authorized payroll recipient in sequence.
Audit trail
The completed form remains associated with timestamps, signer actions, and the certificate of completion needed for later record review.
Controlled storage
Encrypted storage and configurable access controls help limit exposure of sensitive employee information after the signed form is completed.
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Recommended form workflow setup
Configure the Employee Information Form around controlled employee access, visible required fields, an audit trail, and the employer’s approved personnel-record policy.
| Setting | Recommendation |
|---|---|
| Authentication method | Email link with SMS OTP |
| Signature type | Typed or drawn electronic signature |
| Audit trail | Capture timestamps and signer actions |
| Document retention | Apply the employer’s personnel policy |
| Encryption | TLS 1.2/1.3 and AES-256 protection |
How to complete the form online
Prepare the Employee Information Form in signNow, route it to the right people, and preserve the completed record after review.
Upload form:
Upload the employer’s Employee Information Form document. Place fields:
Review detected fields and add missing inputs. Set recipients:
Add the employee and authorized reviewers as recipients. Send form:
Send the form for completion and signature. Archive record:
Review the signed form and audit trail.
What the audit trail records
The audit trail documents how the Employee Information Form moved from delivery through signing and completion, giving HR a reviewable record of the transaction.
Authenticate signer:
Capture timestamp:
Record document hash:
Seal document:
Log activity:
Export audit trail:
Security for employee information
Data encryption:
Security reporting:
Information security:
Healthcare protection:
Privacy compliance:
Electronic signatures:
Challenges when collecting employee information
Employees may submit an outdated address or emergency contact, leaving HR with inaccurate personnel information. Required fields can be overlooked when the Employee Information Form lacks clear instructions or field validation. Sensitive personal information may be exposed when completed forms are emailed to unauthorized recipients or stored without access controls. A missing signature or incomplete review can leave the employee information record unsuitable for the employer’s onboarding process.
Key performance indicators that demonstrate SignNow's proven track record.
Employee information form troubleshooting
These answers address plan selection, electronic-signature validity, protected information, access problems, and retention decisions for this employee record.
Business includes templates, audit trails, and mobile apps for sending an Employee Information Form. Business Premium adds bulk send when the same form must reach multiple employees. Select the plan based on volume and routing needs, not on the form’s legal status.
Business is listed at $8 per user per month when billed annually. Business Premium is $15, and Enterprise is $30. Month-to-month pricing is higher. The seven-day free trial requires no credit card, according to signNow’s plan information.
HIPAA applies when the Employee Information Form contains protected health information handled by a covered entity or business associate. signNow lists HIPAA compliance with a BAA required. The employer must still define appropriate fields, access, and retention under its healthcare privacy program.
ESIGN and UETA generally recognize electronic signatures for qualifying U.S. transactions when intent, consent, attribution, and record retention are established. An employer should preserve the signed form and audit trail and address any consumer disclosure requirements under 15 U.S.C. §7001(c).
If an employee cannot access the signing link, verify the recipient address, resend the invitation, and use an authorized signing link when appropriate. SMS OTP can add authentication. Do not forward a completed form to an unapproved recipient because it contains personal information.
signNow can store the signed form and audit trail, but the employer determines the required personnel-record period. Do not substitute a generic period: apply the organization’s policy, applicable state law, and any record-specific federal rule that actually covers the information.
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