What are new employee forms?

New employee forms are documents that new recruits complete before starting work. They collect personal details such as name, address, date of birth and National Insurance number to support accurate payroll setup and tax compliance. Employees review their start date and other key details to ensure accuracy.

These documents also record information such as tax status and remuneration. Some forms apply only to certain roles or industries, including items such as non-compete or non-disclosure agreements, where required.

Types of new employee forms

There are several different types of new employee forms. The types of documents that new employees need to fill in will differ between organisations. Some employee starter forms apply only to specific roles, such as health assessments for physically demanding occupations, including firefighting.

Each form may have a section dedicated to specific information, such as employee statements, declarations, start dates or student loan details. Employees save copies of these forms for their records.

Paperwork volume varies by organisation, with some requiring extensive documentation and others only a few essential forms. Here are a few of the most common types of new employee forms:

Right to work and documentation

Before the first day of work, employers conduct a Right to Work check. This involves verifying original documents (such as a British passport) or using a Home Office share code for non-UK citizens to ensure legal eligibility for employment and establish a statutory excuse against civil penalties.

The employee’s job application

New employees usually express their interest in a position with an organisation by submitting a job application. It usually includes information such as name, address, contact details, previous work experience and educational qualifications.

Some organisations may request references with the job application. Also, some company policies may require applicants to undertake a health assessment as part of the application process.

Most organisations keep an employee’s application for several years after they are appointed. It becomes part of the staff member’s file along with their other employee starter forms.

Job offer letter

Once you select a finalist, extend a verbal offer before sending a formal job offer letter. This written job offer letter usually includes important information about the employee’s employment terms. It may include their start date, pay rate and any additional benefits offered to them.

If the employee is satisfied with the terms provided in the job offer letter, they sign it before returning it to the employer, where it will be filed in the employee’s file.

General employee information

Gathering general information is an important part of setting up accurate records, starting with the employee starter form. The employer needs to collect specific types of information about the new staff member, including:

• Date of birth
• Full address
• Emergency contact information
• Special medical needs
• P45
• Whether the recruit receives taxable benefits, such as incapacity benefit or jobseeker’s allowance

UK GDPR privacy notice

Employers in the UK provide a privacy notice alongside these forms, explaining how the company processes and protects the staff member’s personal data.

Tax documents

An employee submits their P45 to their new employer since it contains additional information to verify their tax details. Employees need to also note the date they received their tax documentation, as this can be important for record-keeping and tax or company compliance.

If a recruit does not have a P45, they will provide the employer with the starter checklist information to help the employer determine their correct tax code.

It is important to ensure that each section of the starter checklist is thoroughly filled in to guarantee accurate payroll processing. The employer uses this information to register the employee with the HM Revenue and Customs (HMRC) by including these details on the Full Payment Submission (FPS) when the employer pays the employee for the first time.

Student loan documentation

The new staff member also needs to provide information to the employer on the status of any student loans they have. People also declare if they have a postgraduate loan or Plan 5 loan, as this will affect payroll deductions. The employer may need to set up automatic deductions from their salary if there are outstanding student loan balances.

Employment contract

An employment contract is a signed agreement between the new staff member and the employer. It clarifies the expectations and requirements for the new job.

The contract outlines employment conditions, the rights and responsibilities of both the employer and the new staff member and details of their roles and responsibilities. For temporary appointments, the contract must specify the terms and duration of the fixed-term role.

Non-disclosure agreement

A non-disclosure agreement is also known as an NDA or confidentiality agreement. New employees often have access to the organisation’s employee contract, business plans, clients’ information and other proprietary information.

All staff are required to sign confidentiality agreements to protect sensitive company information. If the staff member were to leave the organisation and share this proprietary information, it could harm the organisation. An NDA requires people to agree to maintain the confidentiality of all confidential material, even when they leave the organisation to work elsewhere.

Non-compete agreement

Employers may use non-compete agreements to prevent staff from moving to direct competitors and creating a conflict of interest. A non-compete agreement may limit an employee’s ability to work with a competing organisation for a set period and within a defined geographic area, subject to statutory limits and reasonableness tests.

Payroll payment details form

Although some employers may pay in cash, most deposit salaries directly into bank accounts. New hires submit a payroll details form so the employer can set up direct deposits in their payroll software.

The bank details form also gives the employer permission to store the person’s bank account information in their records.

Completing the right new employee forms helps organisations set up accurate records, meet legal obligations according to the HMRC New Starter Checklist and support a smooth start for every new recruit. By keeping these documents up to date and well organised, employers can maintain compliance and ensure an efficient onboarding process. Once all forms are filled in, the business can send the new employee announcement to the relevant teams.