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View full libraryA new starter personal details form for collecting the key personal, contact, emergency contact, payroll and other information an employer needs when setting up a new employee's employment records and completing their initial HR and payroll administration.
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If you are introducing new employees, the toolkit brings together practical HR templates covering preparation, orientation, training, documentation and review.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
Please complete this form accurately and return it to [HR / Manager / Payroll] by [date]. The information provided will be used for appropriate employment, HR and payroll administration and will be handled in accordance with the organisation's privacy arrangements.
| Full name: | |
| Preferred name: | |
| Date of birth: | |
| Home address: | |
| Postcode: | |
| Personal telephone number: | |
| Personal email address: |
| Job title: | |
| Department / team: | |
| Manager: | |
| Start date: | |
| Employment type: | Permanent / Fixed-term / Temporary / |
You've seen 40% of how the New starter personal details form template is structured. Get the complete editable template instantly and customise it for your organisation.
This new starter personal details form provides a structured way to collect the information an employer needs when setting up a new employee. It helps HR and payroll obtain key details consistently and provides a clear record that can be checked during the onboarding process.
The form captures the employee's core personal information and contact details, providing HR with the information needed to maintain the employee's employment record and communicate with them appropriately. Employees should be asked to provide accurate and up-to-date information and should notify the employer when relevant details change.
The form provides space for an employee to nominate an emergency contact and provide relevant contact details. This information can be useful if the organisation needs to contact someone in an emergency, although employees should understand how their information will be used and should provide appropriate details.
The form can collect information needed to set up payroll, including bank details and other relevant administrative information. Payroll information should be handled securely and only accessed by people who need it for legitimate employment or payroll purposes.
Using a standard form helps ensure that important information is not overlooked when a new employee joins. The completed form can be used alongside other onboarding documentation, such as right to work checks, tax information, contracts and role-specific records, rather than replacing those separate requirements.
Use these best practice actions, recommended timescales and process stages to understand when and how the New starter personal details form should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
It is normally best completed as part of the pre-employment or onboarding process so that HR and payroll have the information they need before or shortly after the employee starts. The employer should allow sufficient time to check and resolve any missing information.
The form can collect core personal and contact details, emergency contact information and relevant payroll information. The exact information required will depend on the employer's processes, and employers should avoid collecting information that is not needed for a legitimate purpose.
No. A personal details form does not replace the employer's obligation to carry out an appropriate right to work check where required. Right to work evidence should be obtained and checked through the appropriate process.
Completed forms contain personal information and should be stored securely with appropriate access controls. Employers should also have suitable retention arrangements and ensure information is not kept indefinitely without a legitimate reason.
AI can generate a generic new starter form, but HRDocBox provides structured, UK-focused HR documentation designed around practical employment processes. This form helps employers collect the core information needed for onboarding in a consistent format while keeping it alongside, rather than replacing, the employer's other HR and statutory processes.
How this content is developed and reviewed
The New starter personal details form template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing induction and onboarding HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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