FormSign
Create a Form

Employee Onboarding Form

A new hire's first week goes better when HR isn't chasing details by email. This employee onboarding form collects the basics in one place: contact details, role and start date, emergency contact, and a policy acknowledgment with a signature. Open it, change any question to fit your company, and try it yourself before you send it to anyone.

Last reviewed October 9, 2026 by FormSign team.

Edit it, try it, then create an account to save and share.

Build for free. Pay once a workflow goes live at 10 submissions or 2 documents sent for signature.

Questions in this template

Your details

  1. Full legal name (required)
  2. Preferred nameWhat should we call you?
  3. Personal email (required)
  4. Mobile phone (required)
  5. Home address (required)

Your role

  1. Job title (required)
  2. Department (required)Operations · Sales · Customer Support · Finance · Engineering · Other
  3. Manager's name
  4. Start date (required)
  5. Employment type (required)Full-time · Part-time · Seasonal
  6. T-shirt size (for company swag)XS · S · M · L · XL · XXL

Emergency contact

  1. Emergency contact name (required)
  2. Relationship to you (required)
  3. Emergency contact phone (required)

First day

  1. Anything we should know to make your first day easier?Accessibility needs, dietary needs for team lunches, or anything else. Optional.

Acknowledgment

  1. I have received the employee handbook and will read it before my start date. (required)
  2. The information I've provided is accurate. (required)
  3. Signature (required)
  4. Date (required)

What is an employee onboarding form?

An employee onboarding form is the first form a new hire fills in. It gathers the practical information you need before day one: how to reach them, who to call in an emergency, what role and start date you agreed, and confirmation that they've received your policies. It sits next to the official paperwork (such as Form W-4 and Form I-9), not in place of it.

When to use it

  • As soon as an offer is accepted, so details are in before the first day.
  • When you hire several people at once and want the same information from everyone.
  • When you want one record per employee instead of scattered emails and PDFs.
  • When your onboarding ends in a document someone has to sign, such as an offer letter or policy acknowledgment.

What to include

Contact details

Legal name, preferred name, personal email, phone and home address.

Role details

Job title, department, manager, start date and employment type, so payroll and IT work from the same facts.

Emergency contact

A name, relationship and phone number.

First-day needs

An optional, open question about accessibility or other needs.

Acknowledgment and signature

Confirmation that they received your handbook and that the details are accurate.

What to leave out

Don't ask for Social Security numbers or bank details on a general form. Collect those through Form W-4, Form I-9 and your payroll provider.

Why FormSign

In FormSign each completed onboarding form becomes a row on your board, so you can see at a glance who's done and who isn't. If you already have new-hire details in a spreadsheet, you can import it and send each person a personal link with their name, role and start date already filled in and locked, so they only complete what's missing. When you're ready, add your offer letter or agreement as a document: FormSign fills it from the answers and sends it for e-signature.

This template is a starting point, not legal advice. Onboarding requirements vary by state; check what applies to your business.

Questions

Does this replace Form I-9 or Form W-4?

No. Those are official federal forms with their own rules. Use this form for everything else you need from a new hire, and complete the I-9 and W-4 as required.

Should I ask for a Social Security number or bank details here?

We recommend not. Collect them through the official tax forms and your payroll provider, where they're expected and protected.

Can I pre-fill the new hire's name, role and start date?

Yes. Import a spreadsheet of new hires and FormSign creates a personal link for each one, with the details you already have filled in. You can lock those fields so they can't be changed.

Can the new hire sign the form?

Yes. The template includes a signature question for the acknowledgment. If you need a separate signed document, such as an offer letter, add it to the workflow and FormSign sends it for e-signature.

Do I need an account to try it?

No. You can open the template, edit it and test it straight away. You'll create an account when you want to save it and share it.

Where do the answers go?

Every submission becomes a row on your FormSign board, with one column per question.

Related templates

More HR templates

Start with this template

Build for free. Pay once a workflow goes live at 10 submissions or 2 documents sent for signature.