New hire forms

Before a new employee comes into work, on their first day, you need to prepare a list of forms and agreements they need to complete and sign, in order to be properly onboarded. While there are some documents explicitly required by law, other forms are just optional.

New hire paperwork checklist

  1. Prepare the employment contract
    You can send it along with the job offer email/letter or immediately after.
  2. Complete the new hire forms
    Ensure that the new employee and you, as the employer, complete the new hire forms required by law. These documents may differ from state to state or from country to country, so verify them, in order not to miss any deadlines. The most common forms that need completion are:
  1. Prepare internal forms
    In addition to the forms mandatory by law, it is recommended that you include:
  1. Prepare employee benefits documents
    If you provide a benefits package, you will need to inform the newly hired about it and usually a signature for acknowledgement is welcome.

Note: Before getting started, keep in mind the following best practices:

  • check the provisions of your local labour law, to make sure you are compliant with these.
  • after collecting all the forms from the new employee, store them in a secure place (in digital or physical form)

What is the significance of every form?




Employee Information Form

Provides essential information on new employees, such as home address and phone or emergency contacts.

W-4 Form

It’s a Federal form that must be completed before the employer issues the first paycheck. Its function is to enable the employer to withhold the correct federal income tax from the employee’s pay.

I-9 Form

Officially named the Employment Eligibility Verification, it’s a Federal form that ensures employment eligibility in the U.S.

Self Identification Form

It’s a form that collects information on gender, race/ethnicity, and veteran status. It is usually necessary for federal contractors.

Direct Deposit form

The form that enables the employer to make payments electronically for employees (salary and other benefits) directly to their bank account.

Background Check Form

It’s the form that enables the employer to run a background check on the new employee - the employee gives authorization for such a process.


Personnel file

In some states, the law compels the employer to keep personnel files for every employee. Besides, this could come in handy if termination on disciplinary grounds takes place or some former employee brings a lawsuit against the employer.

The personnel file is practically the history of every employee. You will find their information about: recommendations from past employers, qualifications, attended courses, raises, promotions, evaluations and possible disciplinary hearings.

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