Free new employee details form template
A comprehensive form for collecting everything you need from a new hire — personal, tax, super, bank and emergency details. Streamlines onboarding so payroll, compliance and workplace safety are sorted from day one.
New employee details form
PDF format • Ready to print
No signup required. Print or fill in digitally.
This new employee details form is a general HR template and is not legal advice. Customise it to your workplace and the relevant awards and legislation, only collect information you genuinely need, handle it under the Australian Privacy Principles, and confirm your obligations with Fair Work. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
What's in this form
Every section you need for a complete employee record
Personal details
Full legal name, preferred name, date of birth, residential address, phone and email.
Tax and super
Tax file number declaration and superannuation fund choice so payroll can be set up correctly.
Bank account details
BSB, account number and account name for salary and wage payments.
Emergency contacts
Two next-of-kin contacts with names, relationships and phone numbers for workplace safety.
Right to work
Australian citizenship, permanent residency or visa details with expiry dates to verify eligibility.
Qualifications and history
Relevant licences, certifications and recent employment history for the role and reference checks.
Full list of sections in the form
The PDF is laid out as clear, fillable sections so nothing gets missed. Hand it to a new starter to complete by hand, or fill it in digitally before saving it to their record.
Personal information
Full name, date of birth, address, phone, email and preferred name.
Tax file number
TFN and tax residency status for PAYG withholding purposes.
Superannuation details
Super fund name, ABN, member number and choice-of-fund declaration.
Bank account details
BSB, account number and account name for salary payments.
Emergency contacts
Two emergency contacts with names, relationships and phone numbers.
Right to work
Citizenship, permanent residency or visa details with expiry dates.
Qualifications and licences
Relevant qualifications, certifications or licences required for the role.
Declaration
Employee signature confirming all information is true and accurate.
What forms do new employees need to complete?
How the onboarding process works in four steps
1. Send before day one
Issue the form once the employment contract is signed so the new hire can complete it before they start — alongside their Tax File Number declaration and Superannuation Standard Choice form.
2. Collect the essentials
Capture personal, tax, super and bank details, emergency contacts and right-to-work documents. These are needed before the first pay run for correct PAYG withholding and super.
3. Verify and onboard
Confirm work eligibility (use VEVO for visa holders), give the Fair Work Information Statement, and add the new starter to payroll and your roster.
4. Store securely
File completed forms with restricted access and keep employment records for at least 7 years as Fair Work requires.
In Australia, new starters complete a TFN declaration, a Superannuation Standard Choice form and a signed contract alongside this staff-details form. For the complete sequence, read our guide on how to onboard a new employee, and check the records you must keep in our employment law guide.
Who uses this form
Essential for any Australian business hiring staff
Hospitality and retail
Onboard casual and part-time starters quickly during busy hiring periods
Healthcare and aged care
Capture qualifications, licences and compliance details in one place
Trades and small business
Standardise new-hire paperwork without a dedicated HR team
Want to know why a strong start pays off? Read about the cost of poor employee onboarding and work through our employee onboarding checklist for Australia.
Skip the paper forms
Collecting new-hire details on paper means chasing missing fields and re-keying data into payroll. RosterElf's HR software captures personal, tax, super and bank details digitally, stores them securely against each employee, and feeds straight into rostering and pay — so onboarding is sorted before day one.
HR guides
Onboard new starters the right way
How to onboard a new employee
A step-by-step guide to onboarding new hires compliantly, from contract to first day.
Read the guideEmployment law guide
Understand your obligations around records, pay and right-to-work checks in Australia.
Read the guideWhat is employee onboarding?
A plain-English glossary explainer on onboarding and why a strong start matters.
Read moreRelated templates
Use this form alongside these onboarding templates
New employee details form FAQ
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On or before their first day, a new employee in Australia should complete a Tax File Number (TFN) declaration, a Superannuation Standard Choice form (or the employer requests a stapled fund from the ATO), a signed employment contract, and a staff details form capturing contact, emergency and bank details. Employers must also give the new starter a Fair Work Information Statement (and a Casual Employment Information Statement where relevant). This template covers the staff-details part of that process — see our guide on how to onboard a new employee for the full checklist.
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At minimum you need the employee’s full legal name, date of birth, address, tax file number (via their TFN declaration), superannuation fund choice, bank account details for payment, and emergency contacts. You must also verify their right to work in Australia. Additional fields depend on the role and industry, such as licences or qualifications.
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Collect details before the employee’s first pay run so tax and super are set up correctly. Ideally send the form once the contract is signed so it can be completed before day one. Build it into your wider employee onboarding process so payroll and rostering are ready before the new starter arrives.
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Yes. The PDF is fully editable — add your logo, adjust fields to match your processes, and remove sections that do not apply. Save your customised version as a master template for consistent use across the organisation.
Before you download
General information only — not legal advice
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.