New employee details form template
A comprehensive form for collecting all essential information from new hires. Simplifies onboarding and ensures you have everything needed for payroll, compliance and workplace safety.
New employee details form
PDF format • Ready to download
By downloading, you agree to our template disclaimer
Why you need a new employee details form
A comprehensive new employee details form ensures you collect all the information you need from day one. This simplifies payroll setup, meets legal compliance requirements and reduces back-and-forth with new hires.
The form collects essential information including tax file numbers, superannuation details, bank accounts and emergency contacts. Having this documented properly protects both you and your new employee.
Verifying right to work and maintaining proper employment records is a legal requirement. This form helps you support your compliance efforts with migration law, fair work legislation and privacy requirements.
Key features of this form
Designed to capture everything you need for onboarding
Personal details
Comprehensive collection of employee contact and identification information.
Tax and super
Tax file number declaration and superannuation fund details for payroll setup.
Emergency contacts
Next of kin and emergency contact information for workplace safety.
Bank details
Account information for salary payments and superannuation contributions.
Right to work
Citizenship status and visa details to verify work eligibility.
Employment history
Previous employment details for reference checks and onboarding context.
What's included in this form
Comprehensive sections for complete employee records
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 verification
Australian citizenship, permanent residency or visa details with expiry dates.
Previous employment
Recent employment history including employer names, positions and dates.
Qualifications and licences
Relevant qualifications, certifications or licences required for the role.
Medical information
Pre-existing conditions or disabilities that may require workplace adjustments.
Declaration
Employee signature confirming all information is true and accurate.
How to use this form
Best practices for collecting new employee information
When to complete the form
Provide this form to new employees before or on their first day. Ideally, send it after the employment contract is signed so they can complete it before starting. This ensures payroll is set up correctly for their first pay.
Some information (like TFN and superannuation details) is required before the first pay run. Emergency contacts and right to work verification should also be completed on day one.
Privacy and data security
This form collects sensitive personal information including tax file numbers and bank details. Store completed forms securely and limit access to HR and payroll staff only.
Include a privacy notice explaining how you will use and store the information. Only collect information that is genuinely needed for employment purposes. Under Australian privacy law, you must handle this data responsibly.
Right to work verification
You must verify that all employees have the legal right to work in Australia. This means checking Australian citizenship, permanent residency or valid visa details. Keep copies of relevant documents and check visa expiry dates. Use VEVO (Visa Entitlement Verification Online) to confirm visa conditions.
Looking to automate this process? RosterElf's employee onboarding software collects all new hire information digitally with automated workflows. Our HR software eliminates manual data entry and paper forms.
Who should use this form?
Essential for any business hiring employees
Legal disclaimer
This template is designed to reflect Australian employment law, privacy legislation and payroll requirements at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business needs and support compliance with privacy laws, fair work legislation and other relevant regulations. Seek legal advice if you are unsure about your obligations.
Regulatory sources
This template is aligned with Australian employment requirements.
Ready to simplify your onboarding?
Download our New Employee Details form template and collect all essential information from day one.
Looking for more HR templates? Browse all forms
New employee details form FAQ
- At minimum you need: full legal name, date of birth, address, tax file number (or TFN declaration), superannuation fund choice, bank account details for payment, and emergency contacts. Additional requirements depend on the role and industry.
- Collect details before the employee's first pay run to ensure correct tax withholding and super payments. Ideally, send the form during the onboarding process so payroll can be set up before day one. Allow time for super choice forms to be processed.
- Store employee records securely with restricted access. Digital systems should have appropriate permissions. Paper forms should be locked. Using digital HR records software helps ensure compliance with Australian Privacy Principles.
- Yes. This template is fully editable. Add your company 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 your organisation.
- Most employment records should be kept for at least 7 years as required by Fair Work regulations. Some records, like workers compensation claims or superannuation documents, may need to be kept longer. Store forms securely and consider digitising paper records.
Related templates
Use this form alongside these related templates
Policy acknowledgement form
Confirm new employees have received and understood workplace policies.
View templateLeave application form
Provide new employees with the form for requesting leave.
View templateIncident report form
Educate new employees on how to report workplace incidents.
View templateDisclaimer
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.