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New starter personal details form

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A New Starter Personal Details Form collects vital information about new employees, enabling efficient communication and record-keeping in organisations.

Reading time
How long to understand and implement this form?
5 mins
Word count
How many words in this form?
279
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What is a New starter personal details form?

The purpose of a New Starter Personal Details Form is to collect essential information about a new employee, including contact details, emergency contacts, bank details, and other relevant personal information. It ensures accurate record-keeping and facilitates effective communication and administration within the organization.

Best practice timescale for this to be issued
When should this form be issued?
On or before day 1 of employment
Issued by who, to whom
Who should issue this form, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this form be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

Here are some UK employment legislations to consider when implementing a New Starter Personal Details Form:

  • The Data Protection Act 2018: Employers must ensure that any personal data collected from new starters is handled in accordance with data protection regulations. The form should include a privacy notice, explaining how the data will be used and stored, and obtain the candidate's consent to process their data.
  • The Equality Act 2010: Employers must ensure that the form does not infringe on any protected characteristics, such as age, race, gender, or disability, and is non-discriminatory in nature.
  • The National Minimum Wage Act 1998: Employers must ensure that they have accurate information regarding the new starter's age, as this will affect the minimum wage that they are entitled to.
  • The Immigration, Asylum and Nationality Act 2006: Employers must ensure that they have accurate information regarding the new starter's right to work in the UK, and may need to request additional documentation to confirm this.
  • The Working Time Regulations 1998: Employers must ensure that they have accurate information regarding the new starter's working hours, and any relevant breaks or rest periods that they are entitled to.
  • The Health and Safety at Work etc. Act 1974: Employers may need to collect information about the new starter's health and safety requirements, such as any medical conditions or disabilities that may require reasonable adjustments to be made.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

New starter personal details

PERSONAL

Full name (with title and forenames):  
Address:  
Home telephone:  
Mobile telephone:  
Date of birth:  
Gender:  
Marital status:  

JOB

Start date:  
Job title:  
Department:  
Line manager:  
Salary:  
Hours and work pattern:  

BANK

Bank name:  
Branch address:  
Account name:  
Account number:  
Sort code:  

TAX

National Insurance number:  
P45 supplied? Yes | No (if no, complete P46)

EMERGENCY CONTACT

Full name:  
Address:  
Home telephone:  
Mobile telephone:  
Relationship:  

 

Signed (employee):  
Date:  

 

HR SERVICES / PAYROLL USE ONLY

Payroll number:  
Details recorded?  
By (name):  
Date:  

Version: [1.0]

Issue date: [date]

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new starter personal details form