What are new employee forms?
New employee forms are documents that new hires complete during the onboarding process. These forms typically collect key details, such as tax information, direct deposit preferences and emergency contacts. Depending on the role or industry, you may also include documents like non-disclosure agreements or health and safety forms.
Using these forms can help your team stay organized and support compliance with employment regulations. They may also introduce new hires to company policies and day-to-day procedures, which could make the transition into their role smoother and more efficient.
Types of new employee forms
The format and content of new employee forms may vary based on the role and your organization’s needs. Some forms are only necessary in specific situations, so it may be helpful to consult a legal or HR professional to ensure you’re meeting relevant requirements. While not every business uses the same set of forms, many employers opt to include several types during the onboarding process.
Below are some of the most common new employee forms you might consider including:
Employment application
An employment application form is a document you may give to candidates before making a hiring decision. It typically requests details such as name, contact information, work history, education and references. You can use this form to verify a candidate’s background and assess their fit. If you decide to hire them, you can keep the form on file as part of their employee record.
Offer letter
An offer letter is a formal document that you can send to a candidate after extending a job offer. While some employers begin with a verbal offer, a written letter can help confirm key details, such as salary, start date, benefits and employment terms. You can include this document as part of your onboarding process. Once the candidate reviews and signs the offer letter, it can serve as confirmation of their acceptance.
Copy of background check
Some organizations may require new hires to complete background checks before starting work. After a candidate finishes the check, they can provide documentation confirming the results. You can keep a copy of this in the employee’s file. Background check reports do not always reveal every detail, but they can indicate whether a candidate clears the screening without issues.
In some cases, you may need additional information to conduct a thorough check.
Employee contract
An employee contract, or contract of employment, is a signed agreement between you and the new hire. It generally outlines job expectations and any specific requirements for the role. Using a contract can help establish a clear understanding between both parties. You may include this document as part of a personalized onboarding process to provide new employees with a tailored introduction to their role.
Employee contracts can also cover temporary or fixed-term work arrangements when applicable.
Social Insurance Number (SIN)
Most Canadian employers request and record employees’ social insurance numbers (SIN) within the first three days of employment. Temporary residents and non-Canadian workers typically have SINs that start with the number 9 and must hold valid work permits or authorizations. SINs can help employees access government benefits and programs.
If an employee does not provide their SIN, you may need to report the issue to Service Canada within six days. You must also report SINs to the Canada Revenue Agency to help maintain compliance. Accurate SIN records can prevent problems with Canada Pension Plan benefits and registered retirement savings plans.
Non-disclosure agreement
A non-disclosure agreement, or confidentiality agreement, can protect your organization’s private information. Employees may access sensitive data, including client lists, employee contacts and business strategies. Having an NDA in place can help reduce the risk of that information being shared with competitors if an employee were to leave the company.
Direct deposit form
Many employees prefer receiving their pay through direct deposit. A direct deposit form lets employees request payment via bank transfer and provides their bank account details. Your company can use this information to process payroll more efficiently. Using direct deposit can reduce payroll errors, expedite payments and save time compared to issuing paper checks.
It also provides employees with faster access to their wages, which can enhance satisfaction and reduce administrative workload for your HR team.
Non-compete agreement
A non-compete agreement works in conjunction with an NDA to protect your organization. It aims to limit employees from joining direct competitors after leaving. Because former employees have inside knowledge, working for a rival could create conflicts of interest. A non-compete agreement can restrict employment with competitors within a specified region and timeframe, helping to safeguard your business interests.
Form TD1
Form TD1, or Personal Tax Credits Return, is a federal form used to help calculate payroll tax deductions. Employees also need to complete a provincial or territorial TD1 based on their residence. These forms determine the amount of tax withheld from paychecks, taking into account factors such as taxable benefits, employment insurance and Canada Pension Plan contributions.
Accurately completed TD1 forms can help avoid payroll errors and tax issues for your business and employees. They also determine tax obligations and eligibility for exemptions. Including TD1 forms in onboarding helps meet Canada Revenue Agency requirements. You’ll use this information to report payroll and deductions correctly on T4 slips.
Benefits enrollment and management
Setting up your new hire’s benefits package promptly can make a significant difference in their experience. Providing clear benefits forms and detailed plan summaries helps new employees understand their options and how to access coverage from day one. Many employers utilize online portals to streamline the enrollment process, allowing employees to complete forms electronically and easily manage their benefits.
It can be helpful for new employees to know who they can reach out to with benefits questions, whether that is someone in HR or a benefits broker. To stay compliant, keep all health and benefits forms for at least three years after employees leave. Utilizing electronic forms and automation can reduce paperwork and simplify the management of benefits for your team and employees.
Company policy acknowledgment
Sharing company policies early can help establish clear expectations during the onboarding process. Providing each new hire with an employee handbook helps share key company policies, procedures and expectations. After reviewing the handbook, employees may sign a policy acknowledgment form to confirm they have received and understood the guidelines. Keeping this form on file for at least three years after an employee leaves supports compliance.
Many employers use electronic forms and digital signatures to simplify this step, making it easier for new hires to access policies and confirm their understanding from the start.
First day and onboarding checklist
Having a clear first day and onboarding checklist can help new employees feel more comfortable settling in. Employers may create a detailed list covering essential steps and forms, such as direct deposit, benefits enrollment and other required paperwork. Utilizing electronic forms and automation can simplify the process, reduce administrative workload and enhance the onboarding experience.
A well-organized checklist can help new employees feel supported and set the tone for success.
Best practices for new employee forms
To keep onboarding efficient, consider using electronic forms and automation to simplify paperwork for new hires. Providing clear instructions can help ensure employees complete and submit forms accurately and on time. Retain all completed forms for at least three years after an employee leaves, following regulatory guidelines.
Regularly reviewing and updating forms can help you stay aligned with changing laws and company policies. Digital tools can automate document distribution and tracking, letting managers monitor progress and avoid delays.
Completing new employee forms is a foundational step that can build a strong working relationship. Thoughtful preparation and clear communication throughout onboarding can help new hires feel confident and ready to contribute. By staying organized and attentive to compliance, you can support long-term success for employees and your organization.
