Registration templates

Employee Onboarding Form

Gather new-hire personal details, tax withholding preferences, emergency contacts, and equipment needs before their first day.

Use this template on

  • Personal and contact information sections
  • Emergency contact and equipment requests
  • Section breaks for logical flow

Quick answer

Send new hires a Google Form before day one to collect HR essentials in one submission. Use section breaks to group personal info, emergency contacts, and IT requests — responses land in a spreadsheet your onboarding coordinator can action.

Last updated · Reviewed by the Google Forms Templates team.

About this template

Onboarding forms reduce first-week friction by collecting data HR and IT need before the employee arrives. Google Forms is free and familiar for teams already on Google Workspace.

Typical fields

  • Legal name and preferred name
  • Personal email and phone
  • Home address
  • Start date and department
  • Emergency contact name and phone
  • T-shirt or uniform size
  • Equipment needs (laptop, monitor, software)
  • Dietary preferences for welcome lunch
  • Policy acknowledgment (checkbox)

How to use in Google Forms

  1. Create a form titled "New Hire Information — [Company Name]".
  2. Add a Section for personal details with short-answer fields.
  3. Add a second Section for emergency contact information.
  4. Add a third Section for IT and equipment with checkboxes.
  5. Add a Checkbox question for handbook and policy acknowledgment.
  6. Restrict form access to your organization or send via private link after offer acceptance.

Alternatives on forms.app and Jotform

forms.app supports e-signatures for policy acknowledgments on the same form. Jotform offers HR integrations and multi-step approval routing when multiple departments must review each submission.

Best for

  • Small and mid-size HR teams
  • Remote-first onboarding
  • Seasonal hiring waves
  • Contractor and intern intake

Common questions

Send it after the offer is accepted and at least one week before the start date so IT and HR can provision accounts and equipment.

Google Workspace organizations can use Forms within their domain with appropriate access controls. For highly sensitive data, review your compliance requirements or consider Formstack or forms.app with HIPAA options.