So you’ve made a new hire — congrats! 🎉 You found the one. But next comes the slightly less romantic part: paperwork.
That doesn’t mean it has to be a hassle! With the right forms in place, you can improve your employee onboarding, guide compliance, and make a great first impression.
In this blog post, I’ll walk you through the most important forms your new employee needs to fill out, and how you can create them quickly and easily using WPForms.
1. Offer Letter
This form is your official job offer — it outlines everything from the job title to the salary and sets the tone for a professional and smooth onboarding process.
It also protects both you and the employee by getting the important details in writing and securely documented.
What to include on your Offer Letter form:
- Employee name and position
- Start date and work location
- Salary or hourly pay details
- Work schedule (e.g., full-time, part-time)
- Employment status (e.g., exempt/non-exempt)
- Signature field for acceptance
WPForms Tip: Add conditional logic if you want to show specific terms based on role or department.
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2. Employee Onboarding
This all-in-one form collects essential personal and job-related info so you can get your new hire set up fast. It keeps HR organized and makes sure nothing falls through the cracks.
What to consider on your Employee Onboarding forms:
- Full legal name and contact info
- Emergency contact info
- Preferred name and pronouns
- Department, role, and manager info
- Acknowledgement of policies
WPForms Tip: Use a multi-page form to keep things clean and user-friendly. And enable Save and Resume Later if your form has a lot of fields.
The next handful of forms listed here may very well be part of your employee “onboarding” process, or the information may be included somewhere on your onboarding form. But for further specifics and ideas, let’s break it down some more.
3. Emergency Contact
Safety first!
The emergency contact form collects the names and numbers of the people you should call if something unexpected happens. It’s a quick but important part of employee onboarding that shows you care.
What to ask for on your Emergency Contact form:
- Contact name and relationship
- Phone numbers (home, mobile, work)
- Email (optional)
- Alternate contact (if applicable)
WPForms Tip: Use the Repeater field if you want to collect multiple emergency contacts cleanly.
4. Handbook Acknowledgement
Rulez is rulez!
Use this form to confirm that your employee has received and read your company handbook. It’s your paper trail that says “We told you the rules” — and it’s important for peace of mind.
What to put on your Handbook Acknowledgment form:
- Confirmation checkbox
- Date of receipt
- Signature field
WPForms Tip: Include an optional comment box (paragraph field) if employees have questions.
5. Code of Conduct or Policy Acknowledgements
Sometimes, certain company policies need their own moment of acknowledgement.
These types of forms let you highlight specific rules — like internet usage, safety policies, or social media guidelines — and get written acknowledgment. It’s especially useful for policies that change more frequently than the full handbook.
What to include on your Code of Conduct form:
- Brief description of the policy
- Link for full policy
- Agreement checkbox
- Signature field
Also Read: How to password-protect forms or restrict access based on user roles.
6. Equipment and Asset Acknowledgement
If you’re handing out laptops, uniforms, or software licenses, this form keeps a clear record of what was issued. Employees sign off to say they’ve received their gear and agree to take care of it.
Super handy for offboarding, too.
What to gather on your Equipment Acknowledgment form:
- Description of item(s) issued (e.g., laptop, phone, keycard)
- Serial numbers
- Condition at time of issue
- Signature to confirm receipt and agreement
WPForms Tip: Use dropdowns or checkbox lists to standardize equipment options.
7. Non-Disclosure Agreement (NDA)
An NDA helps protect your business’s private info by making sure your new hire agrees not to share sensitive data. It’s standard for many roles and industries, especially if your team works with trade secrets or client information.
So, a digital form makes it simple to collect this agreement and store it securely.
What to include on your NDA form:
- Summary of what’s considered confidential
- Duration of agreement
- Consequences of breach
- Employee signature and date
Need an Example? Check out the NDA Form Template
8. Non-Compete or Non-Solicitation Agreements
These agreements outline restrictions on working for competitors or poaching clients after leaving your company (where legal). While not every business needs one, they’re important for protecting relationships and intellectual property.
What to consider on your Non-Compete form:
- Duration and scope of restrictions
- Geographic area (if applicable)
- Signature and acknowledgment
Note: This might be a rare type of form compared to most of these that you’ll use for your business. But in the case that you do need it — I just want you to know how to get it on your site!
9. Training Completion Forms
Once your employee finishes any required training, a training completion form helps document it. Whether it’s safety, compliance, or internal tools, you’ll want proof it was completed.
What to put on your Training Completion forms:
- Training title and date
- Trainer name or method (in-person, video, etc.)
- Quiz results or feedback (optional)
- Confirmation checkbox or signature
WPForms Tip: Add a comment box or rating scale for quick feedback.
10. Feedback Surveys
Feedback from new hires helps you improve your onboarding process. A feedback form lets you gather thoughts while the experience is still fresh, so you know what’s working and what needs tweaking.
But consider keeping it short and sweet with checkboxes and rating fields.
What else to put on your Feedback Surveys:
- Overall onboarding rating
- Most helpful/least helpful parts
- Open-ended suggestions
- Net Promoter Score (NPS) field
WPForms Tip: Use a Likert Scale or Star Rating field to make surveys quick and engaging.
You don’t need to juggle PDFs or chase down signatures by hand. With WPForms, you can build a fully digital onboarding flow in minutes. And make a great impression on your new hires from day one!
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FAQ
Can I collect digital signatures on my employee forms?
Yes! WPForms includes a Signature field so employees can sign directly on the form.
What if my form is long or complicated?
Use the multi-page feature to break it into smaller sections, and enable Save and Resume to let employees finish later.
Can I use WPForms for internal HR forms only?
Absolutely. You can password-protect forms or restrict access based on user roles.
Next, Harness Your Job Application Process
While you’re at it — creating forms your new employee needs to fill out — you might as well back it up even more. Why not take control of the entire process, starting with the job application? No need to outsource this to some convoluted platform.
Take a look at our full tutorial, How to Create a Job Application Form in WordPress, to learn how to offer job applications straight from your site.
Ready to build your form? Get started today with the easiest WordPress form builder plugin. WPForms Pro includes lots of free templates and offers a 14-day money-back guarantee.
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