What Should Be in a New Employee Starter Form? A Complete HR Checklist

Updated 04.08.26

Bringing a new employee on board is always exciting, but it can also be a paperwork minefield. From payroll details to emergency contacts, every piece of information matters. A well-structured new employee starter form ensures your HR team gathers all essential data efficiently and stays compliant with UK employment laws.

Here’s everything you need to include in your new employee starter form, plus a handy checklist to make sure nothing slips through the cracks.

Why a New Employee Starter Form Matters

Before your new hire begins, your HR team needs accurate details to:

• Set up payroll and tax correctly (avoiding HMRC issues).
• Comply with right-to-work and data protection regulations.
• Ensure employee records are complete from day one.
• Create a smooth and professional onboarding experience.

A complete starter form saves you time, reduces administrative errors, and builds confidence in your HR processes.

Essential Sections to Include

1. Personal Details

Capture all the basics:

• Full name (as per legal ID)
• Address and contact number
• Date of birth
• National Insurance number
• Emergency contact information

This section forms the foundation of your employee record and ensures clear communication channels.

2. Employment Details

Clarify the essentials of the role and contract:

• Job title and department
• Line manager or supervisor
• Start date and working hours
• Contract type (permanent, fixed-term, or temporary)
• Probation period (if applicable)

Having this recorded ensures both HR and the employee are on the same page.

3. Payroll & Tax Information

For smooth payroll setup, include:

• Bank account details
• HMRC Starter Checklist (formerly the P46 form)
• Student loan status
• Pension scheme information (including opt-in/opt-out preferences)

This data ensures correct tax codes and contributions from the start.

Recent Changes Worth Knowing About

Since April 2026, Statutory Sick Pay reforms mean employees now qualify from day one, the previous waiting period and lower earnings limit have been removed. Make sure your starter form captures the details needed to process SSP correctly from an employee’s very first day, not just after a qualifying period.

Paternity leave and unpaid parental leave also became day-one rights from April 2026. If your starter form doesn’t currently ask new hires about these preferences early on, now’s a good time to add it, so you’re not scrambling to gather the information later if it’s needed.

4. Right to Work Documentation

To stay compliant with UK law, you must verify:

• Proof of identity (passport, birth certificate, etc.)
• Proof of eligibility to work in the UK (visa or share code if applicable)
• Proof of registered address

Always keep secure copies as part of your employee file.

For the full compliance picture, including document types, online checks, and penalties of up to £60,000 per worker, see our complete guide to right to work checks.

5. Emergency & Health Information

Include:

• Emergency contact name, relationship, and phone number
• Any medical conditions or allergies relevant to workplace safety

This information is vital for employee wellbeing and health & safety obligations.

6. Company Policy Acknowledgements

To ensure new hires understand workplace expectations, have them confirm they’ve read and agreed to key policies such as:

• Health & Safety policy
• Equality & Diversity policy
• Data Protection and Confidentiality
• Disciplinary and Grievance procedures

Digital signatures can streamline this step and help you maintain compliance.

7. Optional but Useful Extras

Some organisations include:

• Preferred name or pronouns
• Car registration (for site parking)
• IT equipment checklist
• Uniform sizes (if applicable)
• Checking driving license, MOT and Insurance if employee uses their car or a company vehicle for work

These small touches can make onboarding feel personal and efficient.

If you are regularly onboarding new staff without HR support in place, it may be time to look at your broader HR foundations. Find out how Centric HR works with small businesses that need practical, flexible HR support without the cost of hiring in-house.

Your Complete HR Starter Form Checklist

✅ Personal & contact details
✅ Employment & contract information
✅ Payroll & tax details
✅ Right to work documentation
✅ Emergency contact & health info
✅ Company policy confirmations
✅ Optional extras for workplace setup

Final Thoughts

A thorough new employee starter form is more than just admin; it’s the first step in a positive onboarding experience. It ensures compliance, reduces HR headaches, and helps new hires feel supported from day one.

If you want to simplify and streamline your onboarding process, Centric HR can help.

📞 Get Expert Support from Centric HR

Our HR specialists can design customised starter forms and onboarding checklists tailored to your business needs, saving you time and keeping you compliant.

We also offer our company handbook service, which includes an induction process.

👉 Contact Centric HR today to discover how we can help you build a seamless onboarding experience.