From XU Magazine, 
Issue 36

15 Essential Forms Every HR Professional Needs

Streamline your HR Toolbox to make your work easier!

If you’re the one tasked with ensuring smooth operations and keeping the workplace in order, form templates hold the power to streamline your HR processes and make your life easier.
This article originated from the Xero blog. The XU Hub is an independent news and media platform - for Xero users, by Xero users. Any content, imagery and associated links below are directly from Xero and not produced by the XU Hub.
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Having the right forms readily available is essential for managing various aspects of human resources in order to reduce the administration burden. Here are the 15 most important, core forms every company should have ready to use.

Recruitment and Onboarding Forms

Make sure to have these forms ready to get the dream team on board smoothly and efficiently!

1. Job Application Form: The gateway to finding the perfect candidate during the recruitment process. Use this form to collect all the essential information about job applicants, such as their contact details, employment history, education, and skills. You might even ask a question here that will help you with the first pass at screening.

2. Offer Letter: Extend a warm, official welcome with a formal job offer letter. Leave no room for confusion, clearly stating all the exciting details. This form should outline the terms and conditions of employment, including salary, start date, job title, and other relevant details.

3. Employee Personal Information Form: Capture the essential personal details of your new employees, including their contact information, emergency contacts, social security number, date of birth, and other relevant data required for HR records.

4. Direct Deposit Authorisation Form: Collect information necessary for setting up direct deposit for employee paychecks. This should include details such as the employee’s bank details, account number, routing number, and account name.

5. Confidentiality Agreement: Protect sensitive company information and keep trade secrets under lock and key. Employees sign this form to acknowledge their responsibility to maintain confidentiality during and after their employment.

6. Non-Disclosure Agreement (NDA): Similar to a confidentiality agreement, an NDA is a legal contract that prohibits employees from disclosing proprietary information or trade secrets to third parties. This helps seal the deal on confidential company information.

We recommend having an onboarding checklist that helps ensure you don’t forget any of these forms or additional training materials necessary for the onboarding process. Onboarding checklists are built into our HR system so that you can assign several forms to an employee and ensure they have a simple checklist to provide you with all the information needed.

General and Everyday HR Forms

Everyday HR is made much simpler with these forms on hand and ready to use. They cover most of the everyday requests and common employee issues will ensure the right processes are being followed.

7. Expense Reimbursement Form: If employees need to request reimbursement for business-related expenses incurred on behalf of the company, this should be their go-to form to fill out all the necessary details. This form helps document the expenses, ensures proper reimbursement, and collects the receipts/invoices needed for accounting records.

8. Employee Handbook: While not a form per se, having a comprehensive employee handbook is crucial. It outlines the company’s policies, procedures, expectations, and benefits, serving as a reference guide for employees.

9. Time Off Request Form: Employees use this form to request time off for vacation, personal reasons, or other approved leave. It helps track employee absences, manage staffing, and maintain accurate records. This can help ensure smooth scheduling and happy faces all around.

If you have an HR system such as HR Partner, you may have a leave management portal. With our leave management system, you can manage requests, approvals, and accruals seamlessly. This means you can ditch the manual form and switch to a more automated process that saves you time to focus on other tasks!

10. Employee Complaint Form: This will allow employees to formally report grievances or complaints regarding workplace issues, discrimination, harassment, or other concerns. It ensures that employees have a proper channel to express their concerns and initiates the investigation process.

11. Workplace Incident Report Form: Document and report workplace accidents, injuries, or near-miss incidents. This will help in conducting investigations, implementing corrective measures, and complying with legal reporting requirements.

Training and Performance Management Forms

These forms are important for employee growth and development. Supercharge your workforce with these tools!

12. Performance Evaluation Form: Unleash the power of employee feedback! Assess and document employee performance with this form. It should typically include criteria for evaluating different aspects of job performance, along with space for open comments and ratings.

You may want to create two (or multiple) separate versions of this for employee self-assessments and manager-employee evaluations. Beyond manager and employee evaluations, you can also add peer-review forms for a 360 review.

A good HRIS system should offer a performance review and goal-setting feature that helps make performance evaluations easy and effective!

13. Training Acknowledgment Form: Confirm that employees have attended and understood specific training sessions or programs. This serves as evidence of compliance and ensures that employees have received the necessary information or instructions.

14. Disciplinary Action Form: This is an unfortunate, yet highly important form to have ready. Document instances of employee misconduct or performance issues by capturing all the details of the incident, any investigations conducted, and the corrective action taken.

Separation Forms

Bid farewell like a pro! We all hate to see employees go, but this will help when transitioning an employee out of their role swiftly and professionally.

15. Employee Separation Form: Use this form when an employee is leaving the company voluntarily or involuntarily. This captures information related to the employee’s departure, such as the reason for separation, final paycheck details, return of company property, and exit interview information.

With these 15 essential HR forms and the power of a form builder built into your HRIS like HR Partner, you’re equipped to conquer your HR workload like never before. Creating effective and functional forms is a critical aspect of data collection. By using tools like forms effectively, you’ll be able to stay organised and up to date on all the information you need from employees.

Need some FREE HR Templates? HR Partner has over 20 pre-made and customisable templates available. Access the free templates here:

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