11 Must-Have HR Forms to Simplify Your Workplace Tasks

HR forms are the backbone of workplace tasks, yet many teams still struggle without them. When proper HR forms aren’t in place, small issues quickly spiral out of control, records get lost, compliance slips through the cracks, and HR staff waste hours chasing down missing details. 

This confuses employees, delays processes, and causes unnecessary stress for managers. That’s why having the right HR forms is essential for keeping operations clear, consistent, and legally sound. These forms simplify everyday HR work and make your entire workplace run more smoothly.

In this guide, we’ll walk through 10 must-have HR forms and how to build them online using a form creator. 

Digital vs. paper forms

​​Key forms every HR team should use

1. Employee information form

Purpose:
The employee information form is the foundation of every HR record system. It ensures all personal and professional details of an employee are collected in one standardized document. Without it, HR teams end up digging through scattered emails or incomplete records whenever they need basic information, which slows down tasks like payroll setup, emergency response, or compliance reporting.

Key fields to include:

• Full Name
• Date of Birth
• Contact Number
• Email Address
• Residential Address
• Emergency Contact Name
• Emergency Contact Number
• Job Title / Position
• Department
• Employee ID
• Bank Account Details
• Tax Identification Number
  

Benefit:
By collecting everything upfront, HR avoids repeated back-and-forth with employees for missing details. For example, if payroll needs bank details or if a manager needs an emergency contact, the HR team already has accurate records ready. This form also ensures compliance by keeping all critical employee data updated in one place.

2. Job application form

Purpose:
A job application form standardizes how candidates apply, making recruitment easier and more structured. Instead of receiving resumes in different formats, HR can evaluate applicants using consistent information. This helps avoid bias, speeds up shortlisting, and ensures fair comparisons between candidates.

Key fields to include:

• Full Name
• Email Address
• Phone Number
• Position Applied For
• Work Experience
• Education History
• Key Skills
• References
• Cover Letter / Additional Notes
  

Benefit: 

Recruiters can quickly compare candidates side by side since all applicants provide information in the same structure. For instance, if multiple people apply for a marketing role, HR can instantly check education and relevant experience without sorting through different resume styles. It saves hours in shortlisting.

3. Employment contract form

Purpose:
This form legally defines the working relationship between employer and employee. It outlines job responsibilities, salary, benefits, and workplace rules. Without it, disputes may arise about pay, hours, or duties. Having a formal employment contract form protects both sides and ensures compliance with labor laws.

Key fields to include:

• Employee Full Name
• Job Title
• Start Date
• Work Hours / Schedule
• Salary / Compensation
• Benefits & Allowances
• Contract Duration
• Confidentiality Agreement
• Employee Signature
• Employer Signature
  

Benefit:
Instead of HR answering repeated questions about job terms, the contract provides a single reference document. If disputes arise, managers can rely on the signed agreement. It also ensures compliance with legal requirements and prevents costly misunderstandings.

4. Onboarding checklist form

Purpose:
An onboarding form ensures nothing is missed when a new employee joins. It provides a step-by-step guide for HR, IT, and managers to follow. Without it, tasks like creating email accounts or assigning training often slip through, leading to poor first impressions and delays in productivity.

Key fields to include:

• Employee Name
• Start Date
• Documents Submitted (ID, Certificates)
• Workstation Setup Completed
• Email/Software Access Granted
• Orientation Session Completed
• Initial Training Completed
• Manager’s Notes
• HR Sign-Off
  

Benefit:
HR teams can track onboarding progress easily and ensure consistency. For example, every new hire gets the same orientation, the same IT setup, and the same training. This prevents situations where employees feel neglected or unable to start work effectively.

5. Leave application form

Purpose:
A leave application form standardizes how employees request time off. Without it, HR teams get flooded with informal emails or verbal requests that are easy to forget or misinterpret. This form keeps leave management fair and traceable.

Key fields to include:

• Employee Full Name
• Employee ID
• Department
• Type of Leave (Sick, Casual, Paid, Unpaid)
• Leave Start Date
• Leave End Date
• Reason for Leave
• Manager Approval
• HR Approval
  

Benefit:
By using this form, HR can track leave balances, prevent overlapping absences, and ensure managers are properly informed. For example, if multiple employees from the same department apply for leave, HR can quickly see conflicts and address them before approving.

6. Performance review form

Purpose:
This form structures performance evaluations. Without it, reviews become subjective, inconsistent, and difficult to compare across employees. A performance review form ensures everyone is evaluated fairly based on set criteria.

Key fields to include:

• Employee Name
• Employee ID
• Review Period
• Key Performance Goals
• Manager’s Ratings
• Employee’s Self-Assessment
• Strengths & Achievements
• Areas for Improvement
• Manager Comments
• Signatures (Employee & Manager)

Benefit:
Instead of managers giving vague feedback, this form ensures structured evaluations. HR can also track long-term performance trends, which helps in promotions, appraisals, and career development plans.

7. Training evaluation form

Purpose:
After training sessions or workshops, HR needs feedback to measure effectiveness. Without structured feedback, training investments might go unnoticed or wasted. This form captures participant experiences and suggestions.

Key fields to include:

• Employee Name
• Training Program Title
• Date of Training
• Trainer Effectiveness Rating
• Training Content Rating
• Key Learnings
• Suggestions for Improvement
• Employee Signature

Benefit:
The evaluation form helps HR identify which programs work and which need changes. For instance, if multiple employees report poor trainer effectiveness, HR can take corrective steps before arranging the next session.

8. Payroll/salary change form

Purpose:
Salary changes, bonuses, and promotions must be officially documented. Without this form, payroll errors or disputes are almost guaranteed. This form keeps financial updates transparent and traceable.

Key fields to include:

• Employee Name
• Employee ID
• Department
• Current Salary
• Revised Salary
• Effective Date
• Reason for Change
• Manager Approval
• HR Approval
  

Benefit:
Payroll departments can process updates without confusion, ensuring employees get the right pay on time. It also serves as proof of salary negotiations, reducing disputes later.

9. Expense reimbursement form

Purpose:
Employees often spend money for work-related tasks like travel or supplies. This form ensures they get reimbursed fairly and transparently. Without it, expenses may go undocumented, leading to delays or conflicts.

Key fields to include:

• Employee Name
• Employee ID
• Expense Category (Travel, Meals, Supplies)
• Expense Date
• Amount
• Reason for Expense
• Receipts Attached
• Manager Approval
• HR Approval
  

Benefit:
It creates a consistent process for reimbursements, helping finance teams approve claims faster. Employees don’t need to chase managers or HR—everything is documented and trackable.

10. Feedback form

Purpose:
An employee feedback form allows employees to share their thoughts, suggestions, and concerns in a structured way. Whether it’s about workplace policies, team dynamics, training sessions, or management practices, collecting feedback helps HR identify areas for improvement, boost employee engagement, and maintain a positive work culture. Without such a form, valuable insights can be lost or overlooked, and employees may feel their opinions don’t matter.

Key fields to include:

• Employee Name
• Department
• Email Address
• Date of Submission
• Feedback Type (General, Training, Management, Facilities, Other)
• Feedback Title / Subject
• Detailed Feedback
• Suggestions for Improvement
• Anonymous Submission Option (checkbox)
• Manager/HR Follow-up Required? (Yes/No)
  

Benefit:
A structured feedback form simplifies workplace communication. Employees can voice concerns or ideas without awkward face-to-face meetings, while HR receives organized input to make informed decisions. For example, if multiple employees highlight issues with remote work tools, HR can address it proactively, improving productivity and satisfaction. Additionally, tracking employee feedback over time helps identify recurring patterns and measure the impact of implemented changes.

11. Exit interview form

Purpose:
When employees leave, an exit interview form collects valuable feedback. Without it, organizations miss opportunities to understand why employees resign and what improvements are needed.

Key fields to include:

• Employee Name
• Department
• Last Working Day
• Reason for Leaving
• Overall Work Experience
• Feedback on Management
• Suggestions for Improvement
• Employee Signature
• HR Signature

Benefit:
By documenting feedback, HR can spot trends like poor management practices, pay dissatisfaction, or lack of growth opportunities. This helps reduce turnover in the long run.

Best practices for using forms

Creating HR forms is only half the job. The real impact comes from how they are designed, managed, and used daily. Here are some best practices that ensure your forms are not just functional, but also efficient and compliant.

1. Keep them short and clear

Employees are more likely to complete forms correctly when they’re simple and straightforward. Cut out unnecessary fields and focus only on the information HR truly needs.

2. Mark mandatory fields (*)

Mandatory fields (like Name, Department, or Approval) should be clearly marked with an asterisk (*). This prevents incomplete submissions and saves HR from chasing employees for missing details.

3. Ensure data privacy and compliance

HR forms often contain sensitive information such as bank details, tax numbers, or feedback. Use secure platforms, enable encryption, and restrict access to authorized staff. This not only protects employees but also ensures compliance with labor laws and privacy regulations.

4. Review and update forms regularly

Policies, compliance standards, and internal workflows change over time. An outdated form can create confusion or even legal risks. Make it a practice to review and update forms every few months to keep them relevant.

5. Use consistent formatting

Consistency across all forms makes them easier to fill and manage. For example, always use the same order for employee details: Name, ID, Department, Contact Information. This helps employees get familiar with the structure and reduces mistakes.

6. Add clear instructions

Some forms like expense reimbursement or performance review forms, require explanations. Adding short instructions or tooltips helps employees fill them out correctly on the first try.

7. Enable digital submissions

Digital HR forms allow employees to submit responses online, save progress, and even auto-fill recurring fields. This improves speed and reduces manual data entry for HR.

8. Set approval workflows

Certain forms, such as leave applications or salary changes, need multiple levels of approval. Adding a clear approval flow (Employee → Manager → HR) avoids delays and ensures accountability.

9. Track form analytics

Modern form tools allow you to track completion rates, bottlenecks, and common errors. Use this data to refine your forms for better usability.

10. Make them mobile-friendly

With many employees working remotely or on the go, mobile accessibility is key. HR forms that are easy to complete on smartphones or tablets get faster responses and reduce delays.

11. Archive and organize completed forms

HR teams handle hundreds of forms each year. A structured storage system, especially with digital forms, makes retrieval easier during audits, payroll runs, or compliance checks.

Start digitizing your workflows with HR forms 

Having these 11 must-have forms helps your HR teams work smarter not harder. Taking this step not only improves efficiency but also sets your workplace up for smoother operations and better record-keeping.

They save time, improve accuracy, ensure compliance, and streamline everyday workflows. You can centralize all HR processes and make life easier for HR and employees.

Now is the perfect time to start digitizing your HR forms if you haven’t already. Using a form generator like TIGER FORM or other reliable tools, you can create professional, secure, and easy-to-use forms in minutes, complete with templates, automated approvals, and digital signatures. 

FAQs