What is personal information form?
The information on a personal information form can cover a wide spectrum and can almost be anything associated with you or any other person. To capture your personal information, you can use a basic personal information form. The information you write down on this form should be:
- Only about you.
- Specifically about you so that other people know that you wrote on the form.
Oddly enough, some people believe that the information on this form doesn’t have to be completely true to consider it personal information. Through the years, the concept of a personal information form or a personnel information form has undergone innovative changes, especially with the introduction of the personal computer.
Obtaining, organizing, and writing down personal information has become a lot easier. Our lives today have become a lot busier, so much so that getting this information right away basis can prove to be a challenge.
This is one reason why the management of employee information using these forms can be very helpful in handling the information about all employees in an organization.
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Why do you need this form in business?
You need a personal information form template in most, if not all businesses. If you are a business owner, you should consider creating your own for your employees. Here are some reasons why you should do this:
- Easier to retrieve information
One of the most important things that you have to consider when creating a personnel information system is the ease of accessing data and retrieving information when you need it. For instance, you should only spend a few minutes when scrolling through employee names when searching for someone specific.
More importantly, you should include an employee personal information form that comes with a search function. This makes your work easier in searching for a specific report or unique information you need without having to search through the whole database.
- To serve as a reminder
Remember that you use this form not just for keeping information about an employee, but can also act as a reminder for important events and dates your employees should know about.
These may include important events that your company needs to take seriously. As important is for the Human Resources department to have this information on-hand.
- Easier data transfer and distribution
Sharing information between the departments in a company is very important. Such sharing should be both time-efficient and efficient. This means that the system you will use to store your employees’ personnel information should allow you to transfer and share files with all of the departments easily.
- More efficient task management
Make sure that your form also has a task manager feature as this will come in handy in events where you have a number of tasks to simultaneously accomplish with the forms. Since there are many interconnected activities, you need a task manager to help you avoid overlapping while you use the information in the forms.
How to make a personal information form?
A personal information form provides the logistical and biographical information of a person and including their contact details and other information like address, education, community, and social activities, and so on.
- For visually-impaired individuals, the basic personal information form becomes a useful tool as it provides a complete list of accurate information that scribes can then use to fill your company’s personal data format.
- Children’s social services agencies and the military also use personal information form templates as these help expedite processes.
- Students can submit these forms to universities or other organizations as a requirement for scholarship or admissions applications.
When you need to create this form for the employees of your company or you need one for other purposes, here are some steps to guide you:
- Prepare what you need
The first thing to do is to determine why you need this form. Once you have a purpose, start gathering relevant resources including gathering the names and address information for references, any relevant medical history, details about past jobs, your educational experiences, and more.
You should also know how to differentiate this form from your resume. For one, the latter’s target is towards a specific position opening. You can use the basic format of a resume for each job you apply for. You can use the same objective and even some of the supporting documents to the specific requirements of the company.
- Include relevant information
The form should start with your name and contact details, which are usually written at the top of the first page. For personal data sheets that are more than a page in length, make sure you add your last name in the header of all the other pages.
Add your current address and your permanent address if you have a different one. For your contact details, include all of your phone numbers, including your home number, work number, and cellphone number. Provide your email address too.
Also, list the complete name, address, and phone number of at least one person as your emergency contact. You need to keep this information updated and accurate at all times. Remember that this information can be very critical if, for some reason, people cannot reach you.
To support your identity, you can provide your Social Security Number or your driver’s license number. Remember that the purpose of this form is to gather information about you all in one place. Also, remember that this information is commonly requested on job applications and other forms. Don’t forget to include the state in which you have registered your license.
- If needed, make a list of all your educational experiences
For this part, provide complete and correct information regarding your schooling, where you are currently employed, or where you have worked in the past. If available, also list the names of the supervisors you worked with in the past. If you’re still studying or you just graduated recently, list your education first.
If you have been out of school for a while but you have plenty of work experiences, list this information before your educational experiences. If you have any special skills, include this information too.
Also, include all of the languages you speak along with the certificates and licenses you hold and the awards you have won. Depending on the situation, you may also include publications, memberships, volunteer work, and community activities.
- Provide references
Include at least three references from your schools or employments. List the names of your references, their contact details, their position titles, and the number of years you have known these people. Don’t forget to ask your references if they’re willing to serve in this capacity before you add them to your form.
- Include other information specific to the type of form you’re making
If you plan to use this sheet for medical purposes, you should provide relevant data like your medical or family history. This may include past procedures, immunizations, and any current medications you’re taking.
- Proofread the whole form
Since this sheet contains accurate and useful information about you, you should do whatever you can to ensure the accuracy of its contents. Make sure that all of the names are correctly spelled and all the details are both clear and correct.
How do I fill out employee information form?
If you are a business owner, a personnel information form will contain important details about your employees. You can use this information to keep track of personal information, employment duration, and other significant data like emergency contact details.
A personal information form can prove useful when you receive a reference request, need to mail employee documents, or want to know more details about a certain employee in your company. An effective personal information template should include:
- Complete name
- Home address
- Phone number
- Educational background
- Job title
- Social Security number
- Start date
- Salary details
- Work history
- Emergency contacts
If you will ask your employees to fill out this form for your company, here are some tips for you to share with them:
- Be as clear as possible. The information they provide should be both clear and easy to understand.
- Make sure to accomplish all fields in the form.
- Write the information down in a logical manner.
- Use your company’s cloud-based HR software and consult with the Data Privacy or IT professional to ensure they’re using the required safe data practices for storing their personal information.
As an employer, it is a good practice to review these forms once or twice each year to keep everything updated. Go online or follow a system if you need to make any changes. Also, make sure that the appropriate parties – like your HR team and the department managers – can access the data.
You should only ask for information that your company needs. It is also essential to let your employees know that you won’t disclose their information to any non-authorized individuals in the company.
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