Employment Intake Form Template for England and Wales

An Employment Intake Form is a comprehensive document that allows you to collect all necessary information from new employees before they start work. Under England and Wales law, this form helps you comply with multiple statutory requirements while establishing proper employment records. You'll use this document to gather personal details, verify employment eligibility, collect banking information for payroll, and obtain necessary consents for data processing.

When do you need this document?

You need an Employment Intake Form whenever you hire a new employee in England or Wales. This includes full-time, part-time, temporary, and contract workers who will be working under your direction and control. The form should be completed before the employee's first day of work to ensure you have all necessary information for payroll setup, right to work verification, and emergency contact details. You'll also need this form when rehiring former employees after a significant break in service, as their personal circumstances may have changed. Many employers use this form alongside their employment contracts and employee handbook acknowledgments as part of a comprehensive onboarding package.

Key legal considerations

Your Employment Intake Form must comply with UK GDPR and the Data Protection Act 2018, which means you need explicit consent for collecting and processing personal data. You must clearly explain why you're collecting specific information and how it will be used. The form should include provisions for right to work verification under the Immigration, Asylum and Nationality Act 2006, requiring you to check and copy appropriate documentation. You need to ensure the form doesn't discriminate based on protected characteristics covered by the Equality Act 2010, such as age, disability, race, or religion. Banking details must be collected securely and stored in compliance with data protection requirements. Emergency contact information should be clearly separated from other data and marked for emergency use only.

Legal requirements in England and Wales

Under the Employment Rights Act 1996, you must maintain accurate employment records, and the intake form helps establish these from day one. You're required to verify each employee's right to work in the UK and maintain copies of acceptable documents. The Working Time Regulations 1998 may require you to collect information about working hours preferences and opt-outs. Your form must include a clear data protection statement explaining how personal information will be processed, stored, and shared in accordance with UK GDPR. You should obtain separate consent for any non-essential data collection, such as photographs for ID badges or details about dietary requirements for company events. The form should be retained securely as part of the employee's personnel file and updated when circumstances change during employment.