An employee information form collects what a company needs to open a new starter's file: personal and job details, contact details, the bank account for salary, and the documents handed in. Type the details into the form, tick the documents you have received, and download it for the employee to sign. The Team register tab keeps the whole team's details in one Excel table.
Six numbered sections, a documents checklist, a declaration and two signatures. Collect only what work and payroll need now, and leave the rest for later.
How to use the employee information form
- Set the joining date and type the name, nationality, job title and mobile into the form.
- Switch to Advanced mode for iqama or ID, date of birth, national address, emergency contact, IBAN, qualification and contract type.
- Tick the documents you have received and check the Form check card for the mobile, ID and IBAN digit counts.
- Download the form in Word or PDF to sign, or open Team register to download the team table in Excel.
What an employee information form is
The employee information form is the first page in the personnel file; the contract, payroll and attendance records are filled in from it. At hiring, collect what salary, contact and official registration need: the name as on the ID, its number, nationality, job title, joining date, mobile and IBAN. Qualifications and the emergency contact can follow in the first week. Download the completed form in Word from the button above, or a blank copy to fill in by hand. Choose Update in Advanced mode when a bank account or phone number changes.
Details needed for a new employee in Saudi Arabia
| Section | Required | Optional or later |
|---|---|---|
| Personal | Name, nationality, iqama or ID number, date of birth | Marital status, where a contract benefit depends on it |
| Employment | Job title, department, joining date, contract type | Employee number, added once the file exists |
| Contact | Mobile and national address | Personal email |
| Bank | IBAN and bank name before the first salary | - |
| Documents | Copy of iqama or ID, and the signed contract | Certificates, CV and experience letter |
For expat staff, record the iqama number and expiry date; for part-time staff, pick Part time as the contract type.
Protecting employee data
ID numbers, IBANs and addresses are personal data covered by the Personal Data Protection Law in Saudi Arabia (verify); check the current text and its regulations with the competent authority. Keep forms in a locked folder or a system with access rights, and do not pass ID photos around chat groups. Do not ask for anything work does not need, such as health status or religion.
From paper files to a digital record
Start with the team register: one row per employee, and a Days to expiry column that counts down each iqama and highlights any expiring within 60 days. Excel stops being enough when copies multiply between staff, when you need a log of who changed what and when, or when the data should feed payroll and leave.
Common mistakes
- A name spelled differently from the ID, so it does not match the bank account and the transfer fails.
- An IBAN missing a character, found only on the first payday.
- A form never updated after a phone or bank change.
Regulatory notes
The ID check (10 digits starting with 1 or 2) and IBAN check (24 characters starting with SA) are format checks only and do not verify the number with any authority. Requirements for keeping personal data follow the Personal Data Protection Law and its regulations (verify).
When staff details are scattered across chats and ID photos
Microtec's ERP accounting system serves businesses in Saudi Arabia and includes an HR module that keeps every employee file in one record.
Frequently asked questions
Who fills in the employee information form?
The new employee, or HR from the employee's documents; the employee then checks and signs it. The signature shows the details came from them.
Does the employee information form need a signature?
Yes. It ends with a declaration that the details are correct and a commitment to report changes, with signature boxes for the employee and HR.
How often should employee details be updated?
Whenever the mobile, address, bank account or iqama changes, plus a yearly review of the rest. Choose Update in Advanced mode.
Do documents have to be attached to the form?
A copy of the iqama or ID and the signed contract are essential; the rest depends on the job. Tick what you received in the checklist before downloading. There is also an Arabic version of this page.