What Is the Required Paperwork Documentation for New Employees?

Hiring your first employees is an exciting milestone for any growing business. But before your new team members get to work, it’s important to have the right paperwork in place.

This guide covers the key documents you’ll need for a smooth and compliant onboarding process from day one.

When is hiring paperwork needed?

Any time you bring a new person into your company to work with you, you need them to fill out hiring paperwork. Regardless of whether this person is a freelancer on a contract or a full-time employee, they need to fill out some form of paperwork so they can get paid and your business can legally comply with your state’s labor laws. It's required to comply with state and national employment laws, and doing so can protect your company’s specific needs.

What is hiring paperwork?

New hire paperwork is the paperwork any new employee needs to complete in order to begin working for your company. This paperwork is a combination of documents. Some of these forms are government forms for income tax and legal obligations. Other documents, such as the company code of conduct and an employee handbook, establish an agreement between you and your new employee about company policy.

Papers required for hiring paperwork

Here are some of the forms required for hiring new employees:

W-4 (or W-9) form

The W-4 form tells employers how much money the employee wants to withhold from their pay for the correct federal tax income. If your new hire is a contract employee, they'll need to fill out a W-9 form with the same purpose. This form needs to be completed as soon as the person is hired so your accounting department can know how much to withhold from their first paycheck.

I-9 form

An I-9 form is used to verify an employee's identity and eligibility to work within the United States. Both the new hire and the employer need to fill out sections within the new hire’s first day of employment. In order for this form to be completed, the new employee must provide identification documents that the employer physically examines.

State tax withholding form

Many states require new employees to fill out a separate form for withholding state income tax. When creating a hiring paperwork packet for your new employee, check with your state's employment laws to see what tax forms are required.

Employee benefits form

These forms outline all of the benefits your employee is eligible to receive, including plan summaries and enrollment instructions. These forms should make it as easy as possible for employees to sign up for the benefits your company provides.

Direct deposit form

If your employee is interested in having their paycheck deposited directly into their banking account, they'll need to fill out a direct deposit form. Some companies make direct deposit mandated and do not offer the ability to collect a physical check. Others leave the decision up to the employee’s personal preference. In this form, the employee will fill out their bank information so your accounting department can deposit their check right into their preferred account.

Internal forms

Internal forms are any additional paperwork your company requires in order to establish its relationship with your employees. Depending on your business, this may include noncompete agreements, nondisclosure agreements (NDAs), employee handbook acknowledgment forms , drug test consent agreements, confidentiality agreements, and other forms.

Personal data for emergencies form

Every organization should collect some personal information about their employees in case of an emergency that occurs while at work. In its simplest form, this document has all of the emergency contact information on file for the employee, including their emergency contact’s name, phone, email, and relationship to the employee. Some employers will ask for the information of the employee’s primary care physician so they have someone to contact for medical emergencies.

What paperwork is required at the federal level versus the state level?

Understanding which forms are required by the federal and state governments helps you stay compliant and streamline the onboarding process.

Federal requirements include:

• Form I-9: Verifies employee identity and work eligibility in the United States.
• Form W-4: Determines federal income tax withholding.
• EEOC voluntary self-identification form: Tracks workforce diversity, including race/ethnicity, sex, and veteran status. While self-identification is voluntary for employees, qualifying employers—typically those with 100+ employees (or federal contractors with 50+ employees)—must request this information and report demographics each year.

State government requirements include:

• State new hire reporting form: This must be submitted shortly after hiring, usually within a few weeks.
• State tax withholding form: Similar to the W-4, but specific to state taxes.
• Required labor law notices: These vary by state and often include info on paid leave, workers' compensation, and wage laws.

Including these required forms in your employee onboarding packet helps set clear expectations and makes sure nothing slips through the cracks during those crucial first days of employment.

What to include in an employee onboarding packet

A well-prepared onboarding packet helps new hires feel confident, informed, and welcomed. It sets the tone for your company’s culture and ensures all the necessary paperwork is completed. Whether your packet is digital or printed, aim for an organized resource that covers both important HR forms and items that make your new team member feel like part of the company from day one.

Here are some key elements to include in your employee onboarding packet:

• Offer letter, job description, and agreements. Your offer letter should clearly outline the job title, start date, compensation, and any conditions of employment. Include the job description to reinforce the role’s responsibilities and expectations. If your company uses agreements such as NDAs or noncompetes, include these as well.
• Company policies and employee handbook. Set expectations early by issuing new hires a copy of your company handbook. They should also receive and sign any documents that need acknowledgment, such as those addressing workplace conduct, time off, and remote work policies.
• Payroll, benefits, and contact forms. Provide necessary forms like a W-4, direct deposit authorization, state tax documents, and emergency contact information. Also, include benefits enrollment materials with clear summaries of plans, costs, and deadlines.
• Office and culture resources. A company directory can help orient new hires, especially when they are joining larger teams. Add a welcome letter and optional personal touches like company swag, a fun fact sheet, or a personality quiz to start building a connection with new hires.

Tools to manage new hire documentation efficiently

Hiring paperwork can get overwhelming, but there are plenty of resources to help you keep track of documents, signatures, and deadlines. Try these tools to help you stay organized and keep onboarding running smoothly.

Onboarding software

These platforms guide new hires through the onboarding process, often with checklists, reminders, and built-in messaging. They’re useful for keeping everything in one place and making sure nothing slips through the cracks.

Options to consider: Enboarder, BambooHR, Coassemble

Document storage tools

These tools serve as a place to store employee documents (such as offer letters, policies, and signed agreements) so you can easily access them later, keeping everything organized and secure.

Options to consider: Waybook, Trainual, Google Drive

E-signature tools

You’ll need signatures on certain forms before a new hire can officially start. E-signature platforms let you collect those without having to print, scan, or chase people down.

Options to consider: DocuSign, Dropbox Sign (formerly HelloSign), PandaDoc

Compliance tools

These tools help you stay on top of federal, state, and industry-specific regulations by tracking deadlines, required forms, and policy updates. Many also offer automated alerts or audit trails, reducing the risk of errors or missed requirements during onboarding.

Options to consider: Gusto, Trinet (formerly Zenefits)

Self-service platforms

New hires can upload forms, sign documents, and complete tasks at their own pace using these platforms, making a smoother, more efficient onboarding process for everyone involved.

Options to consider: Rippling, Justworks

 

Dan Casarella contributed to this article.

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