Free Personal Information Forms & Templates [MS Word]

free personal information form 7

You may use a personal information form to provide significant details about yourself when you apply for a program or some event. Providing this information is an integral part of any application form.

What is the personal information form?

A personal information form contains the information that can cover a wide spectrum. This information can almost be anything associated with you or any other person. The main purpose of this form is to capture your personal information. Moreover, the information you write down on this form should be only and specifically about you so that other people know that you wrote on the form.

Now, it has become a lot easier to obtain, organize, and write down personal information. Our lives today have become a lot busier, but with the help of this form, you can easily handle the information about all employees in an organization.

Why do you require this form in business?

Here are some reasons that why business needs this form;

Easier to retrieve information

During creating a personnel information system, the most important thing that you have to consider is the ease of accessing data and retrieving information when you require it. For example, you just need a few minutes to scroll through employee names when searching for someone specific.

Include an employee personal information form that comes with a search function is highly recommended. Without having to search through the entire database, this makes it easier in searching for a specific report or unique information you need.

To serve as a reminder

Along with keeping information about an employee, this form also serves as reminder for important events and dates your employees should know about. These may involve essential events that your company requires to take seriously.

Easier data transfer and distribution

In an organization, sharing information between the departments is very essential. Such sharing should be time-efficient. This indicates that the system you are using to store your employees’ personnel information makes you able to transfer and share files with all of the departments easily.

More efficient task management

You have to ensure that your form also has a task manager feature. This is because it will come in handy in events where you have a number of tasks to simultaneously achieve with the forms. While using the information in the forms, you need a task manager to help you avoid overlapping as there are many interconnected activities.

When should you use a personal information form?

When you are looking for employment or you are going to an event that needs you to provide personal details then you must fill out a personal information form. This form acts as an important part of the application process. Employer keeps track of you by having this information and give required help in case of emergency.

How to create a personal information form?

This form gives the logistical and biographical information of a person. It includes their contact details and other information such as address, education, community, and more.

  • The basic personal information form becomes a useful tool for visually-impaired individuals. It gives a complete list of accurate information. This information then use to fill your company’s personal data format.
  • This form is also used by children’s social services agencies and the military. It helps them in expedite processes.
  • Students also use this form to submit in universities or other organizations. This is the requirement for scholarship or admissions applications.

Let us discuss step-by-step how to create a personal information form;

Prepare what you need:

At first, you have to identify why you need this form. Then, start assembling relevant resources such as;

  • The names and address information for references
  • Any relevant medical history
  • Details about past jobs
  • Your educational experiences and more

From your resume, you can also know how to differentiate this form. For each job you apply for, you can use the basic format of a resume. Furthermore, you can also use the same objective and supporting documents for the specific requirements of the company.

Include relevant information

At the top of the first page, include your name and contact details. In case, there are more than a page in length then also add your last name in the header of all the other pages. However, if you have a different one, include your current address and your permanent address. In contact details, include your home number, work number, and cell phone number as well as your email address.

Also, for your emergency contact, include the complete name, address, and phone number of at least one person. All the time, you have to keep this information updated and accurate. Keep in mind that this information can be very critical. Provide your Social Security Number or your driver’s license number in order to support your identity. It is also important to include the state in which you have registered your license.

Make a list of all your educational experiences if required:

Here, you have to provide complete and correct information regarding your schooling like;

  • Where you are currently employed
  • Where you have worked in the past
  • List the names of the supervisors you worked with in the past
  • List your education first in case you’re still studying or you just graduated recently

In addition, if you have plenty of work experiences then include this information before your educational experiences. Also, mention any special skills you have.

Provide references:

From your schools or employments, add at least three references. Here, include the following information;

  • The names of your references
  • Their contact details
  • Their position titles
  • The number of years you have known these people

Add other information specific to the type of form you are creating:

You should provide relevant data like your medical or family history in order to use this sheet for medical purposes. Past procedures, immunizations, and any current medications you’re taking might be included here.

Proofread the whole form:

As this sheet includes accurate and useful information about you then you have to make sure the accuracy of its contents. You should also check Employee Profile Templates.

Filling out an employee information form:

As a business owner, your personal information form must include essential details regarding your employees. The information given in this form can be used to keep track of personal information, employment duration, and other important details. However, your document should include the following details;

  • Complete name
  • Home address
  • Phone number
  • Educational background
  • Job title
  • Department
  • Social Security number
  • Start date
  • Salary details
  • Work history
  • Emergency contacts

In addition, you should share some tips with your employees when you ask them to fill out this form for your company;

  • The employee should provide both clear and easy-to-understand information.
  • They have to ensure that they complete all fields in the form.
  • Provide details in the form in a logical manner.
  • For storing personal information, contact with the Data Privacy or IT professional to make sure that they’re using the required safe data practices.


In conclusion, a personal information form is a helpful tool in order to provide significant details about you. You have to make sure that all the information mentioned on this form should be clear and correct.

Faqs (Frequently Asked Questions)

What other forms are required while hiring new employees?

You will require to submit the following important information along with the personal information form;

1- Direct deposit
2- Form 1-9
3- IRS form w-4
4- The equal opportunity data form

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