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.
What is hiring paperwork?
New hire paperwork is the paperwork any new employee needs to complete to begin working for your company. This paperwork consists of several documents. Some documents 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 the company’s policies.
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 an independent contractor or a full-time employee, they must fill out certain documents so they can get paid and your business can legally comply with federal and state labor laws. Some hiring paperwork is required so your business complies with state and national employment laws, and doing so can protect your company.
Forms required for hiring paperwork
Here are some of the forms required for hiring new employees.
W-4 (or W-9) form
A W-4 form tells employers how much money the employee wants withheld from their paycheck for their federal tax income obligation. If your new hire is a contract employee, they need to fill out a W-9 form. This form needs to be completed as soon as the person is hired.
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 must fill out sections on the new hire’s first day of employment. For this form to be completed, the new employee must provide recognized 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 which tax forms are required.
Employee benefits form
These forms outline all the benefits your employee is eligible to receive, including plan summaries and enrollment instructions. These forms should make it easy and efficient for employees to sign up for the benefits your company provides.
Direct deposit form
If your employee wants their paycheck deposited directly into their bank account, they'll need to fill out a direct deposit form. Some companies mandate direct deposit and do not offer physical checks. Others leave the decision up to the employee’s personal preference. For this form, the employee fills out their bank information so your accounting department can deposit their earnings into their preferred account.
Internal forms
Internal forms are 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 employees in case of an emergency at work. In its simplest form, this document should include their emergency contact’s name, phone, email, and relationship to the employee. Some employers ask for the name and contact info of the employee’s primary care physician in the event of a medical emergency.
A well-prepared onboarding packet helps new hires feel confident, informed, and welcomed. It sets the tone for your company’s culture and helps ensure all the necessary paperwork is completed.
What paperwork is required at the federal level vs. the state level?
Understanding which forms are required by the federal and state governments helps you comply with laws 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 can ensure nothing slips through the cracks during those crucial first days of employment.
State new hire reporting: What you must report and by when
Under the federal Personal Responsibility and Work Opportunity Reconciliation Act (PRWORA), employers must report every newly hired employee to the designated state agency. States use this information to help enforce child support obligations, detect unemployment insurance fraud, and administer public assistance programs.
In most states, employers must submit this information within 20 days of the employee’s start date. You’ll have to submit:
- The employee’s name, address, Social Security number, and hire date.
- The employer name, address, and employer identification number (EIN).
However, each state administers its own reporting program, so filing methods and deadlines can vary. Failing to report new hires can result in penalties, so check with your state’s reporting agency to see what the specific filing requirements and deadline are.
New hire paperwork for remote and multistate employees
Remote hiring can complicate the onboarding process because employment laws often depend on where the employee performs the work, not where your business is located. In addition to completing the standard federal forms, employers hiring remote workers should:
- Register for payroll tax withholding in the employee’s work state, if required.
- Use the appropriate state income tax withholding forms based on the employee’s location.
- Report the individual’s name and info to the new hire reporting program of the state where the new hire resides.
- Provide any state-required labor law notices, including wage, paid leave, and workers’ compensation information.
If your business has employees working in multiple states, you may want to partner with a payroll or HR provider that can manage state tax withholding and reporting requirements for you.
Contractor vs. employee paperwork: What’s different?
The documents you’ll collect vary depending on whether you’re hiring an employee or an independent contractor:
- Employees complete a W-4 for federal tax witholding, they receive a W-2 year-end, you — the employer — withold income and payroll taxes from their paycheck, and they must complete an I-9 form.
- Independent contractors complete a W-9, providing their taxpayer ID number; they may receive Form 1099-NEC if they are paid $2,000 or more during the tax year; as contractors, they pay their income tax obligations; and they do not need to complete an I-9.
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 helps ensure 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 help your new team member feel like part of the company from Day 1.
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 become overwhelming, but there are plenty of resources to help you keep track of documents, signatures, and deadlines. Try these tools to help stay organized and ensure that onboarding runs 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 repository for 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 help you conveniently collect those necessary elements 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 current on 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 using these platforms, making a smoother, more efficient onboarding process for everyone involved.
Options to consider: Rippling, Justworks
I-9 retention and recordkeeping rules
Collecting new hire paperwork is only the first step — you must also retain those records for a certain length of time. Employers must keep Form I-9 for three years after the employee’s hire date or one year after their employment ends, whichever is later. You must produce these documents within three days if requested by the government.
You must keep Form W-4 and payroll tax records for at least four years after taxes become due or are paid, whichever is later. You can store physical or electronic records, as long as sensitive employee information is stored securely with proper access controls.
Callie Cook and Dan Casarella contributed to this article.
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