Human Resources form templates
Employing people leaves a documented trail from the first requisition to the last day — job requisitions and applications, time off and training approvals, performance and 360-degree reviews, complaints, exit interviews and termination checklists — alongside the candidate intake, availability and timesheet forms that staffing agencies run for their clients.
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Smaller, hand-picked sets built around one job, with a line on each template explaining when to reach for it.
HR forms are not one form type but a sequence. A requisition opens a role, an application fills it, time off and training requests punctuate the year, a review closes a cycle, an exit interview and termination checklist close the relationship. That is why department and manager name recur on form after form: they let you group a year of scattered submissions back into a picture of one team.
The other half belongs to staffing agencies and employers of record, running that lifecycle for people they place elsewhere: registering candidates, assessing contractor skills, collecting weekly availability and timesheets, asking supervisors whether a temp should be taken on and clients whether the placement went well. Those forms recur weekly rather than once, built to be filtered by pay period and exported rather than read one at a time.
What is a human resources form?
A human resources form records one moment in an employment relationship, and it takes one of three shapes. Requests — time off, training, tuition reimbursement, new headcount — need a named requester, a named approver and enough justification to decide. Assessments — reviews, 360-degree feedback, temp-to-hire evaluations, placement ratings — need one scale applied the same way to everyone, or results cannot be pooled. Records — termination checklists, timesheets, complaint reports — exist because someone will later need to show a step was taken.
The distinction that matters most is who may be identified. An approval request is useless without a name on it; a complaint, exit interview or pulse survey collects better information when every identifying field is optional and the form says so. Decide which shape you are in before writing question one.
What these forms usually ask for
The questions that appear most often across our 26 human resources form templates.
- Department8 of 26
- Full Name8 of 26
- Email Address7 of 26
- Phone Number7 of 26
- Company Name3 of 26
- Manager Name3 of 26
- Your Name3 of 26
- Anything Else We Should Know?2 of 26
Why use human resources form templates
Headcount gets agreed in a corridor, leave in a direct message, a concern with a manager who then goes on holiday — none of it survives six months. A submitted form is timestamped, attributed and filed by department.
Scoring job knowledge, quality, productivity, communication, teamwork and initiative on one shared scale gives numbers you can set side by side; managers inventing their own criteria give anecdotes. The same goes for 360-degree and temp-to-hire evaluations.
People do not report harassment, name the real reason they are leaving, or admit a tool is broken with their name on the page. The complaint and employee feedback templates leave every personal field optional; the exit interview keeps the name optional while still asking for department, so departures stay readable as a trend.
Timesheets and availability arrive by text, photograph and voicemail unless there is one form to send. With a week-ending date on every submission and an export for payroll, a coordinator filters a list instead of ringing forty workers.
Final pay and PTO payout, benefits notification, equipment collection, revocation of system and SaaS access: missing one leaves a live credential or an unpaid entitlement. A checklist makes each an item someone ticks by the last day.
How to create your own
- 1
Name both people the form involves — on a review or a termination checklist the subject and the author differ — then add department and manager name so submissions can be grouped and routed.
- 2
Add the classification the process turns on: leave type, requisition type (new, backfill or conversion), separation type, engagement type, or the week a timesheet covers.
- 3
Branch on it with conditional logic: an involuntary separation reveals the immediate access-revocation steps, a pre-approval tuition request skips the grade confirmation and final cost, parental leave asks for dates annual leave does not.
- 4
Set the identity rule before publishing: name and manager required on anything needing approval, every personal field optional on complaints and pulse surveys, the name optional but department and last day kept on an exit interview, with the anti-retaliation statement written as paragraph text above the first question.
- 5
Publish where the audience already is: embedded on a careers or 'For Employers' page, a Monday link, a QR code for on-site workers with no company email. Route notifications to HR, not line managers, who are sometimes the subject.
Getting better responses
One exit interview is a story; twenty filtered to a single department are a reason to act. It is the cheapest field on an HR form and the one that turns scattered complaints and surveys into a pattern.
Write competencies as things a reviewer watched happen — 'listens before responding', 'meets committed deadlines' — not traits like 'is a good communicator'. Keep one scale per form and the same form every cycle; customising per role destroys the comparison.
Requisitions, training and tuition requests should demand a written business case: a manager who cannot explain the hire in two paragraphs has not finished thinking. Time off is the opposite — leave the reason optional, ask about cover instead.
Timesheet cutoffs, availability deadlines, which tuition costs qualify, how long approval takes: put them in the form as paragraph text beside the question they affect. Because you build by typing, that guidance sits in the same flow as the fields.
Exit interviews go out during the notice period, not the last day when someone is clearing a desk. Temp-to-hire evaluations reach the supervisor one to two weeks before the assignment ends, while the answer can still change something.
Who uses these forms
Frequently asked questions
Which HR forms does a small business actually need?
For most companies under about fifty people, five cover the year: a job application, a time off request, a performance review, an exit interview and a termination checklist. Add an employee feedback survey once you are past the point of knowing how everyone is doing by asking them, and a complaint form as soon as there is a management layer between you and the staff. Requisitions, tuition reimbursement and 360-degree feedback tend to arrive later, with headcount.
Can employees submit an HR form anonymously?
Yes, provided the form does not ask for identifying information. The complaint and employee feedback templates make every personal field optional for exactly this reason, and the form should say plainly that responses are anonymous and who will read them. Anonymity is a property of the questions you ask: keep an employee ID or email field and the response is not anonymous, whatever the introduction promises.
Which steps belong on an employee termination checklist?
Typically the separation type and last day of employment, final pay and any PTO payout, benefits and continuation-of-coverage notification, return of equipment, and revocation of system and SaaS access timed to the moment of separation rather than days afterwards. Voluntary resignations and involuntary separations usually need different steps, so branch the checklist on separation type. Employment and notification obligations vary by country and state, so confirm what applies to you rather than relying on any template as it stands.
Which forms do staffing agencies use to run placements?
Seven of the templates here are agency-side: candidate registration and a contractor skills assessment to build the bench, weekly availability and timesheet submissions to run placed workers, a temp-to-hire evaluation for client supervisors, a client inquiry form to take job orders, and a post-placement feedback form to catch the friction that makes clients quietly move elsewhere. The recurring ones work best with a week-ending or week-starting date on every submission, so a pay period can be pulled out with one filter and exported.
How do I handle manager approval on a time off or training request?
The form captures the request, the requester, the named manager and the justification, then notifies both HR and that manager the moment it arrives. formformform does not run the approval decision itself — that is recorded in your HR or payroll system, or with a short second form the manager fills in — but a webhook or a connected app can push every submission into whichever tool your approvals live in. The same goes for PTO balances: the form records the request, your payroll system holds the balance.
Is employee data submitted through these forms kept secure?
Transport and storage are both encrypted; sensitive forms such as complaints and exit interviews can additionally use end-to-end encryption; hosting can be kept in the EU; and formformform is GDPR compliant. HR records also carry retention and access obligations that vary by jurisdiction and by the kind of data involved, so confirm your own requirements and keep access to submitted responses limited to the people who genuinely need it.
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