New Joiners in IT: What Forms Should They Really Fill Out Upon Joining?

Hi members, I work as an HR professional in an IT company. At my company, new joiners are required to fill out an application form. Is this correct?

Application Forms for New Joiners

I believe that an application form should only be completed when applying for a job or during an interview, but that is not the practice here.

Forms Required at the Time of Joining

I would like to know which forms need to be filled out at the time of joining. If anyone has such forms, please share them with me.

Kindly guide me on this matter.

Thank you.

Dear Bharathi, the application form should be filled out by the candidate before the interview. When searching for joining forms, please use the search option 'joining forms' as there is a lot of information available.

Documents Required Before Joining

The following documents may be requested before joining:
- Birth Certificate (or any Birth Proof)
- X and XII Marksheets & Certificates
- Graduation Marksheets & Certificates
- Post Graduation Marksheets & Certificates
- Last drawn Salary Slip
- Relieving letter from Previous Employer
- Pan Card - 3 Copies
- Passport Copy (If holding a valid passport)
- Details of PF Account
- Account No.
- Account Address
- Bank account Details (If applicable) for salary transfer.
- Copy of the Cheque Leaf
- Three Passport Size Photographs in Blue Background

Thank you

Companies have their own joining formalities. Below is a list of some forms that need to be filled in at the time of joining:

- Personal Data Form
- PF New Account Opening Form: Form 2
- PF Transfer Form: Form 13
- Acknowledgement for certain policies like Corporate Admin Policy, Insider Trading Policy, and Travel Policy
- Insurance Forms: Medical, Life, Group
- Bank Account Opening Forms
- Background Verification Form

Thanks,
Santosh

In addition to what Santosh said, you can obtain the following details from the new joiner:

1. Nomination details for PF, Gratuity, Superannuation (if applicable)
2. Family member details & emergency contact details

Thank you.

I am attaching the checklist for newly joining employees for your reference and records. Kindly go through and modify it according to your requirements.

Regards,
Alphonse
[Phone Number Removed For Privacy Reasons]

Hi Bharathi, please send me your email ID via PM. I'm also working with an IT firm and could share our Joining Report format with you, which might be helpful.

Recruitment Process Forms in the Edible Oil Industry

I am working in an edible oil firm, which is one of the industries that are very sensitive in terms of recruitment and operations functioning. We have developed a number of forms right from calling the candidate to his joining and then induction orientation.

Forms Used in the Recruitment Process Steps:

1. **Telephonic Interview (HR):** It includes Name, DOB, Native location, current location, Present and Past Employment details with the reason for change, Experience in years, Family details, Salary (current and expected), and interviewer comments.

2. **Technical Telephonic Interview (by Technical Head):** Includes whether to call the candidate for PI or not. The purpose is to check the technical knowledge. (As To and Fro expenses will not be wasted as it increases the cost of recruitment)

3. **Application Form:** Includes Personal Details, Permanent and Temporary Address, Qualification details, Family details, Experience details, Membership of any association, salary details, whether the candidate has ever been interviewed before by any of our sister concerns, sources from which the candidate came to know about the vacancy, and References from Past and present employer.

4. **Hiring Decision Form (Filled by Interviewer):** It includes questions related to Job knowledge, Skills, whether to put the candidate on hold or not, rejected or selected with reason.

5. **Reference Verification Form (IF SELECTED):** If references are positive, then forward for the next step. (Position sensitive)

6. **Checklist of Required Documents:** Includes details of documents required.

7. **Undertaking Form (To be filled on the day of Joining):** Includes the designation and unit in which the candidate is joining. He/she writes the salary and signs in his/her handwriting to avoid any future problems related to salary and mid-term increment.

Finally, the appointment letters, PF form, etc., whatever the legal requirements are as per the designation.

Warm Regards,
Khem Singh Hada
[Phone Number Removed For Privacy Reasons]

Mates, I appreciate the inputs you have provided to Bharati along with details and forms & formats, but please consider the statement "new joiners must fill out the application form."

See, Bharati is working with an IT firm, and certainly, they may also be aware of the procedures and work supposed to be performed after the recruitment of an employee. As PON said, the application form should be filled out by a candidate before the interview, and we all are aware of that too. But let me ask a question to Bharati. Do you have any rules to fill out the application form from an employee before joining, or does it come under the "Joining Formalities for a New Employee"?

The inputs were based on how, when, and why we use this application form, but no one has inquired about why this is happening. Maybe they'd have some rules to get the Application Form signed by the employee while making an "Employee File" just for formalities.

Well, let me ask you, Bharati. Is it so? Did you find the same rule or what? Well, it seems your query has been resolved. Again, I would offer my thanks to all of you for your inputs in this regard.

Thank you for your reply. I joined this company just 2 months ago. The ex-HR followed this procedure and asked me to do the same. There are no such rules to follow this. Until now, I haven't noticed that. However, this month, a new candidate is going to join. So, while preparing the formalities, I had this doubt. I know that the application form must be filled out while applying for the post, but I just want to clarify my doubt.

I have attached the form. Kindly go through it and guide me on whether this suits the requirement or not.

Regards.

I am not getting what you mean. I said the structure and the details asked for in the form seem to be in order. If you want to add or delete anything in the form according to your requirements, you can do so.

Regards,
Pon