Sample Employee Declaration Forms

Employee declaration forms come in all kinds, ranging from confidential disclosure of evidence of criminal history that employers need to know during the pre-screening process, to income tax declaration forms needed by the government’s tax collection agency. These are important pieces of documents that are needed for future sample reference and relevant information for documentation purposes.

Our Sample Forms for employee declarations are used as guides to any employee who need to fill out forms that can be used for their employment and tax requirements. These are all free for downloading and can be printed for individual purposes.

Download Employee Declaration Form Bundle

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New Employee Declaration Form

Employee Information:

• Full Name: ___________________________________________
• Address: ___________________________________________
• Phone Number: ___________________________________________
• Email Address: ___________________________________________
• Date of Birth: ___________________________________________
• Employee ID (if applicable): ___________________________________________

Employment Information:

• Job Title: ___________________________________________
• Department: ___________________________________________
• Start Date: ___________________________________________
• Supervisor/Manager: ___________________________________________

Tax Information:

• Tax Identification Number: ___________________________________________
• Tax Filing Status: ? Single ? Married ? Head of Household
• Dependent Information (if applicable): ___________________________________________

Declaration of Previous Employment (if applicable):

• Have you been employed in this organization before? ? Yes ? No
  • If yes, provide details: ___________________________________________

Bank Account Details (for salary payment):

• Bank Name: ___________________________________________
• Account Number: ___________________________________________
• Branch Code: ___________________________________________

Emergency Contact Information:

• Emergency Contact Name: ___________________________________________
• Relationship: ___________________________________________
• Phone Number: ___________________________________________
• Email Address: ___________________________________________

Declaration:

I hereby declare that the information provided is accurate and complete to the best of my knowledge. I understand that any false information may result in disciplinary action, including termination of employment.

• Employee Signature: ___________________________________________
• Date: ___________________________________________

For Employer Use Only:

• Verified By (HR/Manager): ___________________________________________
• Date: ___________________________________________

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Employee Self Declaration Form

Employee Information:

• Full Name: ___________________________________________
• Employee ID: ___________________________________________
• Department: ___________________________________________
• Job Title: ___________________________________________
• Date of Declaration: ___________________________________________

Declaration Type:

(Please select the reason for declaration)

• ? Health Status
• ? Travel History
• ? Absence Reason
• ? Conflict of Interest
• ? Other (please specify): ________________________________________

Health Status Declaration (if applicable):

• Are you currently experiencing any symptoms of illness? ? Yes ? No
  • If yes, please specify: ___________________________________________
• Have you been diagnosed with any illness that may affect your ability to work? ? Yes ? No
  • If yes, please provide details: ___________________________________________

Travel History Declaration (if applicable):

• Have you traveled outside the country in the past 14 days? ? Yes ? No
  • If yes, list the countries visited: ___________________________________________
• Have you been in contact with anyone who has tested positive for COVID-19 or any other contagious illness? ? Yes ? No

Absence Reason Declaration (if applicable):

• Reason for Absence: ___________________________________________
• Start Date of Absence: ___________________________________________
• End Date of Absence: ___________________________________________

Conflict of Interest Declaration (if applicable):

• Do you have any potential conflicts of interest in your current role? ? Yes ? No
  • If yes, please describe: ___________________________________________

Additional Comments (if applicable):

Please provide any additional information that may be relevant to your declaration:

Declaration:

I, the undersigned, hereby declare that the information provided is true, complete, and accurate to the best of my knowledge. I understand that providing false or misleading information may lead to disciplinary actions, including termination of employment.

• Employee Signature: ___________________________________________
• Date: ___________________________________________

For Employer Use Only:

• Verified By: ___________________________________________
• Date: ___________________________________________

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Onboarding Employee Declaration Form

Employee Information:

• Full Name: ___________________________________________
• Employee ID: ___________________________________________
• Department: ___________________________________________
• Job Title: ___________________________________________
• Date of Joining: ___________________________________________

Personal Details Declaration:

1. Contact Information:
   • Phone Number: ___________________________________________
   • Email Address: ___________________________________________
   • Residential Address: ___________________________________________
2. Identification:
   • National Identification Number/SSN: ___________________________________________
   • Passport Number (if applicable): ___________________________________________
   • Tax Identification Number: ___________________________________________
3. Emergency Contact:
   • Emergency Contact Name: ___________________________________________
   • Relationship: ___________________________________________
   • Phone Number: ___________________________________________

Previous Employment Declaration:

• Have you worked in any organization prior to this employment? ? Yes ? No
  • If yes, please provide details:
    • Company Name: ___________________________________________
    • Position Held: ___________________________________________
    • Reason for Leaving: ___________________________________________
• Have you signed any non-compete or confidentiality agreements with your previous employer? ? Yes ? No
  • If yes, please provide details: ___________________________________________

Bank Account Details for Salary Payment:

• Bank Name: ___________________________________________
• Account Number: ___________________________________________
• Branch Code: ___________________________________________

Health and Fitness Declaration:

• Do you have any medical conditions that may affect your ability to perform your job duties? ? Yes ? No
  • If yes, please describe: ___________________________________________
• Have you undergone a pre-employment medical examination? ? Yes ? No
  • If yes, provide the result: ___________________________________________

Tax and Benefits Declaration:

• Do you have any dependents? ? Yes ? No
  • If yes, list their names and relation: ___________________________________________
• Are you eligible for any tax benefits? ? Yes ? No
  • If yes, please specify: ___________________________________________

Confidentiality and Code of Conduct Acknowledgement:

I understand that as part of my employment, I will be required to adhere to the company’s code of conduct, confidentiality agreements, and any policies that are relevant to my position. I agree to maintain the highest level of integrity and professionalism while working at this organization.

Declaration:

I, the undersigned, declare that all the information provided above is true and accurate to the best of my knowledge. I understand that providing false information or withholding relevant details may lead to the termination of my employment.

• Employee Signature: ___________________________________________
• Date: ___________________________________________

For Employer Use Only:

• Verified By: ___________________________________________
• Date: ___________________________________________

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Employee Health Declaration Form

Employee Information:

• Full Name: ___________________________________________
• Employee ID: ___________________________________________
• Department: ___________________________________________
• Job Title: ___________________________________________
• Date: ___________________________________________

Health Status Declaration:

1. Current Health Condition:
   • Are you currently experiencing any symptoms of illness? ? Yes ? No
     • If yes, please specify symptoms: ___________________________________________
   • Have you been diagnosed with any medical condition or illness recently? ? Yes ? No
     • If yes, please provide details: ___________________________________________
2. Chronic Conditions:
   • Do you have any chronic health conditions (e.g., diabetes, asthma, heart disease)? ? Yes ? No
     • If yes, please specify: ___________________________________________
3. Medication:
   • Are you currently taking any medication that may affect your work performance? ? Yes ? No
     • If yes, please specify the medication and its purpose: ___________________________________________
4. Allergies:
   • Do you have any known allergies (e.g., food, medication, environmental)? ? Yes ? No
     • If yes, please provide details: ___________________________________________

COVID-19 Related Declaration (if applicable):

1. Symptoms and Exposure:
   • Have you experienced any COVID-19 symptoms in the last 14 days (e.g., fever, cough, difficulty breathing)? ? Yes ? No
   • Have you been in close contact with anyone who has tested positive for COVID-19 in the past 14 days? ? Yes ? No
2. Travel History:
   • Have you traveled internationally or domestically to a high-risk area in the past 14 days? ? Yes ? No
     • If yes, please provide details: ___________________________________________
3. Vaccination Status:
   • Have you been vaccinated for COVID-19? ? Yes ? No
     • If yes, please specify:
       • Vaccine Type: ___________________________________________
       • Date of Vaccination: ___________________________________________

Fitness for Work Declaration:

• Do you believe you are fit to carry out your duties without risk to yourself or others? ? Yes ? No
  • If no, please provide details: ___________________________________________
• Have you consulted a healthcare professional about your fitness for work recently? ? Yes ? No
  • If yes, please provide details: ___________________________________________

Additional Health Information (if applicable):

• Please provide any additional health-related information that may be relevant to your role:

Declaration:

I, the undersigned, declare that the information provided above is true and accurate to the best of my knowledge. I understand that providing false information or withholding relevant details may lead to disciplinary actions, including termination of employment.

• Employee Signature: ___________________________________________
• Date: ___________________________________________

For Employer Use Only:

• Verified By: ___________________________________________
• Date: ___________________________________________

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Browse More Templates On Employee Declaration Forms

Sample Pre Employee Declaration Form Template

Employee Declaration Application Form Template

How to Prepare a Employee Declaration Form?

• Define the Purpose: Clearly state the purpose of the declaration form. This could be for tax declarations, conflict of interest information, or personal data verification. You can also see more on Self-Declaration Form.
• Include Employee Details: Design the form to capture all necessary employee details such as full name, employee ID, department, position, and date of hiring.
• Specify Declaration Topics: Decide what topics need to be declared. These could include financial interests, health status, prior convictions, or compliance with workplace policies.
• Draft Clear Statements: Write clear and precise statements for employees to declare information relevant to each topic. Ensure that the language is straightforward and comprehensible. You can also see more on Employee Details Forms.
• Provide Instructions for Completion: Include specific instructions on how to fill out the form, highlighting areas that require particular attention or need to be completed in a certain way (e.g., signing, dating, and if any documentation needs to be attached).
• Include a Confidentiality Statement: Assure employees of the confidentiality of their disclosures, explaining how the information will be used and who will have access to it.
• Add a Declaration and Signature Section: Provide a space at the end of the form where employees can declare that their statements are true to the best of their knowledge and sign to confirm this.
• Review and Update Regularly: Regularly review the declaration form to ensure it remains relevant and compliant with any legal changes. Update the form as necessary to meet new regulatory requirements or internal policy changes. You can also see more on Financial Declaration Forms.

Employee Tax Declaration Form Example

Sample Employee Equity Declaration Form PDF

Why You Need an Employees Declaration Form?

• Compliance with Legal Requirements: Many industries have specific regulatory requirements that mandate employee declarations for tax, health, and safety compliance. The form ensures that all legal obligations are met. You can also see more on Employee Tax Forms.
• Verification of Information: It helps in verifying the accuracy of information provided by employees upon recruitment or during their tenure, such as qualifications, experience, and personal details.
• Conflict of Interest Prevention: By having employees declare any potential conflicts of interest, an organization can manage and mitigate risks associated with conflicts that might affect decision-making or integrity in operations. You can also see more on Declaration Statement.
• Maintaining Workplace Safety: Declaration forms can include health-related questions that help in assessing whether an employee is fit to perform certain tasks, thereby maintaining safety standards at work.
• Protection from Liability: In case of any legal disputes or challenges, a duly filled declaration form can provide the organization with documentary evidence that certain information was disclosed by an employee, protecting the organization from potential liabilities.
• Ensuring Policy Compliance: Employees can declare their understanding and compliance with various organizational policies like code of conduct, privacy policy, and others, which helps in reinforcing these policies.
• Facilitates Auditing Processes: Employee declarations make it easier to audit internal processes and compliance with external regulations. This can be particularly important for financial, health, and safety audits.
• Transparency and Trust: Encouraging transparency through such forms helps to build trust between employees and management, ensuring that everyone is held to the same standards and obligations within the organization. You can also see more on Customs Declaration Form.

Crimtrac Employee Declaration Form Template

Employee declaration form sample are important to prevent any untoward incidents from happening in the workplace. These may be caused by employees who have had previous criminal records that they failed to declare under deliberate circumstances. In some countries, employees who have past criminal records are barred from any white- or blue-collar jobs for the safety of other employees. However, with the advances in human rights and equal opportunity laws, most individuals who’ve had minor criminal history records have become employable again.

Before being hired, however, individuals who’ve had criminal history need to fill out the employee declaration form for a full and honest disclosure of their criminal past. The same holds true for ordinary individuals even without criminal pasts. This is to ensure honesty and openness in the workplace. This is also needed for background checks and to ask past employers how a certain individual performed in his previous work. This may be needed to assess his performance evaluation prior to being hired. Psychologists often cite patterns in the productivity of workers based on their previous performances in the workplace. This is needed to find out if the individual voluntarily resigned or was fired from work either from being unproductive or for some misdemeanor that warranted his or her firing.

For other samples, please check on our website’s Employee Evaluation Forms and Employee Review Forms for companies who need guidelines on how to conduct employee evaluations. These may be used to assess performance and productivity either for streamlining the labor force or improving productivity. These are all free for downloading and can be printed from either Word Doc or PDF.

Employee Declaration Form in PDF

Employee Medical Declaration Form Template

Sample Employee Investment Declaration Form Template

Benefits of Employee Declaration Forms

• Enhanced Transparency: These forms foster an environment of openness by ensuring that employees disclose relevant personal and professional information, which can affect their roles and responsibilities within the organization. You can also see more on Sign Off Form.
• Risk Management: By collecting information on potential conflicts of interest or other risk factors, organizations can proactively address issues before they escalate, thereby safeguarding the organization’s interests and maintaining operational integrity.
• Legal Protection: Declaration forms provide a record that can be crucial for legal compliance and protection. They serve as evidence that the organization has collected necessary information and taken steps to ensure employees are aware of their obligations. You can also see more on Attestation Forms.
• Improved Compliance: These forms help ensure that employees are compliant with both internal policies and external regulatory requirements, reducing the risk of fines and penalties for non-compliance.
• Facilitates Audits: Employee declarations make internal and external audits more efficient by providing ready documentation of employee compliance and disclosures, aiding in quicker and more effective audit processes.
• Employee Accountability: They promote accountability as employees must acknowledge and assert the truthfulness of their provided information, thereby making them more conscious of their disclosures and responsibilities.
• Streamlines Onboarding: For new hires, declaration forms can be part of the onboarding process, ensuring that all necessary disclosures are made at the start of employment, which helps in setting clear expectations and responsibilities. You can also see more on Requisition Form.
• Supports Ethical Standards: By mandating declarations regarding conflicts of interest and other ethical concerns, organizations can uphold high ethical standards, thereby fostering a culture of honesty and integrity.

Employee Income Tax Declaration Form Template

For employee tax declaration forms, these are needed for when it’s the individual’s first job fresh from school and come prerequisite prior to being issued a Tax Identification Number (TIN). Either the individual is just starting out on the job or when he or she has switched employment.

Medical declaration forms meanwhile are mandatory for every individual before he or she begins to work analysis. This is to ensure the employee is fit to work, otherwise the company may become liable if any of the employees suffer serious illness arising from not declaring an existing ailment or medical condition. It’s very important for employees to be medically fit and be honest about their physical condition prior to being hired. This is especially important for jobs that demand rigorous physical effort.

For more of employee evaluation samples, please check out our Employee Review Forms. These come with explanatory guidelines and checklists that companies can use or modify according to their own specifications. These are also free for downloading and can be printed for reproduction.

Can I write a declaration myself?

Yes, you can write a declaration yourself. It should be clear, factual, and include relevant information. Declarations are often signed and, in some cases, may need to be notarized for authenticity. You can also see more on Employee Exit Forms.

What is the purpose of a declaration letter?

A declaration letter serves as a formal statement of facts or intentions, often used in legal, business, or personal contexts to confirm information, clarify agreements, or assert a commitment. It ensures clarity and accountability.

How do I get a declaration letter?

You can create a declaration letter yourself or request one from an authorized individual or organization. It should be written clearly, accurately, and may require signatures or notarization to validate its authenticity. You can also see more on Employee Statement Forms.

What is a work declaration?

A work declaration is a formal document where an employee or employer states specific work-related details, such as duties, employment status, or compliance with policies. It helps in verifying and documenting employment-related facts.