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Template · Client
Payroll New Starter Information Request Template (UK, Free)
Collect all necessary data to add new employees to your payroll system accurately.
Built by a practising Chartered Accountant · Unlimited users · 60-day free trial · Last updated 23 September 2026
Quick answer
A payroll new starter information request collects essential details such as full name, address, NI number, and tax code information (usually via a P45 or starter checklist). This ensures the correct tax and NI are deducted from the first payday.
Who is this sent to, and when?
- Sent to
- Client
- When to send it
- Whenever a client hires a new employee
What details do you need for a new starter?
You need personal identification, tax history, and bank details to process payroll.
To avoid HMRC payroll errors, ensure you get all the mandatory fields for the Real Time Information (RTI) submission.
- Full legal name and home address
- National Insurance (NI) number
- Date of birth and gender
- P45 from the previous employer
- HMRC Starter Checklist (if no P45)
- Bank account details for payment
- Student loan repayment status
Preview the template
Check the current process on GOV.UK before sending — many requests are now made online.
Payroll New Starter Information Request Template (UK, Free)
Subject: New Starter Information Required - [Employee Name]
Dear [Client Name],
To ensure we can add your new employee, [Employee Name], to the payroll accurately, please provide the following information:
Full legal name and home address.
Date of Birth.
National Insurance Number.
A copy of their P45 from their previous employer (or a completed HMRC Starter Checklist).
Bank
Preview shows the opening and key sections. The full editable file is free to download below.
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Send this from Remindoo
Save it once in Remindoo and send it from there. Store the wording as an email template, then use tokens so client names, company numbers and dates fill in automatically. Send it to one client or to a filtered group with bulk client emails. For requests that repeat, pair it with automated reminders and a recurring task so it goes out every period without anyone remembering.
Email templates
Standard client messages ready to send.
See featureTokens for emails and tasks
Merge client data into repeatable messages.
See featureClient portal and document sharing
Share requests and documents securely, not by email.
See featureEmployee reporting
Capacity, productivity and deadline performance.
See featureWhat are the common mistakes?
- Missing the NI number
- Using an incorrect tax code
- Forgetting student loan status
- Delaying the RTI submission
- Incorrectly spelling the employee's name
“Automation saves time and no follow-up is missed.”
Frequently asked questions
What if they don't have a P45?
They must complete the HMRC Starter Checklist.
When should I get this info?
Before their first payday to ensure correct tax deductions.
Is the NI number mandatory?
Yes, for accurate record-keeping and HMRC matching.
Can I use the portal for this?
Yes, it is highly recommended for sensitive personal data.
What about right to work?
The employer is responsible for right to work checks, though you should note if they are completed.
Do I need bank details?
Yes, if you or the client are making payments via BACS.
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Sources
Last updated 23 September 2026. General guidance, not regulatory advice.
Why recording every task matters in an accountancy practice
Accounting firms run on deadlines: VAT returns, payroll, confirmation statements, accounts and Self Assessment. Recording every job as a task, with an owner and a date, is the simplest way to make sure nothing is missed.
Avoid penalties
HMRC and Companies House charge penalties for late filing. A task for every deadline, with an internal date before it, gives the team a buffer.
Nothing depends on memory
Recorded tasks mean work continues when someone is off sick, on leave or has left the firm.
Consistent quality
Subtask checklists make every job follow the same steps and reviews, whoever does the work.
Visibility for managers
Filters by owner, status and deadline show at a glance what is late, what is due and who needs help.
Practical tips from UK practice
- Set an internal deadline two to four weeks before every statutory deadline.
- Use recurring tasks for repeat work such as VAT, payroll and bookkeeping.
- Break larger jobs into subtasks, including a review step.
- Comment on the task instead of by email, so the history stays with the work.
Related Remindoo features
Written and reviewed by Waqas Sagar ACA FCCA FMAAT, Chartered Accountant with 18+ years in practice. Founder and MD of Accotax, an ICAEW, ACCA and AAT regulated London practice that has served over 5,000 clients, and founder of Remindoo. Guidance is general; check current GOV.UK and professional body guidance for your firm.
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