Looking to improve diversity and inclusion in your workplace? Start with the right data.
Download our free EDI (Equality, Diversity & Inclusion) monitoring form to help track representation and make informed, inclusive decisions.
What is an EDI monitoring form?
An EDI monitoring form is a simple but powerful tool used by employers to collect data on the diversity of their workforce or job applicants. It helps you understand how inclusive your organisation is – and where improvements can be made.
This form typically gathers anonymous information around protected characteristics such as age, sex, disability, ethnicity, religion, and sexual orientation, in line with the Equality Act 2010.
How does it work?
The form is usually completed on a voluntary and confidential basis (often during recruitment or onboarding) but it can also be used as part of regular staff surveys.
Here’s how it helps:
- Identifies gaps or trends in representation across roles or departments
- Supports compliance with equality and discrimination legislation
- Informs diversity strategies and action plans
- Demonstrates commitment to fair and inclusive practices
- Builds trust by showing transparency and accountability
Importantly, the data shouldn’t be used to make hiring or employment decisions – it’s about measuring your processes, not the people.
What should be included?
A robust EDI form should give employees or candidates the opportunity to share the following (always with a “prefer not to say” option):
- Age bracket
- Sex/gender identity
- Ethnic group
- Disability status
- Religion or belief
- Sexual orientation
- Marital or civil partnership status
- Caring responsibilities
- Socioeconomic background (optional but increasingly used)
How they heard about the role (to monitor outreach effectiveness)
You should also include:
- A brief explanation of why you’re collecting the data
- A statement about confidentiality and data protection
- Clear voluntary participation wording
Our free template includes all the above in a ready-to-use format.
Start building a fairer workplace today
Collecting EDI data is a key step towards creating a workplace where everyone feels seen, supported, and valued.
Download the template, adapt it for your organisation, and use it to make confident, evidence-based improvements.
FAQs
Do we have to collect EDI data by law?
No, it’s not a legal requirement for all employers – but collecting EDI data is considered best practice, particularly under the Public Sector Equality Duty or if you’re pursuing accreditations like Investors in People or Disability Confident.
Is it GDPR-compliant?
Yes, as long as the data is anonymous, optional, and collected with a clear privacy statement explaining its purpose and use. Our template includes this language for ease.
Can candidates refuse to complete the form?
Absolutely. Participation must be voluntary. No one should feel pressured to share information, and it should never impact hiring or employment decisions.
What do we do with the results?
Analyse trends (e.g. low application rates from certain groups) and use the insights to improve your recruitment, policies, and workplace inclusion efforts.
How often should we collect this data?
Ideally, at key touchpoints: during recruitment, onboarding, and at regular intervals as part of wider EDI strategy reviews.
