Can employers accept electronic copies?

Yes. Employers may accept copies where permitted by policy, but for I-9 purposes original documents generally must be examined in person; follow USCIS guidance and maintain copies according to your document-retention policy.

Are eSignatures valid on the template?

Electronic signatures are valid in the U.S. when they meet ESIGN (15 U.S.C. ch. 96) and applicable state rules such as UETA. For consumer-facing records, provide required ESIGN disclosures.

When is reverification required?

Reverification is required only when an employment eligibility document shows an expiration date. Record the new document and the reverification date in the template.

How long must these records be kept?

I-9 related documents must be retained three years after hire or one year after termination, whichever is later (8 CFR §274a.2). Industry rules like HIPAA may impose longer retention.

Can a notary be used to validate copies?

Some organizations use notarized copies or certified copies for added assurance; state notary and RON rules vary, so verify state-specific requirements before relying on notarization alone.

What if names or numbers do not match?

Do not alter original documents. Note the discrepancy, request corrected documentation, and log actions. For persistent mismatches, consult legal counsel before making employment decisions.

Electronic Signature
Templates
Miscellaneous
Business LPRs Template

Business LPRs Template

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

BUSINESS LPRS TEMPLATE

This Business Services Agreement (the Agreement) is entered into as of (Effective Date), by and between:

Business Name: Business Address: Service Provider Name: Service Provider Address:

RECITALS

WHEREAS, Business Name: seeks certain services related to legal permanent resident business processing and related administrative support (the Services); and

WHEREAS, Service Provider Name: represents that it has the experience, personnel and resources to perform the Services on the terms set forth herein; and

WHEREAS, the parties desire to set forth their respective rights and obligations with respect to the Services in this Agreement.

SCOPE OF WORK

1. Services. Service Provider shall perform the Services described below in a professional and workmanlike manner in accordance with industry standards and applicable law.

Detailed Scope of Work:

PAYMENT TERMS

2. Compensation. Business agrees to pay Service Provider fees as set forth below in consideration for the Services rendered.

Total Contract Amount (USD): Payment Schedule / Milestones: Late Payment Fee:

3. Invoicing. Service Provider shall submit invoices in sufficient detail to permit Business to assess charges. Payment is due within the period specified in the payment schedule; undisputed amounts not paid when due shall accrue the Late Payment Fee above until paid in full. Disputed amounts shall be resolved promptly and in good faith.

TERM AND TERMINATION

4. Term. This Agreement shall commence on and continue until unless earlier terminated in accordance with this Agreement.

5. Termination for Convenience. Either party may terminate this Agreement for convenience upon days' prior written notice to the other party.

6. Termination for Cause. Either party may terminate immediately upon written notice if the other party materially breaches any material term and fails to cure such breach within thirty (30) days after receipt of written notice specifying the breach.

CONFIDENTIALITY

7. Confidential Information. "Confidential Information" means any non-public information disclosed by either party in connection with this Agreement, whether disclosed orally, in writing, or by inspection, including but not limited to client lists, business processes, personal identifying information, immigration filing data, financial information, and proprietary methodologies.

8. Obligations. Receiving party shall (a) hold Confidential Information in strict confidence, (b) not disclose Confidential Information to any third party except as expressly permitted in this Agreement, and (c) use Confidential Information solely to perform its obligations hereunder. The obligations shall not restrict disclosure to employees, contractors or advisors who have a need to know and who are bound by confidentiality obligations no less protective than those herein.

Confidentiality Duration (years):

9. Exceptions. Confidential Information does not include information that: (a) is or becomes generally available to the public other than by breach of this Agreement; (b) was already in the possession of the receiving party prior to disclosure; (c) is rightfully received from a third party without restriction; or (d) is independently developed without use of or reference to Confidential Information.

10. Remedies. Receiving party acknowledges that breach of confidentiality would cause irreparable harm and that injunctive relief may be an appropriate remedy in addition to any other remedies available at law or equity.

GOVERNING LAW

11. Governing Law. This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its rules governing conflicts of law. The parties consent to exclusive jurisdiction and venue in the state and federal courts located in that State for any disputes arising under this Agreement.

ENTIRE AGREEMENT

12. Entire Agreement. This Agreement, including any exhibits or attachments signed by the parties, constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, communications and understandings, whether written or oral. No amendment shall be effective except by a written instrument signed by both parties.

MISCELLANEOUS

13. Independent Contractors. The parties are independent contractors and nothing in this Agreement creates an employment, joint venture, agency, or partnership relationship.

14. Assignment. Neither party may assign this Agreement without the prior written consent of the other, except that Business may assign to an affiliate or in connection with a merger, sale of substantially all its assets, or similar transaction.

15. Notices. All notices required or permitted hereunder shall be in writing and delivered to the address set forth above or such other address as either party designates in writing.

First Party - Business Name:

By:

Date:

Second Party - Service Provider Name:

By:

Date:

What the Business LPRs Template Is and when it’s used

The Business LPRs Template is a standardized form businesses use to collect, verify, and track evidence of lawful permanent resident (LPR) status for employees, contractors, or applicants. It centralizes identity and immigration documentation, records verification steps, and supports compliance with federal employment eligibility rules. Organizations use the template during onboarding, rehire, or vendor onboarding to document receipt of green card copies, USCIS receipts, or other acceptable List B/C documents and to log who reviewed and retained the records.

Why a consistent LPR record matters for business compliance

A clear, consistent template reduces errors, creates an audit-ready trail, and helps satisfy federal employment verification requirements. Structured records simplify audits, reduce re-verification delays, and provide a defensible process if documentation questions arise.

Who commonly completes and reviews Business LPRs templates

Employers, HR administrators, hiring managers, and compliance teams typically complete and maintain LPR records during hiring and onboarding.

HR administrators: Prepare and retain employee immigration records, ensure completeness.
Hiring managers: Collect initial documentation and forward to HR for verification.
Legal / compliance teams: Review edge cases and maintain audit readiness.

External HR providers, payroll administrators, and legal counsel may also access or review completed templates for compliance and recordkeeping.

Core sections to include in a professional Business LPRs Template

A robust template combines identity fields, document details, reviewer attestations, retention instructions, amendment history, and a signature block to create a complete compliance record.

Identity

Full legal name, date of birth, and employee or contractor ID to uniquely identify the person.

Document Details

Type of evidence (e.g., Permanent Resident Card), issuing agency, document number, and expiration date where applicable.

Verification Log

Who inspected the document, inspection date, and method used to confirm authenticity.

Attestation

Signed reviewer declaration confirming examination and that copies are true and accurate.

Retention Notes

Record retention instructions and the applicable legal basis for retention periods.

Amendments

Change history for corrections, reverifications, or status updates with dates and reviewer initials.

Essential fields and brief guidance

Full name: Use legal name

Date of birth: MM/DD/YYYY

Document type: Permanent Resident Card

Document number: Exact alphanumeric ID

Inspection date: MM/DD/YYYY

Reviewer name: Printed name and title

Step-by-step: completing the Business LPRs Template

Follow these steps in order to collect documentation, verify authenticity, and record retention details consistently.

01

Collect Documents: Obtain original immigration documentation from the individual.
02

Verify Authenticity: Inspect the document for counterfeit indicators and expiration.
03

Record Details: Transcribe document type, number, and inspection date into the template.
04

Sign and Store: Reviewer signs the attestation and stores the record per retention rules.

How to configure an electronic workflow for the template

Set up routing, authentication, and storage rules so documents move from collection to secure retention with an audit trail.

Field	Configuration
Routing	Auto-route to HR after completion
Authentication	Email link + optional SMS code
Storage	Encrypted cloud archive
Audit Trail	Capture IP, timestamps, and actions

Where completed Business LPRs templates should be sent or filed

Templates should be routed to HR, stored securely, and made available for authorized compliance reviews when required.

HR records: Primary storage for employment files
Payroll: Shared when needed for pay and withholding
Legal team: Access for audits or disputes
Secure archive: Encrypted long-term storage

Digital signing and integration considerations

Use a platform that supports secure e-signatures, audit trails, and integrations with HR or document management systems.

Integrations: Salesforce, NetSuite, Google Workspace
Formats: PDF, DOCX, HTML
Security: TLS in transit, AES-256 at rest

Key timing rules and filing expectations for LPR documentation

Adhere to immediate collection and retention timelines to remain compliant with federal employment verification and recordkeeping rules.

When to collect:

At hire or first day of work

I-9 retention rule:

Retain 3 years after hire or 1 year after termination (8 CFR §274a.2)

Reverification timing:

Reverify only if document expires; log reverification date

Respond to audits:

Provide requested records promptly per agency timelines

Document updates:

Record new document details immediately upon receipt

Common mistakes to avoid when preparing LPR records

Transcribing document numbers with typos, which prevents cross-checking and causes delays in audits.
Using inconsistent name formats across forms, leading to mismatched records in payroll and background checks.
Failing to record the inspection date, which affects I-9 retention calculations and audit readiness.
Storing copies insecurely or without encryption, increasing risk of unauthorized access or data breaches.

Penalties and compliance risks from incorrect records

I-9 violations: $281–$2,789 per violation

Unauthorized employment: Criminal and civil penalties may apply

Data breach exposure: Statutory damages and remediation costs

Recordkeeping failures: Fines and administrative sanctions

Business disruption: Operational delays during investigations

Reputational harm: Loss of trust with employees and regulators

Comparing common eSignature options for processing Business LPRs templates

Choose an eSignature provider that supports required compliance features; the table compares starting price, trial options, bulk send, audit trail, HIPAA support, and envelope caps.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Real-world examples of templated verification in practice

These summaries illustrate how organizations integrate a standardized LPR template into hiring, vendor onboarding, and compliance workflows.

Optica Ventures LLC

Optica integrated a central verification form to streamline onboarding.

The template reduced follow-ups for missing documents.
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Fertility Centers of Illinois

A healthcare provider standardized LPR intake during recruitment.

Staff could consistently capture inspection dates and reviewer names.
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Frequently asked questions about Business LPRs templates

Answers to common questions about completion, e-signature validity, retention, and handling of expired or missing documentation.

Need help? Contact support

Can employers accept electronic copies?
Yes. Employers may accept copies where permitted by policy, but for I-9 purposes original documents generally must be examined in person; follow USCIS guidance and maintain copies according to your document-retention policy.
Are eSignatures valid on the template?
Electronic signatures are valid in the U.S. when they meet ESIGN (15 U.S.C. ch. 96) and applicable state rules such as UETA. For consumer-facing records, provide required ESIGN disclosures.
When is reverification required?
Reverification is required only when an employment eligibility document shows an expiration date. Record the new document and the reverification date in the template.
How long must these records be kept?
I-9 related documents must be retained three years after hire or one year after termination, whichever is later (8 CFR §274a.2). Industry rules like HIPAA may impose longer retention.
Can a notary be used to validate copies?
Some organizations use notarized copies or certified copies for added assurance; state notary and RON rules vary, so verify state-specific requirements before relying on notarization alone.
What if names or numbers do not match?
Do not alter original documents. Note the discrepancy, request corrected documentation, and log actions. For persistent mismatches, consult legal counsel before making employment decisions.

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