Can the application be signed electronically?

Yes. Electronic signatures are generally legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the four ESIGN criteria are met: intent, consent, attribution, and record retention.

When is notarization required?

Notarization or witnesses are only required when state law or a specific document type mandates it. For some states and certain powers of attorney or affidavits, a notary or witnesses remain necessary.

Are there special rules for healthcare hires?

Yes. If the application collects protected health information, apply HIPAA safeguards and execute a BAA with the platform storing PHI; retain records for six years per 45 CFR §164.530(j).

How do I correct an error after signing?

If a signed field is incorrect, create an amendment or new version and have all parties re-sign. Do not alter the executed document without a documented correction and audit trail.

Who can sign on behalf of an employer?

A person with delegated authority, such as an HR officer or hiring manager, may sign employer acknowledgements. Confirm corporate signatory limits in internal policy or governing agreements.

How should records be stored?

Store executed applications in secure systems with access controls and encryption; preserve the audit trail and ensure retention meets IRS, HIPAA, and state requirements.

Electronic Signature
Templates
HR
Employee App Instructions

Employee App Instructions

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

EMPLOYEE APP INSTRUCTIONS

These instructions explain how to complete the attached employment application and what documents are required to process your candidacy. Complete all sections fully and legibly. Incomplete or false information may delay processing or result in disqualification. If a question does not apply, enter "N/A".

Required Documents Checklist

Please provide or indicate the following items with the application. Check all that you will attach or have provided.

Resume/CV

Cover letter (if applicable)

Government-issued photo ID (copy)

Professional licenses/certificates (copies)

Education transcripts (if required)

Reference list (3 professional references)

Personal Information

Full Legal Name Current Address

Primary Phone

Email Address

Position Information

Position applied for:

Department: Reporting Manager (if known):

Date Available to Start Salary Desired

Employment History — Most Recent First

Employer 1

Company Name & Address

Job Title

Start Date

End Date

Primary Responsibilities Reason for Leaving

Employer 2

Company Name & Address

Job Title

Start Date

End Date

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Name Graduation Date

Professional References

Provide three professional references who can speak to your work performance. Include current or most recent supervisors where possible.

Reference 1 — Name

Phone

Email

Relationship

Reference 2 — Name

Phone

Email

Relationship

Reference 3 — Name

Phone

Email

Relationship

Legal Disclosures and Authorizations

At-Will Employment: If employed, your employment relationship with the Company is at-will, which means either you or the Company may terminate the employment relationship at any time, with or without cause or notice, unless otherwise set forth in a written agreement signed by an authorized representative of the Company.

Equal Employment Opportunity: The Company provides equal employment opportunity to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.

Authorizations (check to consent)

I authorize the Company to obtain background checks, including but not limited to criminal history, credit where job-related, and motor vehicle records as permitted by law.

I authorize the Company to contact former employers, educational institutions, and listed references to verify information provided.

I consent to drug and alcohol screening as a condition of hire where required by the Company or applicable law.

I certify that I am legally authorized to work in this country and can provide documentation upon request.

Applicant Certification and Attestation

I certify that all information provided in this application and accompanying documents is true, correct, and complete to the best of my knowledge. I understand that any misrepresentation, falsification, or omission of information may result in rejection of my application or, if employed, disciplinary action up to and including termination.

I understand that employment may be conditioned upon satisfactory completion of reference checks, background checks, verification of credentials and education, and any required pre-employment medical or drug testing in accordance with applicable law.

I certify and acknowledge the statements above.

Have you ever been convicted of a felony?

Yes No

If yes, provide details (use discretion; conviction will not necessarily disqualify you) Additional attachments or notes

Instructions for Submission

Review all entries for completeness and accuracy. Sign and date the certification below. Submit the completed application and required attachments to the hiring contact or the address specified in the job posting. Retain copies of all materials for your records.

Applicant Name:

Signature:

Date:

What the Employee App Instructions are and how they’re used

The Employee App Instructions is a standardized guidance document that accompanies an employee application or onboarding packet. It explains required fields, acceptable formats, supporting documents, and signature processes so the applicant and HR complete the form consistently. The instructions clarify who must sign, whether notarization or witness signatures are needed, and how to submit the finished packet electronically or by mail. When paired with an eSignature workflow, the instructions also outline authentication options, retention expectations, and any industry- or state-specific steps to keep the record legally defensible.

Why clear instructions matter for hiring and compliance

Clear Employee App Instructions reduce candidate confusion, speed review, and limit rework by specifying exact formats, deadlines, and required attachments. They support regulatory compliance for tax, immigration, and privacy obligations and make it easier to capture valid electronic signatures under U.S. law.

Who reads and acts on these instructions

These instructions are designed for job applicants, hiring managers, HR staff, and payroll administrators who process employment paperwork.

Job applicants completing the application and signing acknowledgements before hire.
HR professionals verifying identity, eligibility, and document completeness.
Payroll or benefits teams importing payroll data and enrollment records.

Tailor distribution so each group receives only the sections they need: applicants get completion steps; HR receives verification and storage guidance.

Core parts of professional Employee App Instructions

A complete instruction set groups mandatory fields, ID and verification steps, signature rules, submission channels, timelines, and data-retention guidance so users can finish the app with minimal follow-up.

Applicant Information

List required name, date of birth, contact, and current address fields and explain acceptable formats and ID matching rules for background checks.

Employment Details

Specify position, start date, work location, salary or pay rate, supervisor, and any probationary periods the employer requires.

Eligibility Documents

Identify which identity and work-authorization documents to attach (for example, I-9 lists) and how to present photocopies or RON notary evidence if required.

Tax & Banking

Explain how to complete tax-related inputs (TIN/SSN, withholding elections) and where to securely upload direct deposit forms.

Acknowledgements

Describe required policy acknowledgements, background-check consents, drug-testing notices, and any opt-in election wording.

Signature Block

Clarify who must sign, acceptable eSignature methods, the date format to use, and whether a witness or notary is required.

Security, privacy, and compliance checkpoints

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 storage

Audit trail: Timestamps and IP logs

Privacy law: HIPAA BAA available

Access control: Role-based permissions

Certification: SOC 2 Type II available

Step-by-step: filling out the Employee App Instructions

Follow this quick sequence to complete an employee application accurately and avoid processing delays.

01

Prepare documents: Gather ID, SSN/TIN, bank details, and any licenses before starting.
02

Enter core data: Type full legal name, address, and contact info in required formats.
03

Attach verifications: Upload clear scans/photos of documents or schedule RON notarization if needed.
04

Sign and submit: Sign with an accepted eSignature method and send to HR or upload to the applicant portal.

How to configure an online Employee App workflow

Set up a repeatable template with signer roles, authentication, and notifications to reduce manual steps and maintain an audit trail.

Field	Configuration
Template name	Use clear naming with department and role
Signer order	Applicant first, HR verifier second
Authentication	Email + SMS code or stronger KBA
Notifications	Automatic reminders and completion receipts

Where to send completed applications and related records

Route the signed application to the right systems and people to finalize onboarding and payroll setup.

HR system: Upload signed PDFs into the HRIS for employee recordkeeping.
Payroll team: Send tax and banking details to payroll for new-employee setup.
Hiring manager: Provide a copy for role confirmation and orientation planning.
Archive storage: Store the executed file in a secure repository with retention rules.

Digital submission and system compatibility

Confirm the platform supports required file formats, signer authentication, and produces an audit trail for each signed record.

File formats: PDF, DOCX, and scanned images supported
Integrations: Connects to HRIS and cloud storage
Authentication: Email, SMS, KBA, or SSO options

Ensure the platform provides export options and retention controls so HR can ingest signed documents and maintain chain-of-custody evidence for audits.

Timing and key deadlines to include in instructions

List the application and onboarding timeframes so applicants and staff know when actions are required.

Application submission deadline:

Specify a calendar date or rolling window for candidate responses.

Background check window:

Allow enough time for checks before start date, typically 3–10 business days.

I-9 completion:

Complete Section 1 by hire date; employer completes Section 2 within three business days after hire.

Payroll setup date:

Provide bank info at least one payroll cycle before first payday.

Benefits enrollment:

Specify enrollment deadline, commonly within 30 days of hire.

Common mistakes to avoid when preparing and submitting the application

Providing a nickname or informal name that does not match government ID delays verification and background checks.
Uploading illegible scans or photos of identity documents causes rejection and requires resubmission.
Entering incorrect TIN/SSN can trigger backup withholding or require corrections to payroll and tax filings.
Failing to sign or date acknowledgement fields invalidates consent for background checks and benefits enrollment.

Consequences of incorrect or incomplete Employee App Instructions

I-9 violations: Penalties can range from $281 to $2,789 per violation

Incorrect TIN: May trigger 24% backup withholding

Privacy breaches: HIPAA or state penalties if PHI exposure occurs

Late payroll setup: Employee pay disruptions and potential wage claims

Invalid signature: Document may be unenforceable without proper attribution

Audit risk: Missing records increase exposure during compliance reviews

Real-world examples of electronic onboarding and instruction use

Organizations use structured instructions plus eSignature to streamline onboarding and preserve audit trails.

Martin Properties

Tim Martin found remote execution efficient for real estate hires and contractors

Mobile and offline signing supported critical field work
I can process and execute all of these documents online with 100% compliance and built-in security, allowing timely returns from employees and contractors.

Fertility Centers of Illinois

John Butler emphasized API and responsiveness for enterprise integration

NetSuite and HRIS linkage sped up workflows
The team praised the API and support for integrating signed applications directly into practice management and payroll systems.

How signNow compares with other eSignature vendors for employee onboarding

This vendor comparison highlights core pricing and capability differences commonly considered when enabling electronic onboarding workflows.

	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
Envelope Cap	No envelope cap	100 envelopes/user/year	Plan-dependent	Plan-dependent	Plan-dependent

Frequently asked questions about Employee App Instructions and e-signing

Answers to common concerns about validity, notarization, corrections, and secure storage for completed employee applications.

Need help? Contact support

Can the application be signed electronically?
Yes. Electronic signatures are generally legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the four ESIGN criteria are met: intent, consent, attribution, and record retention.
When is notarization required?
Notarization or witnesses are only required when state law or a specific document type mandates it. For some states and certain powers of attorney or affidavits, a notary or witnesses remain necessary.
Are there special rules for healthcare hires?
Yes. If the application collects protected health information, apply HIPAA safeguards and execute a BAA with the platform storing PHI; retain records for six years per 45 CFR §164.530(j).
How do I correct an error after signing?
If a signed field is incorrect, create an amendment or new version and have all parties re-sign. Do not alter the executed document without a documented correction and audit trail.
Who can sign on behalf of an employer?
A person with delegated authority, such as an HR officer or hiring manager, may sign employer acknowledgements. Confirm corporate signatory limits in internal policy or governing agreements.
How should records be stored?
Store executed applications in secure systems with access controls and encryption; preserve the audit trail and ensure retention meets IRS, HIPAA, and state requirements.

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