Can this form be e-signed?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and durable record retention requirements are met.

Is notarization required?

Most employee information statements do not require notarization. If a specific acknowledgment or power requires notarization, check state rules and use remote online notarization where permitted.

How long must records be kept?

Retain payroll and tax-related records a minimum of three years per IRC §6501(a); retain I-9 forms per 8 CFR §274a.2 and HIPAA records six years per 45 CFR §164.530(j) where applicable.

What if the SSN or TIN is missing?

A missing or incorrect SSN can trigger 24% backup withholding and delay tax reporting; obtain correct TIN before the first payroll run to avoid penalties.

Who is authorized to sign for the employer?

An authorized representative of the employer—typically HR director, hiring manager, or designated signatory—may sign employer acknowledgments; document delegated authority in policy.

How do we correct errors after signing?

If minor, prepare an addendum or corrected statement signed by the parties. For substantive changes, execute a replacement form with clear version control and retain the prior record per retention policy.

Electronic Signature
Templates
HR
Employee Employment Information Statement

Employee Employment Information Statement

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

EMPLOYEE EMPLOYMENT INFORMATION STATEMENT

Personal Information

Employee Name:

Current Address

Phone

Email

Position Information

Position / Job Title

Department

Reporting Manager

Proposed Start Date:

Salary / Wage:

Emergency Contact

Name

Relationship

Phone

Employment History (Most Recent First)

Employer 1

Company

Job Title:

Start Date:

End Date:

Primary Duties / Responsibilities Reason for Leaving

Employer 2

Company

Job Title:

Start Date:

End Date:

Primary Duties / Responsibilities Reason for Leaving

Education

Highest Degree / Certification Institution

Graduation Date:

Professional References

Reference 1

Name

Phone

Email

Relationship

Reference 2

Name

Phone

Email

Relationship

Reference 3

Name

Phone

Email

Relationship

Legal Disclosures

At-Will Employment: Employment with the company is not for a fixed term and is at-will. Either the employee or the employer may terminate the employment relationship at any time, with or without cause and with or without notice, except to the extent otherwise provided by applicable law or a signed written agreement specifically stating otherwise.

Equal Employment Opportunity: The company prohibits discrimination or harassment on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status or any other protected characteristic under applicable law. Employment decisions are made on the basis of business needs, job requirements and individual qualifications.

Applicant Certification and Authorizations

I certify that all information provided in this Employee Employment Information Statement is true, complete and correct to the best of my knowledge. I understand that any false, misleading, omitted or incomplete information may disqualify me from employment consideration or be grounds for termination if discovered after hire.

Authorization to Verify: I authorize the company and its designated agents to verify all statements contained herein and to obtain information concerning my character, employment history, education, credentials, driving record and other matters as may be relevant to the position for which I am applying. I expressly authorize former employers, educational institutions, references and other persons to provide the company with any and all information they may have regarding me, and I release such persons and the company from any liability arising from their providing or receiving such information.

Background Checks and Drug Testing: As a condition of employment, I understand the company may require background checks, criminal record checks and drug/alcohol testing where permitted by law. I agree to comply with such testing and provide any authorizations necessary for the company to obtain such information.

I acknowledge the foregoing statements (check to acknowledge) I acknowledge and consent

Additional Information

Notes or Additional Disclosures

Employee Name:

Signature:

Date:

What the Employee Employment Information Statement Is

An Employee Employment Information Statement is a standardized HR document used to collect and record an employee's key personal, employment, tax, and benefit information during onboarding or when details change. It typically includes legal name, contact information, tax withholding selections, employer-assigned identifiers, job title, start date, and consent or authorization signatures. The form supports payroll setup, benefits enrollment, background checks, and compliance with recordkeeping obligations under federal rules such as ESIGN (15 U.S.C. ch. 96) and UETA, while enabling secure electronic completion and e-signature workflows for distributed teams.

Why a Clear, Consistent Statement Matters

A consistent Employee Employment Information Statement reduces onboarding friction, centralizes required data for payroll and benefits, and documents consent and authorization for HR purposes.

Who Prepares and Who Receives the Statement

HR and payroll teams prepare or request the statement during hiring and status changes.

HR managers and recruiters processing new-hire paperwork and verifications.
Payroll and finance teams configuring withholding and direct deposit details.
Benefits administrators enrolling employees in health, retirement, and ancillary plans.

Hiring managers, benefits administrators, and payroll processors use the completed data to configure systems and meet regulatory obligations.

Step-by-Step: Complete and Submit the Statement

Follow these sequential steps to collect, verify, sign, and store the Employee Employment Information Statement efficiently and compliantly.

01

Gather Documents: Collect ID, SSN proof, and eligibility documents.
02

Complete Fields: Enter information precisely in required formats.
03

Verify Accuracy: HR reviews and confirms identity and data.
04

Sign and File: Obtain signature(s) and store in personnel record.

Typical Digital Workflow for Electronic Submission

A common eSubmission workflow reduces manual handoffs: upload, place fields, authenticate signer, capture signature, and archive with an audit trail.

Upload Document: Import PDF or DOCX to the eSignature platform.
Place Fields: Add name, date, signature, and conditional fields.
Send to Signer: Deliver by email link, SMS code, or integrated portal.
Receive Signed Copy: Signed PDF and audit trail are returned and stored.

Configure an Online Form: Key Settings

When converting the paper statement to an online form, configure validation, conditional fields, signer authentication, and routing to reflect your HR process.

Field	Configuration
Name Field	Required; auto-fill from HRIS where available
Date Field	Enforce MM/DD/YYYY and current or past date
Conditional Sections	Show benefit options only for eligible hires
Authentication	Email + SMS code or SSO for stronger identity proof

Delivery Options and Platform Requirements

Choose platforms that support PDF and DOCX, audit trails, and enterprise integrations like HRIS or payroll.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace for automated routing
File Formats: PDF and DOCX supported; maintain original file fidelity
Authentication: Email, SMS, SSO; use stronger methods for sensitive hires

Core Components to Include in a Professional Statement

A complete Employee Employment Information Statement balances operational detail with legal authorizations so HR, payroll, and compliance teams can act on the record.

Employee Identity

Legal name, date of birth, SSN/TIN, and government ID references to verify identity and support background checks and tax reporting.

Employment Details

Position, department, manager, work location, and start date to feed HRIS and determine eligibility for benefits and termination timelines.

Compensation

Base salary or hourly rate, pay frequency, exempt/nonexempt classification, and any commission or bonus structure relevant for payroll.

Tax Withholding

Federal and state withholding elections, withholding allowances or flat amount, and backup withholding indicators for tax compliance.

Benefits Enrollment

Selections for health, retirement, and other benefits, plus effective dates and beneficiary information when applicable.

Authorizations

Signed acknowledgments for company policies, employment at-will statements, and consent for background or drug screening where required.

Security and Compliance Elements to Document

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption at rest

Audit Trail: Complete timestamped activity log

HIPAA: HIPAA-compliant workflows (BAA required)

ESIGN/UETA: Legal e-signature frameworks

Access Controls: Role-based permissions and SSO

Key Penalties and Risks from Errors

I-9 Violations: I-9 penalties $281–$2,789 (8 CFR §274a.2)

Tax Reporting: Incorrect 1099/W-2 penalties under IRC §6721

Backup Withholding: 24% backup withholding for missing TIN

HIPAA Breach: Civil penalties and corrective action

Unauthorized Access: Data breach liability and notification costs

Unclear Consent: Disputed signatures and enforceability risk

Common Preparation Mistakes to Avoid

Entering name variations that do not match government ID, causing verification failures and payroll hold-ups.
Omitting SSN or entering an incorrect TIN, which can trigger backup withholding and delay tax reporting.
Failing to capture a dated signature or consent clause, leading to enforcement and compliance questions.
Using inconsistent address formats or PO boxes only, which can disrupt tax residency and benefits eligibility determinations.

Relevant Deadlines and Timing Expectations

Certain related tax and recordkeeping deadlines affect how and when employee information must be collected and retained.

W-9 Delivery:

Provide upon payer request; no fixed federal deadline

W-2 to Employee:

Employee copies due by January 31 each year

1099-NEC:

Recipient and IRS deadlines by January 31

I-9 Retention:

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

Tax Return:

Federal individual return due April 15 (extensions available)

Key Processing Milestones for a New Hire

Track milestones from offer acceptance through payroll activation to ensure timely benefits enrollment and legal compliance.

01

Onboarding Start

Candidate accepts offer and receives the information statement

02

Verification Complete

IDs and eligibility documents reviewed and approved

03

Payroll Filed

Compensation and withholding configured in payroll system

04

Benefits Activated

Selected benefits go into effect per plan rules

eSignature Vendor Pricing and Feature Snapshot

Compare common eSignature pricing and basic feature availability across major vendors. signNow is shown first for parity in column ordering.

	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 trial	No	No	Yes, limited	Yes, limited
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 Electronic Employee Forms in Use

Organizations across sectors use electronic information statements to accelerate onboarding, maintain audit logs, and integrate with HR systems.

Martin Properties

Local property management firm digitized onboarding to speed move-in staffing

Reduced manual data entry across departments
I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Fertility Centers

Healthcare clinic centralized employee records and secured authorizations for screening

Improved consent tracking for sensitive hires
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.

Practical Tips for Accurate and Efficient Completion

Adopt standard templates, validation rules, and a clear owner for review to reduce rework and compliance risk.

Use Standardized Templates

Maintain a single approved template for the information statement with locked fields for legal language and editable sections for employee input to reduce inconsistency and legal exposure.

Validate Critical Fields

Implement automated validation for SSN format, date formats, and required fields; route incomplete forms back to the signer to prevent payroll and tax errors.

Apply Appropriate Authentication

Select stronger signer authentication for roles with elevated privileges or access to sensitive data; combine email with SMS or SSO where necessary for higher assurance.

Document Retention and Access

Store signed statements in a secure HRIS or document repository with role-based access and an audit trail that records access, edits, and export events for compliance reviews.

Frequently Asked Questions and Troubleshooting

Answers to common questions about electronic completion, legal validity, notarization, and correction processes for the Employee Employment Information Statement.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and durable record retention requirements are met.
Is notarization required?
Most employee information statements do not require notarization. If a specific acknowledgment or power requires notarization, check state rules and use remote online notarization where permitted.
How long must records be kept?
Retain payroll and tax-related records a minimum of three years per IRC §6501(a); retain I-9 forms per 8 CFR §274a.2 and HIPAA records six years per 45 CFR §164.530(j) where applicable.
What if the SSN or TIN is missing?
A missing or incorrect SSN can trigger 24% backup withholding and delay tax reporting; obtain correct TIN before the first payroll run to avoid penalties.
Who is authorized to sign for the employer?
An authorized representative of the employer—typically HR director, hiring manager, or designated signatory—may sign employer acknowledgments; document delegated authority in policy.
How do we correct errors after signing?
If minor, prepare an addendum or corrected statement signed by the parties. For substantive changes, execute a replacement form with clear version control and retain the prior record per retention policy.

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