Can this form be signed electronically?

Yes. Electronic signatures satisfy federal ESIGN requirements (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are met; exceptions may apply for documents specifically excluded by statute.

Is notarization required for validity?

Not usually for routine employment-period records. Notarization is only required when a specific state statute or contractual term demands it; remote online notarization may be available where authorized.

Who is authorized to sign for the employer?

The signer must have delegated authority per company policy or corporate resolution. Record the signer's printed name, title, and the basis of authority in the personnel file.

How long must we keep the signed form?

Retain per applicable rules: at least 3 years for tax-related records (IRC §6501(a)), I-9 retention rules under 8 CFR §274a.2, and 6 years for HIPAA-covered records (45 CFR §164.530(j)) as applicable.

What if employment dates change after signing?

Prepare a written amendment or replacement form showing the revised dates and obtain fresh signatures. Keep both versions and a clear version history to support audit trails.

How should we verify signer identity?

Use authentication appropriate to risk: email plus verification for routine cases; stronger methods (SMS, KBA, or ID credential analysis) or notarization for high-risk or regulated transactions.

Electronic Signature
Templates
HR
Employee Employment Period Form

Employee Employment Period Form

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

EMPLOYEE EMPLOYMENT PERIOD FORM

Personal Information

Employee Full Legal Name Employee ID (if applicable) Address

Phone Number

Email Address

Position Information

Job Title Department Reporting Manager

Current Period Start Date:

Current Period End Date (if known):

Salary or Hourly Rate

Pay Frequency

Hours per Week

Employment Status (select all that apply)

Full-time Part-time Temporary Contractor

Record of Employment Periods

Use this section to document discrete consecutive or nonconsecutive employment periods for this employee. Include any rehire or leave status and the effective salary or rate that applied during each period.

Period 1

Start Date:

End Date:

Period 1 Position Title Period 1 Department Period 1 Salary or Rate Reason for Period Change (hire, promotion, leave, rehire, separation)

Period 2

Start Date:

End Date:

Period 2 Position Title Period 2 Department Period 2 Salary or Rate Reason for Period Change (hire, promotion, leave, rehire, separation)

Period 3 (Optional)

Start Date:

End Date:

Period 3 Position Title Period 3 Department Period 3 Salary or Rate Reason for Period Change (hire, promotion, leave, rehire, separation)

Previous Employment History (At least two employers)

Previous Employer 1

Company Name

Title/Position:

Dates Employed:

Primary Responsibilities Reason for Leaving

Previous Employer 2

Company Name

Title/Position:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

References (Professional)

Reference 1 - Name

Reference 1 - Relationship Reference 2 - Name

Reference 2 - Relationship Reference 3 - Name

Reference 3 - Relationship

Legal Disclosures

At-Will Employment: Employment, unless governed by a separate, signed written agreement, is at-will. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice. Nothing in this form creates a contract guaranteeing employment for any specific duration.

Equal Opportunity: The employer provides equal employment opportunity without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law. Employment period data will be maintained and used in accordance with nondiscrimination obligations and recordkeeping requirements.

Certifications and Authorizations

I certify that the information contained in this form is true, complete, and correct to the best of my knowledge. I understand that materially false statements, omissions, or misrepresentations may result in disciplinary action up to and including termination.

I authorize the employer to contact prior employers, listed references, educational institutions, and other relevant sources to verify the information provided and to obtain background information necessary for employment-related decisions. I further authorize the release of employment verification and period-specific wage information to authorized internal personnel for legitimate business purposes.

Consent to Background Check: I consent to a background check and acknowledge that any offer or continued employment is conditioned upon satisfactory completion of any required background or reference checks.

Authorization to Release Period Records: I authorize release of employment period and wage records to authorized parties for verification purposes as required by law or organizational policy.

HR Administration Use Only

HR Representative

HR Action Date:

Record Updated By:

Applicant / Employee Certification

By signing below, I acknowledge that I have read and understand the information provided in this Employee Employment Period Form. I certify the accuracy of all dates, positions, wages, and explanations submitted. I acknowledge that this form will be maintained in my personnel file and used for payroll, benefits, accrual, and employment verification purposes.

Employee Printed Name:

Signature:

Date:

What the Employee Employment Period Form Is

An Employee Employment Period Form documents the start date, end date, and basic terms of an employee's active engagement, including position, hours, pay basis, and any probationary interval. Employers and contractors use the form to establish benefits eligibility, payroll setup, and fixed-term assignment boundaries. The form can be completed on paper or as a fillable electronic record; when e-signed it should include an audit trail and be retained under applicable federal and state recordkeeping rules.

Why documenting the employment period matters

Accurate employment-period records reduce ambiguity about start and end dates, support payroll and benefits calculations, and create an auditable trail for disputes or compliance reviews, helping organizations meet federal and state retention and reporting obligations.

Who typically completes or requests this form

Human resources, payroll administrators, hiring managers, and contract supervisors commonly complete or request the Employee Employment Period Form during onboarding, rehire, or fixed-term assignments.

HR and payroll teams use it to determine benefits eligibility and payroll setup.
Hiring managers attach it to offer letters for clear start and end dates.
Contract administrators rely on it to manage end-of-term notices and renewals.

Completed forms become part of the personnel record and should be stored according to company retention policy and applicable law to support audits and employee inquiries.

Core elements to include for clarity and legal value

A professional Employee Employment Period Form includes clear dates, role details, scheduling, compensation basis, benefits eligibility, and signature authority to reduce later disputes and ensure accurate processing.

Employment Dates

Specify the effective start date and, if applicable, the scheduled end date or contract term. Use MM/DD/YYYY format and indicate any probationary period lengths.

Position Details

Include job title, department, reporting manager, and full-time/part-time status. Precise role description reduces later disputes about duties and classification.

Work Schedule

Record standard hours, shift patterns, remote or on-site expectations, and any variable scheduling rules that affect overtime eligibility and payroll calculations.

Compensation Basis

State salary or hourly rate, pay frequency, commission or bonus arrangements, and any conditions that change pay during the employment period.

Benefits & Eligibility

Note benefits start date, probationary waiting periods, eligibility for healthcare, retirement plans, and leave entitlements tied to employment length.

Signatures

Provide signature blocks for employer and employee with printed names and dates; record who has authority to sign on the employer's behalf.

Step-by-step: completing the form from start to file

Follow these steps to complete the Employee Employment Period Form accurately and to ensure proper routing and retention.

01

Gather Details: Collect names, dates, job code, pay rate, and manager approval.
02

Fill Fields: Enter data using MM/DD/YYYY and approved formats.
03

Review & Approve: Manager and HR verify entries and sign.
04

File and Store: Save signed copy in personnel and secure electronic record.

Typical routing and signature flow

Routing generally moves from HR to the hiring manager, to payroll for setup, and then into personnel records, with signatures captured at each required step.

Upload Document: Attach completed PDF to HR system or eSignature platform.
Assign Signers: Add employer, manager, and employee signer roles.
Authenticate Signers: Use email, SMS code, or stronger verification as needed.
Store Audit Trail: Retain signed PDF and audit log for compliance.

Online workflow settings to configure

Configure the online workflow so fields, signers, and notifications match company approval requirements and retention policies.

Field	Configuration
Signature Order	Sequential signing: employer → manager → employee
Authentication	Email authentication with optional SMS code
Conditional Fields	Show end-date field only for fixed-term hires
Retention Tag	Apply HR retention category and archive rules

Platform features and security to verify

Choose a platform that supports secure eSignature capture, audit trails, and the integrations your HR systems require.

Integrations: Connects to HRIS and payroll systems.
File Formats: Exports signed PDF and DOCX formats.
Security: AES-256 at rest; TLS 1.2/1.3 in transit.

Comparing eSignature vendors for signing this form

Vendor choices vary by price, bulk-send features, compliance, and envelope limits; signNow appears first for direct feature comparison.

	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, no credit card	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Penalties and risks from incorrect or missing records

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

Tax Reporting Penalties: 1099 penalties $60–$330 per form (IRC §6721)

Backup Withholding: 24% backup withholding if missing or incorrect TIN

Notarization Errors: Improper notarization can invalidate filings

Data Privacy: HIPAA or state breaches can trigger fines and remediation

Contract Disputes: Unclear dates or missing signatures increase litigation risk

Common mistakes to avoid when preparing the form

Entering inconsistent dates across related documents, which can create payroll errors and contractual disputes requiring formal amendment.
Using informal job titles rather than the HRIS-approved title, causing classification, reporting, or benefits eligibility mismatches.
Failing to capture or retain the audit trail for electronic signatures, undermining proof of signer intent and attribution.
Allowing unauthorized staff to sign without documented delegation, which can invalidate employer commitments and increase legal exposure.

Frequently asked questions about execution and storage

Answers to common operational and legal questions about signing, notarization, retention, and amendments for the Employee Employment Period Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures satisfy federal ESIGN requirements (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are met; exceptions may apply for documents specifically excluded by statute.
Is notarization required for validity?
Not usually for routine employment-period records. Notarization is only required when a specific state statute or contractual term demands it; remote online notarization may be available where authorized.
Who is authorized to sign for the employer?
The signer must have delegated authority per company policy or corporate resolution. Record the signer's printed name, title, and the basis of authority in the personnel file.
How long must we keep the signed form?
Retain per applicable rules: at least 3 years for tax-related records (IRC §6501(a)), I-9 retention rules under 8 CFR §274a.2, and 6 years for HIPAA-covered records (45 CFR §164.530(j)) as applicable.
What if employment dates change after signing?
Prepare a written amendment or replacement form showing the revised dates and obtain fresh signatures. Keep both versions and a clear version history to support audit trails.
How should we verify signer identity?
Use authentication appropriate to risk: email plus verification for routine cases; stronger methods (SMS, KBA, or ID credential analysis) or notarization for high-risk or regulated transactions.

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