Can employees sign forms electronically?

Yes for most onboarding forms under the ESIGN Act (15 U.S.C. ch. 96) and UETA, provided the four-part legal test is satisfied: intent to sign, consent to do business electronically, attribution to the signer, and the ability to retain and reproduce the record.

Is Form I-9 allowed to be signed electronically?

Employers may accept electronic signatures for I-9 in many cases, but they must still inspect original identity and employment authorization documents in person unless a legally authorized remote inspection process applies; follow DHS and 8 CFR §274a.2 requirements.

What security controls are recommended?

Use TLS 1.2/1.3 for data in transit and AES-256 at rest, role-based access controls, and audit logs. For HIPAA-covered data, execute a Business Associate Agreement and implement administrative, physical, and technical safeguards.

How long must I keep onboarding records?

Follow federal minima—IRS records three years (IRC §6501(a)), I-9 retention three years after hire or one year after termination (8 CFR §274a.2)—and extend retention per industry rules like HIPAA six years (45 CFR §164.530(j)).

Are remote notarizations accepted for signature authentication?

Remote Online Notarization (RON) is permitted in most states but not uniformly; requirements include identity proofing and audio-video recording. Verify your state notary commission rules before relying on RON.

What if a field is filled incorrectly?

Correct errors promptly and document changes with dated, initialed corrections where appropriate. For tax or I-9 errors, follow IRS and DHS correction guidance to avoid penalties and preserve an audit trail.

Electronic Signature
Templates
HR
Employee Entry Requirements

Employee Entry Requirements

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

EMPLOYEE ENTRY REQUIREMENTS

Personal Information

Full Legal Name Home Address

Phone:

Email:

Position Information

Position Title Department

Reporting Manager:

Start Date:

Salary / Compensation

Employment History

Employer 1 Company Title

Dates Employed:

Reason for Leaving:

Primary Responsibilities

Employer 2 Company Title

Dates Employed:

Reason for Leaving:

Primary Responsibilities

Education

Highest Degree or Certification Institution

Graduation Date:

References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Entry Requirements Checklist

Please indicate items you have provided or will provide prior to or on your first day. Items marked as required must be submitted by the date indicated in your offer or employment packet.

Completed Form I-9 or equivalent proof of identity and employment authorization

If provided, list documents and expiration dates:

Completed federal/state tax withholding forms Direct Deposit (optional)

Routing Number:

Account Number:

Background check authorization

Consent provided: Yes

Pre-employment drug screen (if required) Professional licenses, certifications, or training records

List credential(s):

Immunization or medical clearance (if applicable)

Details or documentary proof:

Signed Employee Handbook acknowledgment Signed confidentiality / nondisclosure agreement (if applicable) Other requirements

Legal Disclosures

At-Will Employment: Employee acknowledges that, unless otherwise agreed in a signed written contract, employment is at-will and may be terminated by either party at any time, with or without cause or advance notice. Nothing in this document creates a contract of employment for any definite period.

Equal Employment Opportunity: Employer is an equal opportunity employer. All personnel decisions will be made without unlawful discrimination based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic under applicable law.

False Statements: Applicant certifies that the information provided in this form is true, complete, and correct to the best of their knowledge. Any false statements, omissions, or misrepresentations may result in withdrawal of an offer or termination of employment.

Authorizations and Certifications

Authorization to Verify: I authorize the employer and its agents to verify the information provided on this form, to contact former employers, educational institutions, references, and licensing bodies, and to obtain background check and consumer report information where permitted by law.

Consent to Background Check and Drug Testing: Where required as a condition of employment, I consent to criminal background checks, motor vehicle record checks, drug testing, and other pre-employment screenings. I understand that an adverse result may affect employment eligibility.

I certify the following (check each):

I certify that all information provided is true and complete.

I consent to verification of my employment, education, and professional credentials.

I consent to pre-employment background screening as required.

Acknowledgment and Applicant Certification

By signing below, I acknowledge that I have read and understood the entry requirements listed above and agree to provide the required documentation by the deadlines communicated to me. I understand that failure to provide required documentation may delay my start date or result in withdrawal of employment offer or termination.

I further certify that I will comply with all workplace policies, including those concerning confidentiality, conflicts of interest, workplace safety, and professional conduct. I understand that certain positions may require additional post-hire verifications and training.

Employee Name:

Signature:

Date:

What the Employee Entry Requirements Cover

Employee Entry Requirements are the collection of onboarding documents and verifications employers request from new hires to establish employment, payroll, benefits, tax withholding, and identity. Typical items include Form I-9 documentation, federal and state tax withholding forms, direct-deposit authorization, background-check consent, nondisclosure agreements, and any industry-specific clearances required before work begins. These records support legal compliance, payroll setup, and personnel files; they form the baseline evidence employers rely on for audits, tax reporting, and regulatory inspections.

Why accurate entry requirements matter

Completing Employee Entry Requirements accurately ensures compliance with federal and state laws, initiates payroll and benefits correctly, and reduces downstream corrections, penalties, and administrative delays for both employer and employee.

Who prepares and completes these forms

Human resources, hiring managers, payroll teams, and new employees collaborate to complete Employee Entry Requirements at hire time.

HR administrators who collect, verify, and retain onboarding records for compliance and payroll setup.
New hires who provide identity documents, tax and bank details, consents, and required signatures.
Third-party providers that perform background checks, benefits enrollment, or aggregate payroll data for the employer.

Vendors such as background-check providers or third-party payroll administrators may also interact with portions of the packet under written agreements.

Signatory roles and responsibilities

HR Manager

HR managers are responsible for distributing forms, verifying identity and employment eligibility documents, ensuring timely completion of tax and payroll setup, and retaining records per regulatory retention schedules.

New Employee

The employee must provide accurate personal data, present acceptable identity and work-authorizing documents, complete tax withholding forms, sign consent and policy acknowledgements, and notify HR of any changes to the provided information.

Core components of a professional entry packet

A complete Employee Entry Requirements packet organizes regulatory forms, payroll setup, security consents, and employer policies so onboarding is consistent and auditable across hires.

Identity Proof

Lists acceptable documents for Form I-9 and employer verification, instructs where to present originals, and records document type and expiration dates for auditability.

Tax Withholding

Includes federal and state withholding forms (for example, W-4 and applicable state forms), guidance on exemptions, and instructions to update withholding when life events occur.

Banking Details

Direct-deposit authorization fields with routing and account numbers, voided-check guidance, and privacy notice for financial data handling.

Background & Screening

Consent and disclosure language for background checks, drug testing, and reference checks, plus vendor contact and expected turnaround times.

Policy Acknowledgments

Signed receipts for employee handbook, confidentiality and nondisclosure agreements, and any role-specific security or safety policies the employer requires.

Benefits Enrollment

Instructions and deadlines to enroll in employer-provided benefits, required beneficiary information, and links to plan summaries or vendor portals.

Essential data collected at entry

Full name: Legal name

Date of birth: MM/DD/YYYY

SSN or TIN: Tax identifier

I-9 documents: ID types

Bank account: Routing and account

Emergency contact: Name and phone

Step-by-step completion checklist

Follow this sequence to complete Employee Entry Requirements and reduce follow-up.

01

Gather documents: Collect IDs, SSN, banking info, and certifications.
02

Complete I-9: Employee completes Section 1; employer verifies documents timely.
03

Submit tax forms: Employee completes W-4 and applicable state withholding forms.
04

Enroll benefits: Provide elections and beneficiary information within deadlines.

Typical digital entry workflow

Digital workflows streamline distribution, capture, and secure storage while keeping an audit trail for compliance.

Upload template: Add your standard entry packet as a PDF or DOCX.
Add fields: Place signature, date, and required text fields for signers.
Send to signer: Deliver via email or secure signing link with authentication.
Capture audit: Save timestamp, IP, and signer attribution for records.

Key configuration settings for online completion

Set these options to match your compliance posture and reduce signer friction.

Field	Configuration
Authentication method	Email link plus optional SMS code or KBA
Signature type allowed	Typed, drawn, or uploaded image signatures
Document retention	Encrypted storage with access logs
Notifications	Automatic reminders and completion alerts

Digital signing and submission considerations

Choose a platform that supports required file formats, secure transmission, and integration with HR or payroll systems.

Supported formats: PDF, DOCX, HTML, and Excel
Integrations: CRM, HRIS, payroll, and cloud storage
Authentication options: Email, SMS, KBA, and SSO

Ensure the vendor provides audit trails, retention controls, and compliance certifications appropriate to your industry; verify HIPAA, SOC 2, or 21 CFR Part 11 support where relevant and document any Business Associate Agreement as required.

Common timing and filing deadlines

Track these statutory and administrative deadlines to avoid penalties and ensure benefits enrollment is timely.

Form I-9 completion window:

Employers must complete verification within three business days of hire.

W-2 to employee:

Provide W-2 forms to employees by January 31 each year.

1099-NEC deadline:

Issue recipient and file by January 31 for nonemployee compensation.

Individual tax return:

Federal 1040 due April 15; extension available with Form 4868.

I-9 retention timing:

Retain for three years after hire or one year post-termination, whichever is later.

Common mistakes to avoid

Missing or expired identity documents at I-9 verification lead to rework and potential compliance citations if not corrected promptly.
Entering incorrect SSNs or tax IDs causes backup withholding, tax-reporting errors, and time-consuming corrections with payroll and the IRS.
Unsigned or undated forms invalidate certain acknowledgements and can require repeat signatures or delay benefit enrollment.
Inconsistent names between IDs, payroll, and tax forms increase audit risk and require legal-name-change documentation to reconcile records.

Penalties and legal risks of incorrect entry packets

1099 filing: $60–$330 per form (IRC §6721)

Intentional disregard: $660+ per form, no cap

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

Backup withholding: 24% withholding required

HIPAA breach exposure: Civil and possible criminal penalties

Recordkeeping failures: Regulatory fines and audit findings

Real-world examples of entry requirement use

These customer snapshots show how organizations reduced friction and kept compliance records consistent during onboarding.

Case Study — Martin Properties

A small real estate firm centralized its entry packet to reduce back-and-forth paperwork and speed move-in processes.

Quick validation on mobile reduced time-to-complete.
"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."

Case Study — Fertility Centers of Illinois

A healthcare provider standardized patient and staff entry forms to capture consents and HIPAA acknowledgements consistently.

Templates enforced required language.
"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."

eSignature vendor comparison for Employee Entry Requirements

Compare core pricing and capability traits commonly relevant to onboarding workflows; signNow appears first for vendor parity.

	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	Free trial	Free trial	Free trial	Free trial
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How to download, export, and archive completed packets

Export options and file formats affect how you integrate completed entry packets with HRIS and payroll systems.

PDF export

Download a signed PDF/A with embedded audit trail and tamper-evident properties to preserve the record for long-term storage and legal defensibility.

DOCX export

Export editable DOCX copies for internal recordkeeping or to generate customized templates for role-specific onboarding.

CSV data

Extract field-level data as CSV for bulk import into HRIS, payroll, or applicant-tracking systems to automate downstream processing.

Secure archive

Store completed packets in encrypted cloud storage with access controls and retention policies that align with your legal obligations.

Frequently asked questions about Employee Entry Requirements

Answers to common legal, technical, and process questions when collecting and storing entry documents for new hires.

Need help? Contact support

Can employees sign forms electronically?
Yes for most onboarding forms under the ESIGN Act (15 U.S.C. ch. 96) and UETA, provided the four-part legal test is satisfied: intent to sign, consent to do business electronically, attribution to the signer, and the ability to retain and reproduce the record.
Is Form I-9 allowed to be signed electronically?
Employers may accept electronic signatures for I-9 in many cases, but they must still inspect original identity and employment authorization documents in person unless a legally authorized remote inspection process applies; follow DHS and 8 CFR §274a.2 requirements.
What security controls are recommended?
Use TLS 1.2/1.3 for data in transit and AES-256 at rest, role-based access controls, and audit logs. For HIPAA-covered data, execute a Business Associate Agreement and implement administrative, physical, and technical safeguards.
How long must I keep onboarding records?
Follow federal minima—IRS records three years (IRC §6501(a)), I-9 retention three years after hire or one year after termination (8 CFR §274a.2)—and extend retention per industry rules like HIPAA six years (45 CFR §164.530(j)).
Are remote notarizations accepted for signature authentication?
Remote Online Notarization (RON) is permitted in most states but not uniformly; requirements include identity proofing and audio-video recording. Verify your state notary commission rules before relying on RON.
What if a field is filled incorrectly?
Correct errors promptly and document changes with dated, initialed corrections where appropriate. For tax or I-9 errors, follow IRS and DHS correction guidance to avoid penalties and preserve an audit trail.

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