Can this be signed electronically?

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

Do I still need an I-9?

Yes. Employers must complete a Form I-9 for U.S. hires and retain it per 8 CFR §274a.2; electronic completion is permitted when the platform supports required verification and retention controls.

When is notarization required?

Most joining forms do not require notarization. Notarization or witnesses are only required for specific attestations or state-specific documents; check local law.

How long must records be kept?

Follow federal minima: tax records three years (IRC §6501(a)); retain I-9 per 8 CFR §274a.2; HIPAA-covered records six years per 45 CFR §164.530(j).

What if an employee enters incorrect data?

Correct errors promptly via an updated signed form and record the change in the file; maintain an audit trail showing who made the correction and when.

Are additional disclosures required for consumer-facing records?

Yes. For consumer-facing financial or healthcare records, ESIGN requires a consumer disclosure about the option to receive paper and procedures to withdraw consent.

Electronic Signature
Templates
HR
Employee Joining Form

Employee Joining Form

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

EMPLOYEE JOINING FORM

Company Name: Employee Name:

Personal Information

Permanent Address

Phone Number:

Email Address:

Date of Birth:

Social Security No. (last 4):

Emergency Contact:

Emergency Contact Phone: Relationship:

Position Information

Job Title Department

Reporting Manager:

Proposed Start Date:

Work Location:

Employment Type: Full-time Part-time Temporary Contractor

Salary/Compensation:

Pay Frequency:

Probationary Period (if applicable): Scheduled Hours/Shift:

Employment History (Most Recent First)

Previous Employer 1 — Company Name

Title/Position:

Start Date:

End Date:

Primary Responsibilities Reason for Leaving Previous Employer 2 — Company Name

Title/Position:

Start Date:

End Date:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Earned Institution

Major/Field of Study: Graduation Date:

Other Professional Certifications

References (Professional)

Reference 1

Phone: Email: Relationship:

Reference 2

Phone: Email: Relationship:

Reference 3

Phone: Email: Relationship:

Legal Disclosures and Authorizations

At-Will Employment: The employment relationship between the employee and the company is at-will, unless a written agreement signed by an authorized company representative states otherwise. Either the employee or the company may terminate employment at any time, with or without cause or notice.

Equal Opportunity: The company maintains a policy of equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, disability, age, genetic information, or any other classification protected by applicable law.

Background Checks and Verification: I authorize the company and its authorized agents to verify any information contained in this form, including education, employment history, criminal history, and other background checks as may be permitted by law. I understand that employment may be conditioned upon satisfactory completion of such checks.

Consent to Drug Screening: I consent to any drug and alcohol testing required by the company as a condition of employment, in accordance with the company policy and applicable law.

Background Check Consent: I consent to a background check as described above.

Drug Test Consent: I consent to drug and alcohol screening as required.

Applicant Certification and Acknowledgements

I certify that all information provided on this form is true, complete, and correct to the best of my knowledge. I understand that any misrepresentation or omission of material facts is grounds for refusal of employment or, if employed, termination. I authorize previous employers and listed references to provide information concerning my employment, character, and qualifications.

Additional Information or Notes (optional)

Employee Name:

By:

Date:

What the Employee Joining Form Is and When It’s Used

An Employee Joining Form is a standardized HR document used to collect essential new-hire information and acknowledgements at the start of employment. It typically gathers personal details, tax and direct deposit data, emergency contacts, payroll and benefits selections, and consent for background checks or policy acknowledgements. Employers use it to satisfy federal onboarding requirements (for example, completing an I-9 and W-4), to establish payroll and benefits enrollment, and to create a permanent personnel record that supports compliance, payroll setup, and secure access to company systems.

Why a Complete Employee Joining Form Matters

A properly completed form centralizes new-hire data, reduces onboarding delays, and documents legal consents required under U.S. law. Accurate information expedites payroll, benefits, tax reporting, and I-9 verification while supporting later audits and HR recordkeeping.

Who Prepares, Signs, and Relies on the Form

Human resources coordinates the form while hiring managers and the new employee complete role-specific sections during onboarding.

HR administrators: Collect, verify, and store personnel and tax data to set up payroll and benefits.
Hiring managers: Confirm role, start date, reporting structure, and any position-specific acknowledgements.
New employees: Provide personal identification, tax withholding, direct deposit, emergency contact, and signature consent.

Proper role separation reduces errors, ensures compliance, and clarifies who is responsible for verification and retention.

Typical Signers and Their Responsibilities

HR Manager

The HR Manager reviews identity documents for I-9 compliance, confirms tax and payroll fields, and countersigns when required; they maintain the official personnel file and ensure retention meets federal and state standards.

New Hire

The new hire supplies personal details, tax forms (W-4), direct deposit information, emergency contact data, and signs acknowledgements; their accurate inputs determine tax withholding and pay setup and must match government IDs for verification.

Essential Sections to Include on a Professional Form

A comprehensive Employee Joining Form groups required items for compliance, payroll, benefits, and security into clear sections so each party knows what to complete and when.

Personal Details

Full legal name, preferred name, date of birth, Social Security number, and current mailing address to establish identity and match tax and payroll records.

Tax and Withholding

Federal and state withholding elections (W-4), filing status and dependents, plus any local tax elections that affect payroll calculations and legal reporting.

Payroll Setup

Direct deposit account information, payroll frequency, tax ID confirmation, and any pre-tax benefit elections needed to process pay correctly from the first payroll.

Verification & Compliance

I-9 documentation checklist, space for verifier initials and date, and consent statements for background checks or drug screening when applicable.

Benefits Enrollment

Health, dental, retirement, and other benefit selections with plan identifiers, effective dates, and beneficiary details where required.

Acknowledgements

Policy acceptance, confidentiality and IP agreements, arbitration or dispute resolution consents, and signature blocks for employee and employer representatives.

Step-by-Step: Completing the Employee Joining Form

Follow these steps to complete the form in order and ensure the employer can onboard, verify, and payroll the new hire without interruptions.

01

Prepare Documents: Gather ID, SSN, and bank details before starting.
02

Enter Personal Data: Fill legal name, address, birthdate, and contact details.
03

Complete Tax Fields: Finish W-4 entries and any state withholding elections.
04

Sign and Submit: Add signature, date, and submit to HR for verification.

Configuring an Online Onboarding Workflow

Set up the digital workflow to collect data, enforce required fields, and route documents to the right verifier and personnel systems.

Field	Configuration
Authentication Method	Email verification with optional SMS code
Conditional Fields	Show benefits only if eligible checkbox selected
Template Naming	Use 'New Hire Template' with versioning
Bulk Send	Enable for cohorts via Premium plan

Technical Considerations for Digital Forms

Ensure the chosen eSignature and form platform supports secure authentication, audit trails, and required integrations with HRIS and payroll.

Integrations: Salesforce, NetSuite, HRIS sync
File Formats: PDF and DOCX supported
Security: TLS and AES-256 encryption

Typical Digital Onboarding Flow

A standard e-onboarding flow organizes document creation, signer assignment, authentication, signature capture, and secure archival.

Upload Template: Upload form and place required fields
Assign Signers: Add employee and HR contact emails
Authenticate Signer: Use email link or SMS code
Archive Record: Store signed copy and audit trail

Key Deadlines and Timing Expectations

Observe federal and employer deadlines for verification, tax elections, benefits enrollment, and document retention to avoid fines or payroll issues.

I-9 Completion:

Complete Section 1 on hire date; Section 2 within three business days

W-4 Submission:

Employee provides W-4 by first payroll to set withholding

Benefits Enrollment:

Enrollment window typically 30–60 days from start date, varies by employer

Background Checks:

Obtain signed consent before running checks per FCRA procedures

Record Access:

Provide employee copies electronically when requested within reasonable timeframe

Onboarding Milestones from Offer to First Review

Track these milestones to coordinate document collection, role access, and initial performance checkpoints across HR and management.

01

Offer Accepted

Candidate signs offer letter and acknowledges start date.

02

First Day Paperwork

Employee completes joining form, W-4, I-9, and direct deposit.

03

Access Provisioned

IT and security grant system accounts and badges.

04

Probation Review

Manager completes 30- or 90-day performance acknowledgment.

Security and Compliance Controls to Require

Encryption: AES-256 at rest

Transport Security: TLS 1.2 / 1.3

Access Controls: Role-based permissions

Audit Trail: Timestamps and IP logs

HIPAA BAA: Executed for PHI workflows

Authentication: Email, SMS, or stronger MFA

Common Mistakes to Avoid When Preparing the Form

Collecting incomplete identification documents that prevent timely I-9 verification and delay payroll processing.
Entering an incorrect Social Security number or name that does not match government records, triggering backup withholding or tax complications.
Omitting signatures or dates on required acknowledgements which can invalidate consent for background checks or benefits enrollment.
Failing to store signed forms securely or to retain records for the legally required period, exposing the organization to compliance risk.

Penalties and Compliance Risks from Errors or Omissions

1099 Penalties: $60–$330 per incorrect/late form

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

Intentional Disregard: $660+ per form without cap

Backup Withholding: 24% withholding rate applies

HIPAA Exposure: Civil penalties and corrective action

Data Breach Risk: Regulatory fines and remediation costs

Real-World Examples of Onboarding Improvements

Organizations streamline new-hire processing by consolidating forms, using templates, and capturing signatures electronically to reduce manual steps.

Optica Ventures

Optica transitioned to electronic onboarding to simplify customer interactions and internal steps.

They reduced paper handling across hires.
As COO Brian Fitzgibbons notes, the interface is simple for staff and easy for new employees, improving turnaround and reducing manual data entry work across departments.

Fertility Centers of Illinois

A healthcare provider standardized electronic forms for hires and patient-related staff documents.

They combined secure workflows with HIPAA controls.
John Butler reported the API and platform flexibility supported compliance needs while enabling faster onboarding and reliable recordkeeping for credential checks.

eSignature Pricing Snapshot for Employee Onboarding

Compare typical starting prices and core capabilities for common eSignature vendors. signNow appears first as the pricing reference point.

	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	Yes, 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

Frequently Asked Questions About the Employee Joining Form

Answers to common questions about signatures, legal validity, and recordkeeping for onboarding documents.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention requirements are met.
Do I still need an I-9?
Yes. Employers must complete a Form I-9 for U.S. hires and retain it per 8 CFR §274a.2; electronic completion is permitted when the platform supports required verification and retention controls.
When is notarization required?
Most joining forms do not require notarization. Notarization or witnesses are only required for specific attestations or state-specific documents; check local law.
How long must records be kept?
Follow federal minima: tax records three years (IRC §6501(a)); retain I-9 per 8 CFR §274a.2; HIPAA-covered records six years per 45 CFR §164.530(j).
What if an employee enters incorrect data?
Correct errors promptly via an updated signed form and record the change in the file; maintain an audit trail showing who made the correction and when.
Are additional disclosures required for consumer-facing records?
Yes. For consumer-facing financial or healthcare records, ESIGN requires a consumer disclosure about the option to receive paper and procedures to withdraw consent.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now