Can this form be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention are met.

Is notarization required for a new hire form?

Typically no. Standard employment applications and W-4s do not require notarization. Specific documents or state rules may require notarization for certain attachments.

How should I handle I-9 verification?

Collect Section 1 at hire and complete document verification by the third business day; follow DHS guidance and retain I-9s per 8 CFR §274a.2.

What supporting documents should be attached?

Attach scanned identity documents for I-9, signed W-4, direct deposit authorization, and any consent forms for background checks or drug testing.

Is employee data secure when submitted online?

Secure platforms should provide TLS 1.2/1.3 in transit, AES-256 at rest, access controls, and audit trails; ensure vendors support relevant compliance such as HIPAA via BAA if handling PHI.

How long must I keep the completed form?

Follow retention rules: at least 3 years for payroll/tax records (IRC §6501(a)) and I-9 retention per 8 CFR §274a.2; HIPAA-related records may require 6 years (45 CFR §164.530(j)).

Electronic Signature
Templates
HR
Employee New Application Form

Employee New Application Form

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

Employee New Application Form

Personal Information

Full Legal Name:

Current Address Primary Phone Email Address Alternate Phone

Position Information

Position Applied For:

Department Reporting Manager

Desired Start Date: Employment Type: Full‑time Part‑time Temporary

Salary Expectation

Employment History

Most Recent Employer

Company Name Company Address

Job Title: Supervisor:

Dates Employed: From to Company Phone:

Brief Description of Responsibilities Reason for Leaving

May we contact this employer?

Previous Employer

Company Name Company Address

Job Title: Supervisor:

Dates Employed: From to Company Phone:

Brief Description of Responsibilities Reason for Leaving

May we contact this employer?

Education

Highest Degree or Diploma Institution

Graduation Date: Field of Study:

Professional References

Reference 1

Reference 2

Reference 3

Legal Disclosures and Authorizations

At‑Will Employment: I understand and acknowledge that if employed, my employment will be at will, which means that either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless a written agreement signed by an authorized company representative specifies otherwise.

Equal Opportunity: The employer is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, genetic information, veteran status, or any other protected characteristic under applicable law.

Authorization to Verify: I authorize the company to investigate and verify all information provided on this application, including contacting current and former employers, educational institutions, and references. I further authorize the company to obtain criminal history, credit checks, and other background information as permitted by law. I understand that information obtained will be used only for employment purposes.

Consent to Background Check: I consent to a pre‑employment background check and understand that refusal to consent may disqualify me from further consideration. I certify that I have not knowingly withheld information that would adversely affect my application. I agree to provide additional information necessary to complete background screening.

Eligibility to Work: Are you legally authorized to work in this country? Yes No

Have you ever been terminated or asked to resign by an employer? Yes No

Applicant Certification

I certify that all information provided on this application and in any resume or documentation I provide is true, complete, and correct to the best of my knowledge. I understand that falsification, misrepresentation, or omission of facts may result in refusal to hire or immediate termination of employment, regardless of when discovered. I agree to notify the employer of any changes to this information during my employment.

I authorize the release of information requested by the employer for purposes of verifying my employment and educational background and conducting employment-related screenings. I release all parties providing such information from liability for damages that may result from furnishing such information.

Additional Information (Optional)

Applicant Name:

Signature:

Date:

What the Employee New Application Form Is and when it’s used

The Employee New Application Form is a standardized onboarding document used to collect essential personal, employment, tax, and compliance information from job candidates and new hires. Typical contents include full legal name, contact details, address, Social Security number or TIN for payroll and tax purposes, veteran or disability status where permitted, emergency contact, employment eligibility attestations, and consent for background or drug screening when applicable. Employers use the form to determine payroll setup, benefit enrollment eligibility, and to satisfy recordkeeping obligations such as I-9 and payroll reporting requirements under federal and state law.

Why a clear Employee New Application Form matters

A well-designed form reduces onboarding delays, ensures accurate payroll and tax reporting, and supports regulatory compliance for employment eligibility and privacy laws. Clear fields and required supporting documents lower risk of penalties and misclassification.

Who completes and reviews this form

Assign clear responsibilities for entry, verification, and secure storage to maintain accuracy and meet retention rules.

New hires complete personal, contact, and tax information and sign attestations.
HR or hiring managers verify identity documents and collect any required supporting forms.
Payroll specialists use the data to set tax withholding, direct deposit, and benefits enrollment.

Core sections to include in a professional application

A professional Employee New Application Form groups related data, reduces ambiguity, and supports downstream tasks like payroll setup and eligibility checks.

Personal Details

Collect full legal name, preferred name, date of birth, and government ID details to match payroll and identification records; mismatches cause processing delays.

Contact Information

Request street address, city, state, ZIP, phone, and email so employer can send official notices, tax documents, and emergency communications.

Tax Withholding

Provide W-4 or state withholding selection instructions; accurate entries determine federal and state tax withholding and backup withholding triggers.

Employment Eligibility

Include I-9 attestation and instructions for acceptable identity and employment authorization documents to meet DHS verification obligations.

Banking & Payroll

Collect direct deposit routing and account numbers, pay preferences, and payroll deductions to enable timely and accurate wage payments.

Authorizations

Obtain consent for background checks, drug testing, emergency contacts, and any privacy or data-sharing acknowledgements required by law.

Step-by-step: completing the Employee New Application Form

Follow these steps in order to complete onboarding accurately and reduce rework.

01

Step 1: Enter personal and contact information.
02

Step 2: Provide tax withholding selections (W-4/state form).
03

Step 3: Upload or present identity documents for I-9 verification.
04

Step 4: Sign authorizations and return the completed form to HR.

Configuring the form for online completion and routing

Set fields, conditional logic, and review routing to automate collection and reduce manual handoffs.

Field	Configuration
Required Fields	Mark name, SSN/TIN, DOB, address, and signature as required.
Conditional Logic	Show benefit selection fields only for eligible hires to simplify the form.
Reviewer Routing	Route completed form to HR and payroll for verification and setup.
Retention Tagging	Add metadata for retention schedules and legal holds.

Where completed forms should go and how they are processed

A clear routing plan ensures timely payroll setup and legal compliance.

Submit to HR: HR verifies identity and flags missing items.
Send to Payroll: Payroll adds withholding and pay details.
Store Securely: Place final copy in a secure employee record system.
Share with Benefits: Benefits team enrolls eligible employees per selections.

How to share, sign, and store the form electronically

Ensure the platform meets required compliance standards and supports audit trails and retention policies for employee records.

Formats Supported: PDF, DOCX
Integrations: HRIS, payroll systems
Authentication: Email, SMS code

Key timelines, deadlines, and processing expectations

Be aware of federal and operational deadlines that affect the onboarding process and downstream filings.

I-9 Completion:

Complete Section 1 by first day; verify documents by third business day after hire.

W-4 Availability:

Employee provides W-4 at hire; payroll implements withholding on first available payroll cycle.

New Hire Reporting:

Many states require new hire reporting within 20 days of hire.

Benefit Enrollment:

Enrollment windows vary; typically 30 days from hire for group plans.

Record Updates:

Notify HR of changes as they occur to keep tax and benefits accurate.

Common mistakes when preparing the Employee New Application Form

Entering nicknames instead of legal names, which causes mismatches with tax and identity verification records and delays payroll setup.
Failing to collect or verify acceptable I-9 documents within required timeframes, creating regulatory risk and potential civil penalties.
Missing or incorrect Social Security numbers leading to backup withholding, mismatched W-2/1099 reporting, and IRS correspondence.
Using unsecured email or storage for sensitive data, increasing the risk of unauthorized disclosure and violating privacy regulations.

Penalties and compliance risks to avoid

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

Tax Reporting Errors: Penalties for incorrect information returns under IRC §6721

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

HIPAA Breach: HIPAA sanctions and breach notification for PHI disclosure

State Penalties: State-level fines for failing to report new hires or withholding

Employment Claims: Misclassification or late records can increase litigation exposure

Common eSignature vendor comparison for onboarding forms

Vendor pricing and feature availability vary; signNow appears first here to reflect plan and feature comparisons for electronic completion and signing.

	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

Frequently asked questions about the Employee New Application Form

Answers to common operational and legal questions when preparing or accepting employee application forms electronically.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention are met.
Is notarization required for a new hire form?
Typically no. Standard employment applications and W-4s do not require notarization. Specific documents or state rules may require notarization for certain attachments.
How should I handle I-9 verification?
Collect Section 1 at hire and complete document verification by the third business day; follow DHS guidance and retain I-9s per 8 CFR §274a.2.
What supporting documents should be attached?
Attach scanned identity documents for I-9, signed W-4, direct deposit authorization, and any consent forms for background checks or drug testing.
Is employee data secure when submitted online?
Secure platforms should provide TLS 1.2/1.3 in transit, AES-256 at rest, access controls, and audit trails; ensure vendors support relevant compliance such as HIPAA via BAA if handling PHI.
How long must I keep the completed form?
Follow retention rules: at least 3 years for payroll/tax records (IRC §6501(a)) and I-9 retention per 8 CFR §274a.2; HIPAA-related records may require 6 years (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now