Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Is a separate HIPAA authorization required?

If the authorization collects protected health information, include HIPAA-compliant language and ensure a Business Associate Agreement with vendors handling PHI; follow 45 CFR rules.

When is notarization required?

Most pre-employment authorizations do not require notarization; check state-specific rules when the form serves as a legal affidavit or when state law imposes notarization for certain releases.

What happens if the applicant refuses to sign?

If consent is required for a necessary check, refusal may prevent completion of onboarding; employers should document refusal and apply consistent policies to avoid discrimination claims.

How long should we retain signed authorizations?

Retain per relevant statutes and policies: I-9 rules (8 CFR §274a.2), IRS guidelines for tax records, HIPAA six-year rule for health records, and any longer state-specific retention obligations.

How to handle inaccurate applicant data?

Correct errors promptly, document amendments, and if an adverse employment action follows, follow FCRA adverse-action procedures and provide required notices to the applicant.

Electronic Signature
Templates
HR
Employee Pre-Employment Authorization

Employee Pre-Employment Authorization

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

EMPLOYEE PRE-EMPLOYMENT AUTHORIZATION

Employer Name: Applicant Name:

Personal Information

Full Legal Name Current Address

Phone

Email

Date of Birth

Position Information

Position Title Department

Reporting Manager

Proposed Start Date

Compensation

Employment History

Most Recent Employer

Company Name Job Title

Primary Responsibilities Reason for Leaving May we contact this employer?

Prior Employer

Company Name Job Title

Primary Responsibilities Reason for Leaving May we contact this employer?

Education

Highest Degree or Diploma Institution Graduation Date

References (Professional)

Reference 1 — Name

Relationship Reference 2 — Name

Relationship Reference 3 — Name

Relationship

Background and Verification Authorization

I authorize the Employer and its designated agents to obtain investigative and consumer reports, to the extent permitted by law, for employment purposes. These reports may include verification of education, employment history, professional licenses, consumer credit information where job-related, motor vehicle records, criminal history, and other background checks. I understand that this authorization is valid for any investigative reports obtained in connection with my application and any subsequent employment.

Authorization — Select checks you authorize:

Criminal history check
Employment verification
Education and credential verification
Motor vehicle records (if applicable)
Consumer credit report (where permitted by law)

I release from liability any person, company or agency providing information in response to a background inquiry and hold harmless the Employer and its agents for seeking, gathering, and using such information in the hiring process. I understand that any information obtained will be used solely for employment-related decisions and processed in accordance with applicable law.

Drug and Alcohol Testing Consent

I consent to submit to drug and alcohol testing as a condition of employment and at any time during my employment if testing is job-related and permitted by law. I understand that refusal to submit to testing or a confirmed positive test result may preclude employment or result in disciplinary action up to and including termination.

Drug and alcohol test consent: I consent

Equal Opportunity and At-Will Employment

The Employer is an equal opportunity employer. Decisions regarding recruitment, hiring, promotion, compensation, training, benefits, and termination are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or other protected characteristics, except where a bona fide occupational qualification exists.

Nothing in this authorization or in any communication provided by the Employer is intended to create a contract of employment for any specific duration. If hired, employment with the Employer is at-will and may be terminated by either the employee or the Employer at any time, with or without cause or notice, unless an express written agreement signed by an authorized representative of the Employer provides otherwise.

Applicant Certification and Release

I certify that the information provided in this form and any attached documents is true, complete and correct to the best of my knowledge. I understand that misrepresentation or omission of facts may disqualify me from consideration for employment or be grounds for immediate discharge if discovered after hire.

I authorize the Employer to contact references, previous employers, educational institutions, licensing authorities, and other parties to verify the information I have provided and to obtain information regarding my qualifications, performance, disciplinary history, and suitability for employment. I also authorize the release of information held by third parties in response to such inquiries.

Additional Information or Explanations

Applicant Printed Name:

Signature:

Date:

What the Employee Pre-Employment Authorization Is

An Employee Pre-Employment Authorization is a written consent that an applicant signs to permit background screening, employment verification, drug testing, and other pre-hire checks required by the employer. The form typically identifies the employer, the scope of the checks, the entities authorized to disclose information, and the applicant's signature and date. When personal health information or protected data are involved, the authorization should reference applicable privacy rules. Electronic execution is acceptable in most cases under federal and state e-signature laws when disclosure and consent requirements are met.

Why a Clear Authorization Matters

A properly drafted pre-employment authorization protects employers and applicants by documenting consent, scope, and retention expectations, and by reducing disputes about what was authorized.

Who Prepares and Signs This Authorization

Common parties who initiate or complete the authorization during hiring or onboarding.

Human resources and hiring managers responsible for collecting signed authorizations before onboarding.
Job applicants or prospective employees who must provide accurate identity and consent information.
Background-check vendors or third-party screening firms who receive the authorization to run checks.

Each party's role affects required fields, authentication level, and recordkeeping responsibilities.

Step-by-Step: Completing the Authorization

Follow these steps to complete the form accurately and maintain a compliant record.

01

1. Identify Parties: Enter employer and applicant legal names exactly as shown on IDs.
02

2. Describe Scope: List specific checks (background, criminal, drug testing) and date ranges.
03

3. Provide Consent: Applicant signs and dates to show intent and consent to electronic execution.
04

4. Retain Record: Store signed copy per retention rules and capture audit trail metadata.

Configuring an Online Authorization Workflow

Typical electronic workflows require these settings to ensure proper routing, authentication, and record capture.

Field	Configuration
Signer Order	Sequential or parallel routing
Authentication Level	Email link, SMS code, or ID verification
Required Fields	Make name, DOB, SSN, scope mandatory
Audit Trail Capture	Enable timestamps, IP, and device metadata

Delivery Options and Technical Requirements

Choose sharing channels and signer authentication based on sensitivity and regulatory needs.

Email Link: Low-friction, email-based signer access
SMS Code: Adds two-factor authentication
ID Verification: KBA or credential analysis recommended

Where to Send or File the Completed Authorization

Understand the routing points and final storage location for the signed authorization.

Employer HR System: Upload signed copy to HRIS or personnel file
Background Vendor: Provide a copy to the screening firm for checks
Applicant Copy: Deliver signed copy to the applicant for their records
Long-Term Storage: Archive in secure repository per retention policy

Required Information Fields at a Glance

Applicant Name: Full legal name

Date of Birth: MM/DD/YYYY

SSN or TIN: Nine-digit SSN

Scope of Checks: List checks requested

Authorized Recipients: Named third parties

Consent Signature: Signed and dated

Key Components of a Professional Authorization Form

A well-crafted form balances clarity for the signer with the employer's compliance and evidentiary needs.

Clear Scope

Explicitly describe the types of background checks, date ranges, and any exclusions to avoid later disputes and ensure legal compliance.

Purpose Statement

State why the data is collected (hiring, safety, regulatory compliance) to support legitimate purpose and minimize overbroad collection.

Recipient Identification

List third-party recipients and vendors so disclosure is contained to named entities and to support audit trails of data sharing.

Consent Language

Use active consent verbiage showing the signer understands the checks and waives no rights unintentionally; include opt-out if required.

Privacy Notice

Reference applicable privacy rules (HIPAA, where health data included) and indicate how long records will be retained and how to request copies.

Signature Evidence

Capture signature, signature method, timestamp, and authentication to support legal validity and to document attribution.

Supporting Documents and Export Options

Include companion materials and choose export formats to simplify review and compliance.

Background Consent Addendum

A vendor-specific addendum documents additional permissions, consumer disclosure requirements, and dispute resolution procedures.

Health Release

When testing or medical information is required, attach a HIPAA-compliant release or authorization with specific language.

W-9 or Tax Forms

If independent-contractor status is part of screening, attach a standardized W-9 to collect TIN information for payroll.

Export Formats

Save signed records as PDF/A or PDF with embedded audit trail for long-term retention and reproducibility.

Timing and Important Deadlines

Know the timing for collection, retention triggers, and related tax or employment deadlines.

W-9 Delivery:

Provide upon payer request; no fixed statutory deadline

I-9 Retention:

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

1099-NEC Filing:

File by Jan 31 for reportable nonemployee compensation to avoid penalties

Background Check Timing:

Obtain authorization before performing checks; adverse-action timing follows FCRA rules

Record Access Requests:

Respond to employee access requests per state or federal timelines

Key Onboarding Milestones and Processing Stages

Typical milestones from offer to final clearance that employers track for the hiring timeline.

01

Offer Acceptance

Candidate accepts job offer and HR triggers authorization request.

02

Authorization Signed

Applicant signs authorization, enabling ordered background and drug tests.

03

Vendor Results

Third-party screening returns results and flags items needing review.

04

Final Decision

Employer documents hiring decision and retains signed authorization in personnel file.

Common Errors to Avoid

Using vague scope language that fails to specify which checks are authorized and for what date ranges.
Collecting sensitive health data without a HIPAA-compliant authorization or without a signed BAA in place.
Failing to capture or preserve an audit trail when the form is executed electronically.
Mismatching names or dates that prevent vendors from completing identity-verified searches.

Penalties and Legal Risks of an Incorrect Authorization

FCRA Violations: Civil liability and statutory damages

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

1099 Penalties: $60–$330 per late form

Intentional Disregard: $660+ per form with no maximum

HIPAA Breach: Civil and corrective action risk

State Privacy Fines: Potential penalties under CCPA or state laws

eSignature Pricing Overview for Pre-Employment Workflows

Comparison of representative starting prices and feature availability across eSignature providers; signNow appears first in the table per platform ordering rules.

	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 card	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

FAQs and Troubleshooting for Pre-Employment Authorizations

Answers to common questions about form validity, e-signing, required fields, and recordkeeping.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Is a separate HIPAA authorization required?
If the authorization collects protected health information, include HIPAA-compliant language and ensure a Business Associate Agreement with vendors handling PHI; follow 45 CFR rules.
When is notarization required?
Most pre-employment authorizations do not require notarization; check state-specific rules when the form serves as a legal affidavit or when state law imposes notarization for certain releases.
What happens if the applicant refuses to sign?
If consent is required for a necessary check, refusal may prevent completion of onboarding; employers should document refusal and apply consistent policies to avoid discrimination claims.
How long should we retain signed authorizations?
Retain per relevant statutes and policies: I-9 rules (8 CFR §274a.2), IRS guidelines for tax records, HIPAA six-year rule for health records, and any longer state-specific retention obligations.
How to handle inaccurate applicant data?
Correct errors promptly, document amendments, and if an adverse employment action follows, follow FCRA adverse-action procedures and provide required notices to the applicant.

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