Is an electronic PRE Form legally valid?

Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted. Ensure intent, consent, attribution, and record retention are documented.

Do I need a separate disclosure for background checks?

Yes. Consumer background checks typically require a clear, standalone disclosure and written consent under the Fair Credit Reporting Act (FCRA). Keep the signed consent with the PRE Form.

When must I retain this form?

Follow federal and industry retention rules: retain relevant payroll and hiring records for a minimum of three years (IRC §6501(a)) and I-9 documents per 8 CFR §274a.2(b)(2)(i)(A).

Can the candidate correct errors after signing?

Yes, but require a corrected, signed version and document why the change was made. Maintain both versions if needed to show audit history.

Is notarization required for the PRE Form?

Generally not. Notarization is rarely required for routine pre-employment forms; obtain notary or witness only if state law or employer policy specifically requires it.

How can a PRE Form be revoked or withdrawn?

An individual may withdraw consent where allowed; record the withdrawal in writing. For legal effect and downstream actions, consult counsel and document any change in hiring decisions.

Electronic Signature
Templates
HR
Employee PRE Form

Employee PRE Form

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

Employee PRE Form

Applicant Information

Full Legal Name Address

Primary Phone

Email Address

Date of Application

Position Information

Position Title

Department

Reporting Manager

Desired Start Date

Salary / Rate Desired Employment Type (select all that apply)

Full-Time Part-Time Temporary Internship

Work Location

Employment History

Employer 1 Company Name

Job Title

Start Date

End Date

Primary Responsibilities Reason for Leaving

Employer 2 Company Name

Job Title

Start Date

End Date

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Credential Institution

Graduation Date

Field of Study

GPA (optional)

Professional References

Reference 1 Name Phone Email Relationship

Reference 2 Name Phone Email Relationship

Reference 3 Name Phone Email Relationship

Legal Disclosures and Authorizations

At-Will Employment: I understand and acknowledge that, if hired, my employment will be at-will. Either I or the employer may terminate the employment relationship at any time, with or without cause or notice, except as may be prohibited by law. Nothing in this form shall be construed as a contract guaranteeing employment for any specified duration.

I acknowledge and agree to the At-Will Employment statement

Equal Opportunity Employer: The employer is an equal opportunity employer. Decisions regarding hiring, promotion, compensation, and other terms and conditions of employment are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected characteristic under applicable law.

I acknowledge receipt of the Equal Opportunity statement

Authorization to Verify: I authorize the employer and its agents to investigate and verify the information provided in this form and to contact prior employers, educational institutions, references, and other persons or entities for the purpose of obtaining information relevant to my application. I authorize those persons and entities to release such information to the employer. I understand that information obtained may include, but is not limited to, dates of employment, positions held, performance, reasons for separation, attendance, education, and any disciplinary history.

I authorize verification of my employment, education, and references as described above

Background Checks and Drug Testing: I understand that any offer of employment may be contingent upon satisfactory results of background checks, criminal history, drug and alcohol screening, and any other pre-employment screenings permitted by law. I authorize such investigations and release the employer from any liability for conducting such checks.

I consent to background checks and pre-employment screenings as described above

False Statements: I understand that any false or misleading information provided in connection with this application may result in denial of employment or, if discovered after hire, disciplinary action up to and including termination. I certify that I have not knowingly withheld information that would reflect unfavorably on my qualifications for employment.

Applicant Certification

I certify under penalty of perjury that all information I have provided on this Employee PRE Form is true, complete, and correct to the best of my knowledge. I understand that submission of this form does not guarantee an offer of employment. I further understand that, if employed, I will be required to present documentation establishing my identity and eligibility to work in the United States as required by law.

Additional Comments or Explanations (optional)

Applicant Name:

Signature:

Date:

What the Employee PRE Form Is and when it matters

The Employee PRE Form is a standardized pre-employment record employers use to collect background, eligibility, and onboarding-related declarations from job candidates and new hires. Typical PRE content covers identity confirmation, eligibility to work, consent for background checks, role-specific disclosures, and acknowledgment of company policies. The form is used before or at the start of employment to reduce administrative delay, to document consent where legally required, and to create a reproducible record that employers can retain for compliance and audit purposes under federal and state rules.

Why a clear Employee PRE Form helps HR and compliance

A concise PRE Form standardizes data collection, reduces follow-up, and documents candidate consent for checks and disclosures required by law. Properly completed forms support auditability and reduce the risk of procedural errors during hiring.

Who completes and relies on the Employee PRE Form

Employers, HR teams, hiring managers, and compliance officers typically collect and review PRE Forms during the final hiring steps or on the employee’s first day.

Hiring managers review role-specific answers to confirm eligibility and reasonable accommodations.
HR teams use the form to trigger background checks, payroll setup, and benefits enrollment.
Compliance officers retain the form as evidence of consent and to meet retention or audit requirements.

The form facilitates coordinated onboarding between recruiting, HR operations, and internal compliance while creating a clear chain of custody for sensitive hiring data.

Core sections to include in a professional Employee PRE Form

A complete PRE Form groups information for identity, eligibility, consent, role details, verification steps, and signatory confirmations to keep the process auditable and defensible.

Personal Data

Full legal name, date of birth, and contact details; used to match records and verify identity.

Work Eligibility

Statement of citizenship/authorization to work and checks that inform I-9 completion and required documentation.

Background Consent

Clear, standalone consent for criminal, credit, or education checks when applicable and required by FCRA.

Role Details

Job title, start date, worksite location, and classification (exempt/non-exempt) to determine benefits and payroll setup.

Policy Acknowledgment

Confirmation that the candidate received and understood key policies (e.g., confidentiality, drug testing) prior to hire.

Signature Block

Signed name, printed name, and signature date; may include witness or notary fields if employer policy or state law requires them.

Essential fields every Employee PRE Form should capture

Full Name: Provide exact legal name.

Date of Birth: Use MM/DD/YYYY format.

Address: Street, city, state, ZIP.

Work Authorization: Citizen or noncitizen status.

Consent Check: Background check consent box.

Signature Date: Date of signer’s signature.

Step-by-step: filling and processing the Employee PRE Form

Follow this sequence from completion through verification to ensure the form triggers downstream onboarding tasks correctly.

01

Complete Form: Candidate fills required fields and signs the form.
02

Verify Identity: HR matches entries to ID documents (I-9 documentation if required).
03

Authorize Checks: HR initiates background or credential checks with documented consent.
04

Store Record: Save the signed form in the HR system and retention repository.

Configuring an online PRE Form workflow

Set up form fields and routing to automate verification and reduce manual handoffs.

Field	Configuration
Identity Field	Required; enable verification flag
Consent Checkbox	Required; record timestamp
Sign Here Field	Require signer and date
Routing Rule	Auto-send to HR and background-check vendor

Where to send the completed Employee PRE Form

A clear routing path reduces processing time and ensures compliance with verification and retention steps.

To HR Records: PDF stored in personnel file.
To Background Vendor: Send consented data only after signed consent.
To Payroll: Forward role/classification details for setup.
To Compliance: Flag any adverse findings for review.

Digital signing and platform considerations for the PRE Form

Choose a platform that supports audit trails, secure storage, and conditional fields to capture consent and verify identity.

Document Formats: PDF, DOCX supported
Authentication: Email or SMS code
Integrations: HRIS and background vendors

Ensure the chosen system can retain an unalterable audit trail and meet applicable compliance requirements such as ESIGN/UETA and, where relevant, HIPAA BAA arrangements.

Common timelines and processing expectations for PRE Forms

Adopt internal SLAs for each stage — completion, verification, checks, and retention — to keep onboarding on schedule.

Form Completion Window:

Request completion before or on the employee’s start date.

I-9 Verification:

Complete I-9 within three business days of hire where required.

Background Checks:

Typical vendor reports return in 24–72 hours.

Payroll Setup:

2–5 business days after receipt of PRE data.

Record Retention:

Follow statutory retention periods after form completion.

Common mistakes when preparing or collecting PRE Forms

Using informal name variants instead of legal names, which causes mismatches during identity checks and delays onboarding.
Failing to obtain a separate, clear consumer disclosure for background checks required by the FCRA and state law.
Storing signed forms in insecure locations or without encrypted backups, creating data breach and compliance exposure.
Not documenting the date of consent or signature, which complicates proving when permission for checks was given.

Penalties and legal risks of incorrect PRE Forms

FCRA Noncompliance: Civil liability and statutory damages

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

Tax Record Gaps: Payroll errors affecting W-2 reporting

HIPAA Exposure: Breach fines when PHI improperly stored

Contract Risk: Disputed authorizations delay onboarding

Audit Failures: Regulatory findings and remediation costs

Comparing eSignature vendors for completing Employee PRE Forms

Vendor pricing and feature sets vary; below is a concise comparison with signNow listed first for reference.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Frequently asked questions about the Employee PRE Form

Answers to common questions about legality, signatures, errors, retention, and revocation to help HR and hiring teams manage PRE Forms.

Need help? Contact support

Is an electronic PRE Form legally valid?
Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted. Ensure intent, consent, attribution, and record retention are documented.
Do I need a separate disclosure for background checks?
Yes. Consumer background checks typically require a clear, standalone disclosure and written consent under the Fair Credit Reporting Act (FCRA). Keep the signed consent with the PRE Form.
When must I retain this form?
Follow federal and industry retention rules: retain relevant payroll and hiring records for a minimum of three years (IRC §6501(a)) and I-9 documents per 8 CFR §274a.2(b)(2)(i)(A).
Can the candidate correct errors after signing?
Yes, but require a corrected, signed version and document why the change was made. Maintain both versions if needed to show audit history.
Is notarization required for the PRE Form?
Generally not. Notarization is rarely required for routine pre-employment forms; obtain notary or witness only if state law or employer policy specifically requires it.
How can a PRE Form be revoked or withdrawn?
An individual may withdraw consent where allowed; record the withdrawal in writing. For legal effect and downstream actions, consult counsel and document any change in hiring decisions.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now