Can I contact referees without written consent?

Relying on verbal permission increases legal risk. Obtain written or e-signed consent from the candidate before contacting referees to document authorization and reduce disputes.

Is an e-signature legally valid?

Yes. Electronic signatures in the United States are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.

Do referee forms need notarization?

Most employer referee records do not require notarization. Use notarization only when a specific jurisdiction or process requires it, or when the form will be used as sworn statement evidence.

How should completed forms be stored?

Store completed forms with restricted access in HR systems or encrypted storage; maintain an audit trail and retention schedule consistent with federal and industry rules.

What if a referee gives conflicting information?

Document the discrepancy, seek clarification from the referee or candidate, and retain records of follow-up communications to support hiring decisions and defend against later claims.

Can I use remote notarization or RON?

Remote online notarization is allowed in many states with specific requirements; verify state RON rules and recording requirements before using RON for referee affidavits or sworn statements.

Electronic Signature
Templates
HR
Employee Referee Information

Employee Referee Information

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

EMPLOYEE REFEREE INFORMATION

Purpose: This form collects contact and background-reference information for use in employment verification and reference checks. Completion of all sections authorizes the employer and its agents to contact listed referees and prior employers, and to obtain information necessary to evaluate suitability for employment. Provide complete and accurate information; omissions or false statements may be grounds for withdrawal of an offer or termination of employment.

Personal Information

Full Name Home Address Phone Number Email Address

Position Information

Position / Job Title Department Reporting Manager Proposed Start Date Proposed Salary

Employment History (Most Recent First)

Employer 1 — Company Name Job Title Start Date End Date Supervisor Name Supervisor Phone Primary Responsibilities Reason for Leaving

Employer 2 — Company Name Job Title Start Date End Date Supervisor Name Supervisor Phone Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date Major / Field of Study

Professional References (Provide three)

Reference 1 Name Organization Job Title Relationship Years Known Phone Email Best Time to Contact Permission to contact this reference Reference is current employer Additional Comments

Reference 2 Name Organization Job Title Relationship Years Known Phone Email Best Time to Contact Permission to contact this reference Reference is current employer Additional Comments

Reference 3 Name Organization Job Title Relationship Years Known Phone Email Best Time to Contact Permission to contact this reference Reference is current employer Additional Comments

Legal Disclosures and Authorizations

At-Will Employment Statement: If employed, the employment relationship is at-will and either the employee or the employer may terminate the relationship at any time, with or without cause or notice, unless a written agreement signed by authorized company representatives states otherwise.

Equal Opportunity Statement: The employer is an equal opportunity employer. Employment decisions are made without regard to protected characteristics and are based on qualifications, merit, and business needs.

Authorization to Contact and Background Check: By checking the boxes below and signing this form, I expressly authorize the employer and its agents to contact the listed references and prior employers, to verify my employment history, performance, and reasons for separation, and to obtain background information including criminal and educational records where job-related and permitted by law.

I authorize contact with the references and prior employers listed on this form. I authorize the employer to obtain background information and records as described above, to the extent permitted by law.

Applicant Certification

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, omission, or falsification may result in withdrawal of an offer or termination of employment. I acknowledge that I have read and understand the statements and authorizations above.

I certify the accuracy of the information provided in this form.

Applicant Name:

Signature:

Date:

What the Employee Referee Information Is and when it's used

The Employee Referee Information is a structured record that documents a job applicant's professional references and the contact details, relationship, and consent needed to check those references. Employers use it to collect referee names, phone numbers, email addresses, employment dates, and short descriptions of the referee's relationship to the candidate. The form helps standardize reference checks, preserves a compliance trail, and supports background screening workflows while clarifying the candidate's permission to contact listed referees.

Why a consistent referee form matters

A standardized Employee Referee Information form reduces ambiguity, speeds reference checks, and captures consent and contact details in a single record to support hiring decisions and regulatory needs.

Who typically completes or receives this information

Maintaining a clear chain of custody and documented candidate consent helps reduce disputes and supports auditability.

Hiring managers use referee details to validate role-specific skills and performance claims before finalizing an offer.
HR administrators collect and retain referee records as part of the personnel file and compliance checks.
Background-check vendors receive structured referee data to prioritize outreach and document verification steps.

Step-by-step: completing the Employee Referee Information

Follow these four core steps to collect accurate referee details and candidate consent.

01

Obtain Consent: Ask the candidate to sign or agree to reference checks in writing.
02

List Referees: Enter full referee name, current employer, title, relationship, and years known.
03

Provide Contacts: Include a direct phone number and business email address for each referee.
04

Sign & Date: Candidate and collector sign and date the form; retain a copy in the record.

Essential data and security markers to capture

Full Names: Exact legal names

Contact Details: Phone and business email

Relationship: Supervisor, peer, or client

Consent Record: Signed or e-signed consent

Collection Date: MM/DD/YYYY format

Retention Tag: Personnel file retention code

Common preparation errors to avoid

Missing or incomplete phone numbers and emails increase non‑response rates and force manual follow-up that lengthens hiring timelines.
Using nicknames, initials, or inconsistent name spellings can prevent matching referees to organizational directories or public profiles.
Failing to obtain written consent leaves the employer exposed to privacy complaints or disputes about whether outreach was authorized.
Not recording the date of collection and who collected the information undermines auditability and weakens defensibility in disputes.

Risks from incorrect or mishandled referee records

Privacy Violation: Potential state privacy action

Discrimination Claim: Incomplete checks increase legal risk

Operational Delay: Hiring delays and lost candidates

Data Breach: PII exposure and remediation costs

Regulatory Audit: Recordkeeping deficiencies flagged

Reputational Harm: Candidate and referee dissatisfaction

Where referee information travels in your hiring workflow

A clear routing path reduces handoffs and preserves consent, audit trails, and retention metadata.

Collect: Candidate completes form during offer or onboarding
Verify: HR or background vendor contacts referees and documents responses
Record: Store completed form in the personnel file or HRIS
Audit: Retain logs and signatures for compliance and review

Configuring an online referee intake workflow

Configure fields and routing to match your privacy policies and consent needs when building a digital workflow.

Field	Configuration
Consent Checkbox	Required; shows consent timestamp
Conditional Fields	Show referee address only if requested
Signature Field	E-sign with audit trail enabled
Routing Rule	Auto-send to background vendor upon submission

Digital platform basics for secure e-submission

Ensure the vendor can produce an audit trail and meets relevant compliance standards for your industry before use.

File Formats: PDF and DOCX supported
Authentication: Email, SMS code, or stronger
Integrations: HRIS and background-check APIs

Typical timing and submission expectations

Set clear internal deadlines to keep reference checks moving without surprising candidates.

Request Timing:

Ask for referees at offer or acceptance stage

Candidate Return:

Recommend return within three business days

Reference Response:

Allow 5–7 business days for a reply

Background Window:

Complete checks before final onboarding start

Retention Start:

Retention begins on the collection date

Key milestones in the referee verification process

Track these sequential milestones to manage candidate experience and compliance.

01

Request Referees

Candidate provides referee list and consent.

02

Initiate Contact

HR or vendor emails or calls referees.

03

Document Responses

Record reference answers and timestamps.

04

File Completed Record

Store form and audit trail in personnel file.

Comparing eSignature vendor pricing and key features

Basic pricing and feature availability vary by vendor; signNow is listed first to align with comparative format.

	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 credit card	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

FAQs and troubleshooting for Employee Referee Information

Answers to common questions about consent, signing, storage, and legal validity for referee records.

Need help? Contact support

Can I contact referees without written consent?
Relying on verbal permission increases legal risk. Obtain written or e-signed consent from the candidate before contacting referees to document authorization and reduce disputes.
Is an e-signature legally valid?
Yes. Electronic signatures in the United States are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention are satisfied.
Do referee forms need notarization?
Most employer referee records do not require notarization. Use notarization only when a specific jurisdiction or process requires it, or when the form will be used as sworn statement evidence.
How should completed forms be stored?
Store completed forms with restricted access in HR systems or encrypted storage; maintain an audit trail and retention schedule consistent with federal and industry rules.
What if a referee gives conflicting information?
Document the discrepancy, seek clarification from the referee or candidate, and retain records of follow-up communications to support hiring decisions and defend against later claims.
Can I use remote notarization or RON?
Remote online notarization is allowed in many states with specific requirements; verify state RON rules and recording requirements before using RON for referee affidavits or sworn statements.

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