Can the form be signed electronically?

Yes. Electronic signatures are generally valid under the ESIGN Act and UETA where applicable. Ensure you obtain the signer’s consent to do business electronically, capture authentication and an audit trail, and retain a reproducible copy to meet legal recordkeeping requirements.

Which supporting documents are acceptable

Acceptable documents commonly include a U.S. passport, state-issued driver’s license, and employment authorization documents such as a Form I-766 or I-551. Record the document title, number, issuing authority, and expiration date. Employers should follow the current federal list of acceptable documents.

Is notarization required for this form

Typically, employment eligibility verification does not require notarization. State or employer-specific forms may request notarization or witness signatures for certain positions; verify state rules and any sector-specific regulations before adding notarization requirements to the workflow.

How long must employers retain forms

Retain completed employment eligibility forms for three years after the date of hire or one year after termination, whichever is later. Maintain secure storage, support rapid retrieval for audits, and follow longer industry-specific retention rules where applicable, such as HIPAA or SEC requirements.

What happens if information is incorrect

Errors can trigger government notices, slow onboarding, or lead to fines. Correct minor clerical errors promptly, document corrections, and maintain version history. For missing or forged documents, follow internal incident procedures and consult legal counsel before continuing employment.

Who may sign on behalf of employer

An authorized verifier or hiring official with delegated authority should complete the employer attestation. Record verifier name, title, business contact, and verification date. Use role-based access controls in electronic systems to limit signing rights to authorized personnel.

Electronic Signature
Templates
HR
Employment Eligibility Form

Employment Eligibility Form

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

EMPLOYMENT ELIGIBILITY FORM

This form is required to document the applicant's identity and authorization to work. Complete all fields fully and legibly. Failure to provide accurate information or required documentation may affect consideration for employment.

Personal Information

Full Legal Name Current Address

Phone Number

Email Address

Date of Birth: / /

Last Four Digits of Social Security Number (if requested)

Position Information

Position Applied For / Job Title

Department

Reporting Manager

Proposed Start Date: / /

Proposed Rate of Pay

Citizenship and Work Authorization

Select the statement that describes your current authorization to work:

U.S. Citizen Lawful Permanent Resident (Green Card) Non-citizen authorized to work (provide documentation below) Other (explain) If not a U.S. citizen, describe authorization and provide document details

Document Verification (Employer Use / Applicant Provided)

The following fields document identity and work authorization documents presented by the applicant. Enter one or more documents sufficient to establish identity and employment authorization.

Document Title

Issuing Authority

Document Number

Document Expiration Date: / /

Employment History

Provide at least two most recent employers. Include titles, dates of employment, primary responsibilities and reason for separation.

Employer 1 — Company Name Employer 1 — Job Title

Employer 1 — Dates Employed: From / / To / /

Employer 1 — Primary Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company Name Employer 2 — Job Title

Employer 2 — Dates Employed: From / / To / /

Employer 2 — Primary Responsibilities Employer 2 — Reason for Leaving

Education

Highest Degree or Certification Institution

Graduation / Completion Date: / /

Professional References

Provide three professional references who can verify your work history and qualifications.

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures

At-Will Employment: Except as otherwise provided in a written agreement signed by an authorized representative of the employer, employment with the employer is at-will. This means either the employee or the employer may terminate the employment relationship at any time, with or without notice or cause.

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

Authorization to Contact: By signing this form, I authorize the employer and its agents to contact my prior employers, educational institutions, and references to verify the information I have provided. I authorize the release of employment, education and other relevant records to the employer for purposes of evaluating my application.

I authorize contact with my prior employers, schools and listed references

Background Checks: I understand that a background check, which may include criminal history, employment verification, education verification, and motor vehicle records where job related, may be conducted as part of the pre-employment process. I understand that employment is contingent upon satisfactory results where required by the employer.

I consent to the employer conducting background checks as described above

Applicant Certification

I certify under penalty of perjury that the information provided on this form is true, correct and complete to the best of my knowledge. I understand that any false statements, omissions or misrepresentations may result in rejection of my application or immediate termination of employment, if employed. I agree to provide original documents proving identity and authorization to work when requested by the employer.

I certify the foregoing statements and acknowledge the employer's policies above

Applicant Name:

Signature:

Date:

What the Employment Eligibility Form Is

The Employment Eligibility Form documents a worker's legal authorization to work in the United States. It is used by employers to collect identifying information, verify identity and employment authorization, and record copies of acceptable supporting documents. Commonly completed at hire, the form supports compliance with federal employment verification requirements and retention rules. Depending on the template, the form may integrate eSignature fields, conditional sections for noncitizen work authorization, and fields for employer attestations required by federal agencies. It is distinct from tax forms and focuses on identity and authorization.

Why Accurate Employment Eligibility Records Matter

Use the Employment Eligibility Form to establish legally required work authorization records, reduce compliance risk, and create a verifiable record of employer attestations. Accurate completion helps avoid penalties, supports audits, and documents retention timelines for federal and state regulators.

Who Completes and Uses This Form

Employers, HR teams, and hiring managers use the Employment Eligibility Form during onboarding and when verifying work authorization.

Large employers: central HR completes forms for volume hiring, often integrated with HRIS and background checks.
Small businesses: hiring managers or owners collect forms at first day of work to meet federal requirements.
Staffing agencies and contractors: use forms to document temporary worker eligibility and transfer records to host employers.

Keep completed forms in secure personnel files and follow retention rules to satisfy federal compliance and inspection requests.

Core Elements of a Professional Employment Eligibility Form

Essential components of a professional Employment Eligibility Form include identifiable fields, document checklist, employer attestation, signer sections, optional eSignature, and audit trail metadata.

Identity Info

Collect full legal name, date of birth, current legal address, and any required identifiers. Accurate identity entries enable proper matching to supporting documents and reduce downstream verification errors during audits.

Authorization Status

Indicate citizenship or immigration status and any employment authorization expiration dates. For noncitizens include alien registration or work permit numbers where applicable to document ongoing eligibility.

Document List

Provide a checklist of acceptable identity and employment authorization documents and a place to record document title, issuing authority, document number, and expiration dates.

Employer Attestation

Include a signed employer section where the verifier records that documents were examined, attests to their genuineness, and notes the date of verification and verifier name and title.

eSignature Field

Designate signature and date fields that accept electronic signatures and capture the signer’s intent, authentication method, and timestamp to satisfy legal validity requirements under ESIGN and UETA.

Audit Trail

Record IP address, timestamps, changes, and signer authentication events. A complete audit trail supports legal admissibility and makes it easier to respond to regulatory inquiries or internal audits.

Required Data Elements at a Glance

Full Legal Name: Exact name on government ID

Date of Birth: MM/DD/YYYY format required

Citizenship Status: Citizen, permanent resident, or alien

Document Type: List passport, driver's license, EAD

Document Number: Enter issuing number exactly

Verification Date: Date employer examined documents

Step-by-Step: Completing the Employment Eligibility Form

Follow these steps to complete the Employment Eligibility Form accurately and in compliance with federal verification requirements.

01

Collect Information: Gather name, DOB, and authorization status.
02

Request Documents: Ask for acceptable identity and work-authorization documents.
03

Verify Documents: Examine originals and record document details.
04

Retain Record: File the completed form per retention rules.

Configuring an Electronic Submission Workflow

Configure an eSubmission workflow to assign roles, require fields, and route completed forms to secure personnel repositories.

Field	Configuration
Signer authentication and access controls	Email link, SMS code, optional KBA
Required fields and validation rules setup	Make name, document type, and signer date mandatory.
Role-based routing and notifications configuration	Send to verifier, HR reviewer, and secure archive.
Document storage, retention, and access policies	Encrypt at rest; limit access to authorized HR personnel.

Document Flow: From Upload to Secure Storage

This flow shows how the Employment Eligibility Form moves from sender to signer, through verification, and into secure storage.

Upload Document: Sender uploads blank form and assigns fields.
Add Signers: Enter signer emails and roles for verification.
Signer Completes: Signer fills fields and attaches supporting documents.
Finalize & Archive: System captures audit trail and stores securely.

Technical and Security Considerations for eSubmission

Digital submission requires compatible file formats, secure connections, and a platform that captures an audit trail and signer authentication.

Supported Formats: PDF, DOCX, HTML supported
Integrations Available: HRIS, ATS, and storage integrations
Security Standards: TLS in transit; AES-256 at rest

Deadlines and Timing to Watch

Track key deadlines for form completion, retention, and related tax reporting to ensure the Employment Eligibility Form satisfies federal requirements and audit readiness.

When to complete the form (hire):

Complete on or before the employee’s first day of employment.

I-9 retention minimum after hire:

Retain for three years after hire or one year after termination, whichever is later.

W-9 form provisioning and timing:

Provide W-9 to payers on request to prevent backup withholding and ensure correct TIN reporting.

Responding to government audit and inspection requests:

Make records available promptly; maintain audit trail and copies for inspector review.

RON acceptance and remote notarization rules:

State RON laws vary; confirm whether remote notarization applies to your document.

Common Preparation Pitfalls to Avoid

Incomplete or mismatched names and dates delay verification, cause rework, and can trigger regulatory inquiries during audits or government inspections.
Uploading scanned supporting documents with low resolution or cropped IDs leads to failed automated verification and manual review delays.
Using incorrect date formats or omitting document expiration dates may invalidate proof of ongoing authorization for noncitizen employees.
Failing to retain completed forms per retention rules can result in penalties and complicate responses to government record requests.

Penalties and Compliance Risks

I-9 paperwork fines: Fines for missing or incorrect forms

Backup withholding risk: 24% withholding if TIN invalid

Tax reporting penalties: 1099/W-2 late filing fines apply

Identity fraud exposure: Undetected fake documents increase liability

Audit production failure: Inability to produce records invites penalties

Data privacy breaches: Improper storage risks HIPAA/CCPA violations

eSignature Vendor Pricing and Feature Snapshot

Comparative overview of common eSignature vendor pricing and core capabilities relevant to Employment Eligibility Form eSubmission and storage.

	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	Varies
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

FAQs: Common Questions About the Employment Eligibility Form

Answers to common questions about completing, electronically signing, and retaining the Employment Eligibility Form for U.S. hiring compliance.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are generally valid under the ESIGN Act and UETA where applicable. Ensure you obtain the signer’s consent to do business electronically, capture authentication and an audit trail, and retain a reproducible copy to meet legal recordkeeping requirements.
Which supporting documents are acceptable
Acceptable documents commonly include a U.S. passport, state-issued driver’s license, and employment authorization documents such as a Form I-766 or I-551. Record the document title, number, issuing authority, and expiration date. Employers should follow the current federal list of acceptable documents.
Is notarization required for this form
Typically, employment eligibility verification does not require notarization. State or employer-specific forms may request notarization or witness signatures for certain positions; verify state rules and any sector-specific regulations before adding notarization requirements to the workflow.
How long must employers retain forms
Retain completed employment eligibility forms for three years after the date of hire or one year after termination, whichever is later. Maintain secure storage, support rapid retrieval for audits, and follow longer industry-specific retention rules where applicable, such as HIPAA or SEC requirements.
What happens if information is incorrect
Errors can trigger government notices, slow onboarding, or lead to fines. Correct minor clerical errors promptly, document corrections, and maintain version history. For missing or forged documents, follow internal incident procedures and consult legal counsel before continuing employment.
Who may sign on behalf of employer
An authorized verifier or hiring official with delegated authority should complete the employer attestation. Record verifier name, title, business contact, and verification date. Use role-based access controls in electronic systems to limit signing rights to authorized personnel.

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