Can I sign the Employment History Form electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are satisfied. Exceptions (for example, certain court filings) do not usually apply to employment history forms.

Is notarization required for employment history?

Not typically. Employment history forms rarely require notarization. If a specific state or employer requests notarization, follow that instruction and check state RON rules if online notarization is preferred.

How do I correct a submitted form?

Notify the requester promptly. Many platforms allow the sender to void and resend the form or append a corrected addendum. Keep both versions for auditability and note the reason for the correction.

What happens if dates or names mismatch?

Mismatches can delay verification and may trigger identity or payroll reviews. Provide supporting documents and clarifying notes to HR to reconcile differences quickly.

Who must sign consent for background checks?

The candidate must sign a clear consent and disclosure consistent with the Fair Credit Reporting Act (FCRA) before a consumer‑reporting agency conducts background checks.

How long should employers keep the form?

Retain the form per applicable retention rules: I-9 retention under 8 CFR §274a.2, tax records under IRC §6501(a), and industry requirements such as HIPAA where applicable.

Electronic Signature
Templates
HR
Employment History Form

Employment History Form

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

EMPLOYMENT HISTORY FORM

Personal Information

Full Legal Name Current Address

Primary Phone

Email Address

Position Information

Position Applied For / Job Title

Department

Reporting Manager

Anticipated Start Date: Proposed Salary:

Employment History — Employer 1

Employer Name Employer Address

Job Title

Supervisor Name

Supervisor Phone

Employment Period: From to

Primary Duties and Responsibilities Reason for Leaving

Employment History — Employer 2

Employer Name Employer Address

Job Title

Supervisor Name

Supervisor Phone

Employment Period: From to

Primary Duties and Responsibilities Reason for Leaving

Additional Employment (Optional)

Additional Employer / Notes

Education

Highest Degree or Credential Institution

Major/Field: Graduation Date:

References (Professional)

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures & Authorization

At-Will Employment: I understand that, unless otherwise agreed in a signed written agreement with an authorized company representative, my employment is at-will and may be terminated by me or the employer at any time, with or without cause or notice.

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

Authorization to Verify: By checking the box below I authorize the employer and its agents to verify all information provided on this form, to obtain employment-related references, and to obtain consumer and/or investigative background reports as permitted by law. I release entities providing information from any liability for providing truthful information.

I consent to background checks and employment verification.

Applicant Certification: I certify that the information contained in this Employment History Form is true, complete, and correct to the best of my knowledge. I understand that false statements, material omissions, or misrepresentations may result in refusal to hire or immediate termination of employment if discovered after hire. I agree to notify the employer of any changes to the information provided.

Background and Criminal History: I understand that certain positions may require disclosure of criminal convictions or other eligibility requirements. Disclosure of a criminal record will not necessarily disqualify an applicant; the nature and recency of the record, and its relation to the duties of the position, will be considered.

Release of Liability: To the fullest extent permitted by law, I release the employer and all individuals and organizations providing or receiving information in connection with this application from any liability arising from the collection, use, or disclosure of such information.

Applicant Statement and Signature

By signing below I affirm that I have read and understand the statements above; I authorize the employer to investigate my employment history and references; and I acknowledge that falsification or omission of information may result in adverse action.

Applicant Name:

Signature:

Date:

What the Employment History Form Is and when it’s used

An Employment History Form collects a candidate’s prior employers, job titles, dates of employment, duties, and contact information for verification. Employers use it during hiring, background checks, credentialing, and internal investigations to confirm work history and assess qualifications. The form often accompanies applications, reference release authorizations, or other HR intake documents. Completed forms become part of the employee record and may be used for compliance, payroll, benefits eligibility, and audit trails. Treat entries as factual statements that can be verified by third parties.

Why a clear Employment History Form matters

A structured form reduces ambiguity, speeds reference checks, and provides a consistent record for compliance and audits.

Who completes or reviews this form

Employers, HR teams, background‑check vendors, and hiring managers commonly collect and review employment history forms.

HR professionals and recruiters responsible for hiring and recordkeeping, ensuring forms match I-9 and payroll records.
Background-screening vendors that verify dates, titles, and reasons for separation to produce a verification report.
Hiring managers and compliance officers who rely on consistent history to evaluate suitability for role and regulatory fit.

Keep completed forms accessible to authorized personnel and attach related authorizations, job applications, and verification results to the employee record.

Step-by-step: completing and submitting the form

Complete the form in sequence, attach authorizations, and return by the requested method to avoid processing delays.

01

Review instructions: Read all guidance and consent language before entering data.
02

Fill fields: Enter accurate names, dates, duties, and contact details.
03

Attach authorizations: Include signed background check and references release forms.
04

Submit and verify: Send via the requested channel and confirm receipt.

Typical digital workflow settings for online completion

Configure the form to collect required fields, enable consent, and route completed forms securely to HR or a background‑check vendor.

Field	Configuration
Required fields	Full name, employer, dates, title, verifier contact
Consent block	Consumer disclosure and electronic consent (ESIGN) required
Routing	Auto‑route to HR and background vendor on completion
Notifications	Email alerts to submitter and HR reviewer

End-to-end submission flow for eSigned forms

A standard eSubmission flow reduces manual handoffs and preserves an audit trail for each action taken on the form.

Upload or open: Candidate opens the form via a secure link or portal.
Complete fields: Candidate fills required fields and uploads supporting files.
Consent and sign: Candidate consents to eSignature and signs electronically.
Automatic routing: Form and audit trail route to HR and verification vendor.

Technical and platform considerations for eSubmission

Select a signing platform that supports required integrations, secure storage, and the authentication level your workflow needs.

Integrations: Connectors for HRIS/ATS, payroll, and background vendors streamline routing.
Authentication: Email link, SMS code, or stronger methods reduce identity risk.
Document formats: PDF and DOCX support preserves layout and signature fields.

Ensure the platform you choose supports audit trails, secure storage, and any industry compliance (for example, HIPAA where applicable).

Core elements a professional Employment History Form should include

Design forms to collect verifiable data, minimize manual entry, and integrate with core HR systems for consistent records.

Identifying data

Full legal name, preferred name, date of birth if required for identity matching, and current contact details for accurate verification.

Employment timeline

Start and end dates for each position, including gaps and reasons for departure so verifiers can confirm continuity and eligibility.

Roles and duties

Concise descriptions of main responsibilities and supervisory level to assess experience against job requirements and internal grading.

Compensation summary

High‑level pay or salary bands (when requested) to assist with offer calibration and internal equity reviews without revealing sensitive payroll details.

Verification contacts

Name, title, phone, and business email for an HR representative or former supervisor who can confirm dates and duties.

Consent and disclosures

Explicit authorization for reference checks, background screening, and electronic records that documents consent and preserves legal defensibility.

Security and compliance data you should record

Encryption: TLS 1.2/1.3 in transit

Data at rest: AES-256 encryption

Audit trail: Timestamped action log

HIPAA coverage: BAA required for PHI

ESIGN/UETA: Legal eSignature framework

Access controls: Role-based permissions

Common mistakes that delay verification

Incomplete dates or missing months that force verifiers to request clarifications and extend background checks.
Using nicknames or initials instead of legal names, causing mismatches with payroll and identity documents.
Providing personal instead of professional verifier contacts, which prevents timely confirmation from HR departments.
Failing to sign consent sections or electronic disclosures, which can block background checks under FCRA rules.

Consequences and compliance risks to be aware of

I-9 timing: Potential fines (8 CFR §274a.2)

FCRA violations: Civil liability for improper consumer reports

Tax mismatches: Backup withholding if TIN incorrect

Privacy breaches: State data breach statutes apply

Document tampering: Legal challenges to record integrity

Intentional misstatements: Disciplinary or legal action

Typical timelines and processing expectations

Timelines vary by employer and background‑check provider; plan for a multi‑step process that can take days to weeks depending on verifications required.

Candidate return window:

Return form within 3–7 business days when requested to avoid onboarding delays

I-9 completion:

Employers should complete I-9 verification within three business days of hire (federal expectation)

Background checks:

Standard verifications complete in 3–10 business days depending on references and jurisdiction

HR processing:

Allow 3–5 business days for HR to review and attach records to personnel file

Adverse action timeline:

Respect FCRA notice periods before taking adverse hiring actions

Typical eSignature vendor pricing and feature snapshot for forms

Compare basic pricing and key capabilities when selecting an eSignature provider for Employment History Forms and HR workflows.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about the Employment History Form

Answers to the most common questions about eSigning, corrections, notarization, and retention for employment history records.

Need help? Contact support

Can I sign the Employment History Form electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention are satisfied. Exceptions (for example, certain court filings) do not usually apply to employment history forms.
Is notarization required for employment history?
Not typically. Employment history forms rarely require notarization. If a specific state or employer requests notarization, follow that instruction and check state RON rules if online notarization is preferred.
How do I correct a submitted form?
Notify the requester promptly. Many platforms allow the sender to void and resend the form or append a corrected addendum. Keep both versions for auditability and note the reason for the correction.
What happens if dates or names mismatch?
Mismatches can delay verification and may trigger identity or payroll reviews. Provide supporting documents and clarifying notes to HR to reconcile differences quickly.
Who must sign consent for background checks?
The candidate must sign a clear consent and disclosure consistent with the Fair Credit Reporting Act (FCRA) before a consumer‑reporting agency conducts background checks.
How long should employers keep the form?
Retain the form per applicable retention rules: I-9 retention under 8 CFR §274a.2, tax records under IRC §6501(a), and industry requirements such as HIPAA where applicable.

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