Can this form be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act and UETA where applicable if the signer shows intent, consents to e-records, attribution is established, and records are retained.

Who completes the employer section?

The employer or authorized representative must complete the employer verification section based on physical inspection or approved remote identity proofing of the presented documents.

What if a document expires after hiring?

Reverify the employee when temporary authorization expires or when a work authorization document reaches its expiration date, and record the reverification on the form.

How do I correct mistakes on a completed form?

Do not obliterate entries. Draw a single line through the error, write the correct information nearby, date and initial the change, and retain a record of the correction.

What documents are acceptable for identity?

Acceptable documents include a U.S. passport, state driver’s license, or combinations of List A/B/C documents as specified by federal guidance; verify the issuing authority and number.

How long must I retain completed forms?

Retain completed verification forms per federal minimums—generally three years after hire or one year after termination—and longer if industry or state rules require it.

Electronic Signature
Templates
HR
Employment Identification Verification Form

Employment Identification Verification Form

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

EMPLOYMENT IDENTIFICATION VERIFICATION FORM

Applicant Information

Full Legal Name:

Other Names Used (if any) Current Address

Phone: Email:

Date of Birth: Social Security Number (last 4 digits):

Position Information

Position / Job Title

Department: Reporting Manager:

Proposed Start Date: Annual Salary/Rate: $

Identification Documents Presented

List all identity and employment-eligibility documents presented by applicant at time of hire. Provide document type, issuing authority, document number, and expiration date where applicable. Employer will retain copies where required by policy or law.

Document 1 — Type

Issuing Authority: Document Number: Expiration Date:

Document 2 — Type

Issuing Authority: Document Number: Expiration Date:

Document 3 — Type (if applicable)

Issuing Authority: Document Number: Expiration Date:

Employment History

Provide two most recent employers. Attach additional pages if necessary.

Employer 1 — Company Name Employer 1 — Address

Job Title: Dates Employed: From to

Primary Duties and Responsibilities Reason for Leaving Employer 2 — Company Name Employer 2 — Address

Job Title: Dates Employed: From to

Primary Duties and Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Major / Field: Graduation Date:

Professional References

Provide three professional references familiar with your work history.

Reference 1 — Name

Phone: Email: Relationship:

Reference 2 — Name

Phone: Email: Relationship:

Reference 3 — Name

Phone: Email: Relationship:

Legal Disclosures and Notices

At-Will Employment: Employment with the employer is at-will unless a written agreement signed by an authorized company representative states otherwise. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

Equal Opportunity: Employer provides equal employment opportunities to all applicants and employees without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic under applicable law.

Privacy and Recordkeeping: Information provided on this form will be used for identity verification, eligibility to work, background screening, and personnel recordkeeping. Records will be maintained in the employee file and processed consistent with applicable privacy and data protection requirements.

Applicant Certification and Authorization

I certify that the information I have provided on this form is true, correct, and complete to the best of my knowledge. I further certify that the identification and employment-eligibility documents I have presented are genuine, relate to me, and accurately establish my identity and authorization to work.

I authorize the employer, its representatives, agents, and contractors to contact my former employers, educational institutions, and references to verify any information provided and to conduct background checks, which may include verification of employment, education, criminal history, and other screenings as permitted by law. I understand that a conviction record does not automatically disqualify me from employment and that such information will be considered in relation to the position sought.

I authorize investigation of all statements contained in this form and consent to background checks as described above.

I do not consent to background checks at this time (please note this may affect hiring eligibility).

Applicant Additional Comments (optional)

Acknowledgment

By signing below, I acknowledge that I have read and understand the foregoing statements and authorize the disclosures and verifications described. I understand that any falsification, misrepresentation, or omission of material fact may be grounds for rejection of my application or, if employed, disciplinary action up to and including termination.

Applicant Name:

Signature:

Date:

What the Employment Identification Verification Form Is

The Employment Identification Verification Form is a standardized document employers use to confirm an individual's identity and authorization to work in the United States. It captures full legal name, date of birth, government-issued ID details, and employment-eligibility attestations. Employers use the completed form to satisfy federal verification and recordkeeping obligations and to provide a reproducible verification record for audits. The form may be completed on paper or electronically with compliant eSignature and identity-proofing tools.

Why accurate verification matters for employers

Completing the Employment Identification Verification Form accurately reduces legal and administrative risk, supports eVerify and internal audits, and documents lawful hiring. Proper records protect employers from enforcement actions and show consistent, documented verification practices.

Common users and participants

Employers, HR teams, and background-screening vendors commonly rely on the Employment Identification Verification Form during hiring and onboarding to confirm identity and work eligibility.

Small businesses verifying new hires for hourly and salaried positions
Staffing agencies processing mass placements and temporary worker documentation quickly
Government contractors and regulated employers required to maintain accurate verification files

Choosing the correct form variant and following retention rules helps avoid fines and supports consistent compliance across hires.

Who typically completes or signs the form

HR Manager

Typically completes or reviews the Employment Identification Verification Form, confirms documents match government-issued IDs, initiates eVerify where required, and retains the verification file per company policy and federal retention rules.

Onboarding Specialist

Prepares verification packets, requests missing identity documents, coordinates with remote notary or identity-proofing vendors when needed, and uploads completed forms to the secure HR system under HR Manager oversight.

Essential fields and required data at a glance

Full Legal Name: Exact name as ID

Date of Birth: MM/DD/YYYY format

Social Security Number: SSN or taxpayer ID

Document Title & Number: Passport or driver's license

Issuing Authority: State or federal agency

Document Expiration: Expiration date if applicable

Key penalties and compliance risks

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

Civil penalties: Monetary fines and sanctions

Criminal risk: Willful violations carry criminal exposure

Employment disruptions: Delay in start dates or termination

Reputational harm: Public enforcement impacts hiring

Backup withholding: 24% withholding for wrong TIN

Common mistakes to avoid when preparing the form

Entering nicknames or shortened names that do not match government-issued identification, which can trigger mismatches and verification delays
Failing to complete the employer section within prescribed timing windows, resulting in incomplete records and potential penalties
Accepting expired credentials or failing to note expiration dates, which can invalidate the verification and require reverification
Not retaining a clear audit trail for electronic submissions (timestamps, signer identity, IP address), complicating defense in audits

How to complete the Employment Identification Verification Form — step by step

Follow these sequential steps to collect, verify, and retain accurate identity and eligibility information for each new hire.

01

Gather documents: Request acceptable IDs and SSN documentation from the employee
02

Verify identity: Compare ID photo and details to the individual in person or via approved remote-proofing
03

Record details: Complete form fields, including document numbers and expiration dates
04

Store records: Securely file originals or upload electronic copies with audit trail

Where completed forms typically go and how they are submitted

Completed Employment Identification Verification Forms flow through verification, retention, and optional government checks before final storage.

Employer file: Keep the completed form in secure HR records
eVerify submission: Submit when required by contract or law
HR system upload: Attach scanned or electronic copy to employee record
Third-party verifier: Share with screening vendors under data-protection controls

Core elements of a professional verification form and process

A complete verification solution combines clear fields, evidence capture, authentication, and secure storage to support auditability and compliance.

Identity proofing

Use tiered identity proofing (document-analysis, biometric or KBA) to reduce forgery risk and ensure the person presenting IDs is the named individual.

eSignature compatibility

Allow legally valid electronic signatures that satisfy the ESIGN Act and UETA where applicable so forms can be signed remotely and retained reliably.

Audit trail

Capture signer identity, timestamps, IP addresses, and action logs so the verification event can be reconstructed for audits or investigations.

Conditional fields

Include conditional and calculated fields to surface only relevant questions, reducing signer confusion and preventing incomplete submissions.

Secure storage

Encrypt stored forms at rest and in transit and apply role-based access controls to limit who can view or export PII.

Notarization support

Support RON or in-person notarization workflows where required by state law or company policy for added attestation.

Key timing requirements and processing expectations

Track these timing windows and deadlines to remain compliant and ensure verifications complete before employment begins.

I-9 completion window:

Complete employee and employer sections within three business days of hire

Reverification timing:

Reverify when temporary work authorization expires

Retention start date:

Retention begins on hire or termination per regulation

Correction window:

Correct errors promptly and document corrections

eVerify cases:

Respond to tentative nonconfirmations within the required case resolution timeframe

How to configure a digital verification workflow

Configure these settings when you build an electronic form to ensure security, authentication, and efficient routing.

Field	Configuration
Identity Proofing	Enable document analysis and optional biometric checks
Authentication Method	Use email+SMS or stronger MFA for signer verification
Conditional Fields	Show fields only when relevant to reduce errors
Storage Destination	Save completed forms to encrypted HR repository

Technical and integration considerations for e-submission

Choose platforms that support required file formats, strong encryption, and integrations to your HR and document management systems.

Supported formats: PDF, DOCX, and HTML accepted
Authentication: Email, SMS code, and optional KBA
Integrations: Connects to HRIS, storage, and screening vendors

Representative eSignature pricing and capability comparison

Basic pricing and capability differences for common eSignature vendors; signNow appears first per vendor 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	Yes, 7-day trial	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about completing and submitting the form

Answers to common queries about electronic completion, corrections, retention, and acceptable identity documents.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act and UETA where applicable if the signer shows intent, consents to e-records, attribution is established, and records are retained.
Who completes the employer section?
The employer or authorized representative must complete the employer verification section based on physical inspection or approved remote identity proofing of the presented documents.
What if a document expires after hiring?
Reverify the employee when temporary authorization expires or when a work authorization document reaches its expiration date, and record the reverification on the form.
How do I correct mistakes on a completed form?
Do not obliterate entries. Draw a single line through the error, write the correct information nearby, date and initial the change, and retain a record of the correction.
What documents are acceptable for identity?
Acceptable documents include a U.S. passport, state driver’s license, or combinations of List A/B/C documents as specified by federal guidance; verify the issuing authority and number.
How long must I retain completed forms?
Retain completed verification forms per federal minimums—generally three years after hire or one year after termination—and longer if industry or state rules require it.

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