Can this be e-signed?

Yes. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA standards when intent, consent, attribution, and reliable record retention are demonstrated; include required consumer disclosures for consumer-facing cases.

When is notarization required?

Notarization is required only in limited circumstances or by state rule; check the relevant state notary law and RON status if remote notarization will be used.

What if the signer lacks ID?

Use alternative identity-proofing such as knowledge-based authentication or additional documentation; without adequate ID the vendor may decline the search or results may be unreliable.

How to correct signer errors?

If information is incorrect, obtain a corrected authorization and reverify identity; retain both versions and document the reason for the change to preserve auditability.

How to revoke consent?

A signer may withdraw consent per the agreement’s terms; specify withdrawal procedures and note that searches already performed cannot be undone, though future access can be stopped.

How long must records be kept?

Follow federal minima (e.g., IRS 3 years, I-9 per 8 CFR §274a.2) and longer state or industry-specific periods; adjust and document retention in policy.

Electronic Signature
Templates
HR
Employment Perm Search Agreement

Employment Perm Search Agreement

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

EMPLOYMENT PERM SEARCH AGREEMENT

This Employment Perm Search Agreement (the Agreement) is made effective as of by and between:

Parties and Contact Information

Employer (Client) Legal Name Employer Primary Contact & Title Employer Address Search Firm (Agency) Legal Name Search Firm Primary Contact & Title Search Firm Address

Scope of Engagement

Employer engages Search Firm, and Search Firm accepts engagement, to conduct a permanent search to identify, recruit, screen and present qualified candidates for the position described below (the Services). Search Firm's obligations shall be performed in a professional manner consistent with industry practice.

Position Title Department / Location Reporting Manager Anticipated Start Date Base Salary or Target Compensation Job Summary / Candidate Profile

Fee Structure and Payment Terms

Employer agrees to pay Search Firm the fees set forth below for candidates whom Employer hires, whether directly or through a related entity, during the Engagement Period. Fees are earned upon the candidate's start date and are due in accordance with the invoicing terms.

Fee Model (select one)

Retained search — initial non-refundable retainer amount:

Contingency / contingency-plus — fee as percentage of first year gross cash compensation: %

Flat Fee / Alternative Arrangement (if applicable) Invoice Terms

Invoices are due within days of invoice. Late payments accrue interest at % per month or the maximum permitted by law, whichever is less.

Expenses

Candidate Ownership and Guarantee

Candidate ownership shall rest with Search Firm for candidates submitted in writing to Employer within months of initial submission. If Employer hires a candidate presented by Search Firm within that period, Employer will pay the agreed fee.

Search Firm provides a replacement guarantee of days from the candidate's start date. In the event of termination for cause or voluntary separation within the guarantee period, Search Firm will use reasonable efforts to provide a replacement candidate at no additional placement fee, subject to Employer's payment of outstanding invoices and reasonable cooperation.

Candidate Screening, Background Checks and Authorization

Search Firm will screen candidates and, where requested by Employer and permitted by law, initiate employment background checks, reference checks and verification of credentials. Employer hereby authorizes Search Firm to contact references and prior employers for the purpose of candidate evaluation. Employer is responsible for obtaining any candidate consents required by applicable law.

Employer may require additional background checks or security clearances, which shall be the responsibility of Employer unless otherwise agreed in writing.

Confidentiality

Each party shall maintain in confidence all proprietary information, trade secrets and candidate data disclosed by the other party in connection with this Agreement and shall not use such information except to perform its obligations hereunder. Candidate resumes and materials provided by Search Firm are furnished solely for Employer's internal evaluation and shall not be used to solicit or hire candidates for any other role without Search Firm's consent for a period of 12 months.

Representations, Warranties and Compliance

Each party represents and warrants that it has full authority to enter this Agreement. Search Firm warrants that it will comply with applicable employment laws and regulations in the recruitment process. Employer represents that it will comply with applicable non-discrimination laws in selection and hiring. Neither party will instruct the other to engage in unlawful screening or discriminatory practices.

Indemnification and Limitation of Liability

Each party shall indemnify and hold harmless the other from claims arising from its breach of this Agreement, negligent acts or willful misconduct. Except for liability arising from gross negligence, willful misconduct or breach of confidentiality, each party's aggregate liability under this Agreement shall not exceed the fees paid by Employer to Search Firm under this Agreement during the prior twelve (12) months.

Term, Termination and Effect of Termination

This Agreement commences on the effective date and continues until either party terminates by written notice. Termination shall not affect Search Firm's right to fees for candidates submitted prior to termination or hired within the candidate ownership period. Upon termination, each party shall return confidential materials of the other and pay outstanding invoices.

Notices

Notices under this Agreement shall be sent to the primary contacts and addresses set forth above or to such other address as a party may designate in writing. Notices are effective on delivery when sent by certified mail or by acknowledged electronic transmission.

Employer Notice Email Search Firm Notice Email

Miscellaneous

This Agreement constitutes the entire agreement between the parties regarding the subject matter and supersedes all prior agreements. Any amendment must be in writing and signed by authorized representatives. If any provision is found unenforceable, the remainder shall remain in effect. This Agreement shall be governed by the laws of the state specified below, without regard to conflicts of law principles.

Governing Law State

Certification and Authorization

The undersigned certify that they are authorized to enter into this Agreement on behalf of their respective parties, that the information provided herein is true and complete, and that they authorize Search Firm to proceed with recruitment activities consistent with the terms of this Agreement.

Employer:

Party Label:

By:

Date:

Title:

Search Firm:

Party Label:

By:

Date:

Title:

What the Employment Perm Search Agreement Is

The Employment Perm Search Agreement is a formal written authorization used by employers to request, obtain, and retain permission to search an applicant’s or employee’s employment history, background records, and related administrative data. It documents consent, lists the types of searches to be performed, names the requester and the vendor, and sets parameters for data use, retention, and disclosure. The agreement also clarifies authentication methods, signature blocks, and any state-specific or industry constraints that affect validity and enforceability under U.S. e-signature law.

Why this Agreement Matters for Hiring and Compliance

Using a clear Employment Perm Search Agreement protects employers and applicants by documenting consent and scope for background checks, meeting ESIGN/UETA standards for electronic signatures, and reducing disputes over authorization or scope of data access.

Who commonly completes an Employment Perm Search Agreement

Employers, HR teams, third-party screening vendors, and candidates typically interact with this agreement during hiring, rehire, or periodic screening processes.

HR and Talent Acquisition teams manage intake, ensure consent forms are completed, and verify that searches match job-related requirements.
Third-party screening vendors receive the signed authorization and act as data processors under the agreement while following stipulated data-use limits.
Job applicants or employees provide signatures, identify verification, and must be given the consumer disclosure where applicable.

Proper role alignment reduces processing delays and ensures each party meets legal obligations for consent, disclosure, and recordkeeping.

Who May Sign and Why

HR Manager

Typically executes or requests the agreement on behalf of the employer, confirms scope is job-related, and ensures retention and compliance with company policy and applicable law.

Signing Applicant

The individual whose records are searched must sign to demonstrate intent and consent; mismatched identity details (name, DOB, SSN/TIN) can invalidate consent.

Security and compliance elements to include

Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3 in transit

Audit Trail: Timestamped logs

HIPAA BAA: When PHI present

Access Controls: Role-based access

Authentication: Multi-factor options

Key penalties and legal risks

Missing TIN: Backup withholding

Late Filings: Financial penalties

I-9 Violations: Civil fines

Notarization Flaws: Questioned validity

Invalid Signature: Contract unenforceable

Data Breach: Regulatory exposure

Common preparation mistakes to avoid

Using inconsistent names or failing to require government ID verification increases the chance of mismatched records and disputes.
Neglecting required consumer disclosures for consumer-facing checks can violate ESIGN Act consumer-consent rules and lead to enforcement risk.
Omitting a clear retention period or disposal procedure creates uncertainty about how long screening records are kept and who is responsible.
Failing to specify permitted data uses and redisclosure restrictions can allow vendors to share more data than intended.

Step-by-step: completing the Employment Perm Search Agreement

Follow these steps to collect valid authorization and route it for processing.

01

Prepare Form: List searches, vendor, and legal basis.
02

Verify Identity: Collect government ID or confirm via KBA.
03

Obtain Consent: Signer reads and signs electronically or on paper.
04

Send to Vendor: Provide signed authorization with scope details.

Where the signed agreement goes next

Typical routing moves the completed form from HR to the screening vendor, then into secure records.

HR Records: Store the signed copy securely.
Screening Vendor: Vendor receives authorization to run searches.
Result Delivery: Vendor returns findings to HR.
Retention: Retain per policy and law.

Core components of a professional Employment Perm Search Agreement

A complete agreement sets scope, parties, method of signature, retention, and limitations on use. Include these elements explicitly.

Parties

Full legal names for employer, candidate, and screening vendor; include contact and address information for each party.

Scope of Search

Specify background checks requested (employment history, criminal record, education verification, credit checks where allowed) and time ranges.

Consent Language

Clear affirmative language authorizing searches, acknowledging disclosure rights, and stating whether adverse-action notices will follow.

Signature and Date

Signature block that permits electronic signature and records the signer’s printed name, date, and any witness or notary information if required.

Data Use Limits

Describe permitted uses, redisclosure restrictions, and requirements for vendor deletion or return of data on request.

Retention and Disposal

State retention period, secure storage measures, and disposal method once retention expires.

Practical tips for accurate and efficient completion

Small process improvements reduce errors and speed up screening while maintaining legal compliance.

Use standardized templates across hiring

A single approved template reduces inconsistent language and helps HR and vendors apply the same scope and retention rules for all candidates.

Require identity verification at signing

Use government ID checks, knowledge-based verification, or multi-factor authentication to match the signer to the record being requested.

Log consumer disclosures when required

Store evidence that the signer was offered paper alternatives and could access electronic records to satisfy ESIGN consumer-disclosure requirements.

Automate reminders and expirations

Set calendar alerts for retention expirations and automatic secure deletion to reduce manual oversight and compliance risk.

Typical timeline from request to record retention

A sequential view highlights key stages from authorization to archival and disposal.

01

Authorization Collected

Signer provides consent and identity verification.

02

Search Performed

Vendor completes checks and returns results.

03

Adverse-Action Notice

If applicable, employer issues required notices before adverse action.

04

Archive/Dispose

Store and then securely destroy per retention policy.

Deadlines and processing expectations to track

Monitor time-sensitive steps to limit legal exposure and keep hiring moving.

Authorization Response Time:

Complete identity verification same day where possible.

Vendor Turnaround:

Standard background checks often return within 2–7 business days.

Adverse-Action Timing:

Provide pre-adverse disclosure and allow required response time per FCRA rules.

Retention Start Date:

Retention begins on completion or termination date, as specified.

Retention Review:

Periodic review every 12 months recommended for ongoing obligations.

How this authorization compares to a basic background check form

A quick table shows where a formal Employment Perm Search Agreement adds legal and process protections beyond a simple release.

Criteria	Employment Perm Search Agreement	Background Check Release
Purpose	broad authorization	limited consent
Notarization	sometimes required	rarely required
eSignature OK
Retention	specified	often unspecified

Comparing eSignature vendor pricing and essentials

Vendor pricing and features vary; signNow is listed first per standard comparison practice and competitor pricing appears in adjacent columns for quick 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	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

Digital workflow settings to configure

Set these fields and options when building an electronic authorization workflow for screening.

Field	Configuration
Signature Order	Single signer or sequential routing
Authentication	Email, SMS code, or KBA
Conditional Fields	Show sections only if relevant
Reminder Settings	Auto-remind signers at set intervals

Delivery methods and integrations to consider

Electronic distribution and integrations speed processing and reduce manual handling.

Email and Links: Send signer links or attachments
Integrations: Connect to HRIS, ATS, and CRM
Document Formats: Supports PDF, DOCX, HTML

Common integrations include Salesforce, Microsoft 365, NetSuite, Google Workspace, Box, and Procore; choose connectors that match your HR and recordkeeping systems.

How organizations typically use this agreement

Real-world examples illustrate practical implementations across HR and vendor workflows.

Hiring at Scale

A mid-size employer automates consent collection via e-signature to speed onboarding

reduces manual errors and processing time
The template centralizes permissions, records audit trails, and shortens time-to-hire while preserving documentation for audits and disputes.

Periodic Re-Screening

A healthcare provider renews screening consents annually for credentialed staff

adds HIPAA addendum and BAA
The agreement documents ongoing consent, ensures vendor compliance with PHI rules, and simplifies retention tracking for regulatory inspections.

Frequently asked questions about the Employment Perm Search Agreement

Answers to common legal, process, and technical questions when preparing or using this authorization.

Need help? Contact support

Can this be e-signed?
Yes. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA standards when intent, consent, attribution, and reliable record retention are demonstrated; include required consumer disclosures for consumer-facing cases.
When is notarization required?
Notarization is required only in limited circumstances or by state rule; check the relevant state notary law and RON status if remote notarization will be used.
What if the signer lacks ID?
Use alternative identity-proofing such as knowledge-based authentication or additional documentation; without adequate ID the vendor may decline the search or results may be unreliable.
How to correct signer errors?
If information is incorrect, obtain a corrected authorization and reverify identity; retain both versions and document the reason for the change to preserve auditability.
How to revoke consent?
A signer may withdraw consent per the agreement’s terms; specify withdrawal procedures and note that searches already performed cannot be undone, though future access can be stopped.
How long must records be kept?
Follow federal minima (e.g., IRS 3 years, I-9 per 8 CFR §274a.2) and longer state or industry-specific periods; adjust and document retention in policy.

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