Can this record be signed electronically?

Yes. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA standards when intent, consent, attribution, and reliable record retention are demonstrated. Exceptions like wills or certain court filings remain inapplicable.

Is notarization required for I-9 supporting documents?

No federal law requires notarizing I-9 documents. Notarization may be required for state-specific supporting documents or employer policies; consult state guidance before requiring notarization.

What if a document expires after hire?

When an authorization document expires, the employee must present updated documentation or a renewal; retain both the original and any subsequent updates per retention policy and note expiration events.

How long should I keep completed records?

Follow federal retention: I-9 retention is 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2). Adjust for IRS, HIPAA, or industry-specific rules where applicable.

Who can access these records?

Limit access to HR personnel and authorized auditors. Use role-based access controls and encryption to protect sensitive data and comply with privacy laws such as HIPAA and state regulations.

What to do if an employer audit finds errors?

Correct noncompliant errors timely according to agency guidance, document corrective actions, and retain both the original and amended records along with notes explaining the correction.

Electronic Signature
Templates
HR
Employment Proof of Right to Work

Employment Proof of Right to Work

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

EMPLOYMENT PROOF OF RIGHT TO WORK

This form documents the employee's attestation of authorization to be employed and the employer's review of acceptable documentary evidence. Completion of this form is required prior to commencement of employment or as a condition of continued employment where re-verification is required by law. All sections must be completed in full.

Personal Information

Full Legal Name Current Address

Phone

Email

Date of Birth: Last 4 of SSN (optional):

Position Information

Job Title Department

Reporting Manager: Anticipated Start Date:

Salary (annual or hourly)

Employment History (most recent first)

Employer 1 - Company Name

Title

Dates Employed

Primary Responsibilities Reason for Leaving Employer 2 - Company Name

Title

Dates Employed

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Credential Institution Graduation Date

Professional References

Reference 1 - Name

Relationship Reference 2 - Name

Relationship Reference 3 - Name

Relationship

Attestation of Right to Work

I attest, under penalty of perjury, that I am authorized to work in the country where this employment will take place. Select the box that describes your status and provide documentation as indicated below.

Employee Status (select one) U.S. Citizen by birth or naturalization
Non-citizen national
Lawful Permanent Resident (green card holder)
Alien authorized to work (e.g. employment authorization document)
Other (provide explanation below)

If Other, explain

Documents Presented for Identity and Work Authorization

Check each document presented to the employer. For documents with an expiration date, provide the expiration.

Document 1 Provided

Document 2 Provided

Document 3 Provided

Employer Review and Certification

The individual presenting the above documents appeared before me and presented the identified documents. To the best of my knowledge, the documents appear genuine and relate to the individual named above. This verification is performed solely for employment eligibility purposes.

Employer / Organization

Verifier Name

Verifier Title

Date of Review: Employer Telephone:

Legal Disclosures and Authorizations

At-Will Employment: Unless governed by a written agreement signed by an authorized representative of the employer, employment is at-will and may be terminated by either party at any time, with or without cause or notice.

Equal Opportunity: The employer is an equal opportunity employer and makes recruitment, hiring, promotion and other employment decisions without regard to protected characteristics under applicable law.

Authorization: I authorize the employer and its agents to contact prior employers and references as necessary to verify the information I have provided and to conduct background checks as permitted by law. I understand that any offer of employment is conditioned upon satisfactory verification of identity and work authorization.

Applicant Certification (initial each) I certify that all information provided in this form is true, complete and correct to the best of my knowledge. I authorize the employer to verify information and to perform background checks where permitted by law. I understand that providing false information may result in disciplinary action up to and including termination, and may subject me to civil or criminal penalties.

Employee Additional Remarks

Employee Name:

By:

Date:

What the Employment Proof of Right to Work Is

An Employment Proof of Right to Work documents an individual's legal authority to work in the United States. It typically records the document type presented (for example, U.S. passport, permanent resident card, or employment authorization document), the issuing authority, document number, and the date examined. Employers use this record to demonstrate compliance with federal employment eligibility verification rules and to keep an audit trail showing that identity and work authorization were reviewed at hire.

Why this document matters for employers and employees

Maintaining a clear, accurate Employment Proof of Right to Work helps employers meet federal requirements, mitigate I-9 audit risk, and avoid fines. For employees it documents lawful employment status and protects against wrongful employment denial when identity and authorization are properly recorded.

Who prepares and reviews employment right-to-work records

Human resources, hiring managers, and authorized onboarding staff usually complete and retain right-to-work documentation as part of the hiring process.

HR administrators who process new hires and maintain personnel files in compliance with federal rules and internal recordkeeping policies.
Hiring or recruiting teams that verify identity and work authorization at the point of hire or first day of work.
Third-party onboarding providers and staffing agencies engaged to complete verification and maintain audit-ready records.

Essential parts of a professional proof-of-right-to-work record

A complete record combines identity details, document specifics, reviewer information, and a tamper-evident audit trail so the file is legally defensible and inspection-ready.

Employee Identity

Full legal name, date of birth, and contact or employee ID as shown on presented documents; consistency prevents mismatches and backup withholding triggers.

Document Details

Type of credential (e.g., U.S. passport, Permanent Resident Card), issuing country or agency, document number, expiration date where applicable, and image or redaction guidance.

Examination Record

Name and title of the person who examined the documents, the date of examination, and any notations on document authenticity or discrepancies.

Verification Method

Whether verification used manual inspection, E-Verify, or remote verification processes; include method name and reference ID for automated checks.

Audit Trail

Tamper-evident log with timestamps, IP addresses, signer attribution, and a copy of the completed record in PDF for reproducibility and legal evidence.

Retention & Storage

Clear record of where the original is stored, who has access, retention start and end dates, and deletion or archival controls.

Required fields at a glance

Employee name: Exact legal name

Document type: e.g., U.S. passport

Document number: As printed on credential

Examiner name: Verifier's full name

Examination date: MM/DD/YYYY

Retention tag: Storage location or policy

Step-by-step: complete a proof-of-right-to-work record

Follow these sequential steps to examine documents, record findings, and store the completed record reliably.

01

Collect documents: Request acceptable identity and work-authorization documents.
02

Inspect items: Visually verify authenticity and expiration.
03

Record details: Enter type, number, and examiner information.
04

Store securely: Save the completed record in the personnel file.

Configuring an online verification workflow

Set up a secure, auditable workflow: choose fields, authentication level, and storage destination to ensure consistent processing at scale.

Field	Configuration
Required fields	Full name \| Doc type \| Number \| Exam date
Authentication	Email + SMS code or KBA for remote identity proofing
Attachment policy	Allow image uploads; set max file size and redaction rules
Storage target	HR system or secure cloud folder with access controls

Where to send or file the completed record

A finished proof-of-right-to-work record must be filed with the employee's personnel file and retained according to federal and company retention policies.

Personnel file: Primary storage location for completed records
HRIS upload: Store as a locked document in HR software
E-Verify: Submit identity data when E-Verify is used
Backup archive: Retain an encrypted archival copy offsite

Digital signing and submission considerations

Ensure the platform supports secure signatures, audit trails, and configurable access controls for sensitive employment records.

Authentication options: Email, SMS, or KBA
Document formats: PDF, DOCX accepted
Integrations: HRIS, E-Verify, cloud storage

Timing and processing expectations

Know the time limits that affect retention and potential penalties; process verification promptly at hire and maintain an audit trail for inspections.

Verification timing:

Complete inspection on or before first day of work

I-9 retention:

Retain per federal rule (see retention timeline)

E-Verify timing:

Follow E-Verify response windows when enrolled

Audit readiness:

Keep records accessible for potential government review

Update events:

Recheck when authorization documents expire

Common mistakes to avoid

Recording a name that differs from the presented document, causing a mismatch and potential audit exception during inspection.
Entering an incorrect document number or expiration date, which can produce E-Verify mismatches or require repeat verification.
Saving unsecured copies of sensitive documents in shared folders without encryption or access controls, risking unauthorized disclosure.
Permitting unauthorized staff to complete verification steps, which undermines chain-of-custody and increases liability.

Penalties and compliance risks

I-9 paperwork: Civil fines per violation

Intentional disregard: Substantially higher penalties

Data breach: HIPAA/CCPA exposure and costs

E-Verify errors: Denials or workforce disruption

Record tampering: Criminal liability risk

Audit failure: Operational and financial risk

How organizations use signed verification records

Organizations use digital workflows to centralize onboarding documents, speed verification, and keep an audit-ready file for inspections and internal reviews.

Optica Ventures — onboarding

Optica standardized electronic onboarding to collect verification documents efficiently

Reduced manual follow-ups by centralizing uploads and signatures
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Fertility Centers of Illinois — compliance

A healthcare provider tightened access controls and audit logging for employment records

Integrated onboarding with secure storage and role-based access
"The airSlate SignNow team has been exceptional, responsive, the API has been great."

Comparing eSignature vendor pricing and core capabilities

Basic pricing and feature availability differ across vendors; signNow is listed first for direct comparison of starting price and common capabilities.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Practical tips for accurate and efficient completion

Adopt consistent procedures and tools to reduce errors, protect sensitive data, and maintain audit readiness across onboarding workflows.

Standardize acceptable documents

Publish a clear list of acceptable identity and authorization documents to eliminate guesswork during examination, reduce re-work, and ensure consistent treatment across hiring sites.

Train verifiers and limit access

Require documented training for staff who examine documents, and restrict the ability to edit or delete completed records to minimize tampering and maintain chain-of-custody.

Preserve an immutable audit trail

Capture timestamps, verifier attribution, IP addresses, and signed PDFs to demonstrate intent, consent, and retention for ESIGN/UETA compliance during audits.

Review retention policies regularly

Map document retention to federal and state rules, implement automated archival schedules, and ensure legal holds override deletion during disputes or investigations.

Frequently asked questions about employment right-to-work records

Answers to common questions about completing, signing, storing, and updating proof-of-right-to-work documentation.

Need help? Contact support

Can this record be signed electronically?
Yes. Electronic signatures meet ESIGN (15 U.S.C. ch. 96) and UETA standards when intent, consent, attribution, and reliable record retention are demonstrated. Exceptions like wills or certain court filings remain inapplicable.
Is notarization required for I-9 supporting documents?
No federal law requires notarizing I-9 documents. Notarization may be required for state-specific supporting documents or employer policies; consult state guidance before requiring notarization.
What if a document expires after hire?
When an authorization document expires, the employee must present updated documentation or a renewal; retain both the original and any subsequent updates per retention policy and note expiration events.
How long should I keep completed records?
Follow federal retention: I-9 retention is 3 years after hire or 1 year after termination, whichever is later (8 CFR §274a.2). Adjust for IRS, HIPAA, or industry-specific rules where applicable.
Who can access these records?
Limit access to HR personnel and authorized auditors. Use role-based access controls and encryption to protect sensitive data and comply with privacy laws such as HIPAA and state regulations.
What to do if an employer audit finds errors?
Correct noncompliant errors timely according to agency guidance, document corrective actions, and retain both the original and amended records along with notes explaining the correction.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now