Can the form be e-signed?

Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Is notarization required?

Typically no for internal employment requests. Only include notarization if a specific authorization or legal instrument on the form requires notarized acknowledgment.

What about RON (remote notarization)?

If notarization is required, verify whether your state permits Remote Online Notarization and follow identity proofing and recording rules; RON laws vary by state.

How should I correct an error?

Do not alter signed copies. Create a new form or an amendment that both parties sign; preserve original and amendment for audit and legal continuity.

What if the candidate’s name mismatches documents?

Match the name on the Employment Request Form to government ID shown during I-9 verification to prevent onboarding and payroll delays.

How long is a signed copy valid?

A properly executed electronic signature is enforceable under ESIGN/UETA; retain the signed record according to applicable retention rules and company policy.

Electronic Signature
Templates
HR
Employment Request Form

Employment Request Form

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

EMPLOYMENT REQUEST FORM

This Employment Request Form is submitted by an applicant to request consideration for employment with the organization. Completion of this form authorizes the company to verify the information provided, contact former employers and references, and perform background and eligibility checks in accordance with applicable laws. All fields must be completed accurately; false statements or omissions may be grounds for rejection of the application or termination of employment if discovered later.

Personal Information

Full Legal Name Current Address

Primary Phone

Email Address

Date of Birth

Social Security Number (last 4)

Position Information

Position Title

Department

Reporting Manager

Proposed Start Date: FTE (%):

Employment Type (select all that apply)

Full-Time Part-Time Temporary Contract

Work Location Salary or Pay Range Is this a new position or replacement?

New Position Replacement

If replacement, name of previous incumbent Business Justification / Role Summary

Employment History (most recent first)

Employer 1 — Company Name

Job Title

From

To

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Job Title

From

To

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation or Completion Date Field of Study / Major

Professional References

Reference 1 — Name

Phone

Email

Relationship

Reference 2 — Name

Phone

Email

Relationship

Reference 3 — Name

Phone

Email

Relationship

Legal Disclosures

At-Will Employment: If hired, I understand that my employment with the company is at-will, which means that either I or the employer may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided in a written agreement signed by an authorized representative of the company.

Equal Opportunity: The company provides equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status under applicable law. Decisions regarding employment are based upon qualifications, merit, and business needs.

Applicant Certification & Authorization

I certify that the information provided on this form and any attachments is true, complete, and correct to the best of my knowledge. I understand that any misrepresentation, falsification, or omission of information may be cause for refusal of employment or, if hired, disciplinary action up to and including termination.

I authorize the company and its agents to contact my former employers, educational institutions, references, and other relevant third parties to verify the accuracy of the information I have provided. I further authorize the company to conduct appropriate background checks, including criminal history, credit (where job-related and permitted by law), and motor vehicle record checks, in accordance with applicable legal requirements. I understand that any offer of employment may be conditioned upon successful completion of these verifications and checks.

Authorization (check to consent) I authorize reference checks, employment verification, and background investigations as described above. I consent to drug and alcohol testing where required as a condition of employment.

Additional Information (optional)

Applicant Certification Statement

By signing below, I acknowledge that I have read and understand the statements above and certify under penalty of perjury that the information I have provided is true and correct. I agree that this form may be retained and used by the company in accordance with its record retention policies and applicable law.

Applicant Name:

Signature:

Date:

What the Employment Request Form Is and when it's used

An Employment Request Form is an internal HR document used to request the initiation of a hiring workflow for a candidate or new role. It captures role details, candidate identity, proposed start date, compensation, approvals, and any pre-employment checks needed before onboarding. Organizations use this form to standardize hiring requests, ensure consistent approvals, and create an auditable record that ties recruitment decisions to payroll, background screening, and compliance steps.

Why a formal Employment Request Form matters

A standardized form reduces errors, documents approvals, and speeds coordination between recruiting, HR, and hiring managers while producing a record useful for audits and post-hire compliance.

Who prepares and reviews Employment Request Forms

Multiple HR and business roles touch this form during a typical hiring cycle; responsibilities are divided to control access and approvals.

Hiring managers request a role and justify headcount, skills, and timeline for recruitment and approval.
HR recruiters validate candidate eligibility, coordinate background checks, and prepare onboarding tasks and paperwork.
Compensation or finance reviewers confirm salary bands, budget availability, and payroll classification before final approval.

Clear role separation reduces rework and ensures the form moves to payroll and security teams with the correct documentation attached.

Primary signatories and approvers

Hiring Manager

The hiring manager requests the position and provides role justification, required competencies, and proposed start date. They are responsible for initial approvals and confirming operational need before HR begins candidate processing.

HR Coordinator

HR completes candidate fields, triggers background checks and I-9 verification, and coordinates with payroll and security. HR confirms receipt of required documents and records approvals in personnel files.

Essential fields to include

Applicant Name: Full legal name

Position Title: Job title requested

Start Date: MM/DD/YYYY

Compensation: Salary or hourly rate

Hiring Reason: New hire or replacement

Approvals: Hiring manager and finance

Core components of a professional Employment Request Form

A complete form groups identifying data, role details, approvals, compliance requests, and attachments so downstream teams can act without follow-up.

Applicant Details

Capture full legal name, contact, and identification notes so HR can match records to background checks and payroll documents accurately.

Role Information

Include title, department, location, job code, and FLSA classification to ensure correct payroll setup and organizational reporting.

Compensation

State salary or hourly rate, pay grade, and effective compensation start date to align offers and payroll entries.

Required Checks

Specify background checks, drug screening, credential verification, or professional license checks needed before hire or within probation.

Approval Workflow

List required approvers and sequence (hiring manager, finance, HR, security) and capture electronic sign-off timestamps.

Attachments

Attach resumes, offer letters, signed authorizations, and any conditional offer documents for auditability.

Step-by-step: completing an Employment Request Form

Follow a clear sequence to avoid delays: gather candidate info, confirm compensation, route for approvals, and attach pre-employment requirements.

01

Prepare data: Collect full name, contact, and job details before starting the form.
02

Set compensation: Enter salary, pay cycle, and effective date for payroll setup.
03

Attach documents: Include resume, offer draft, and authorization forms as PDFs.
04

Submit for approval: Route to required approvers and capture electronic signatures.

Configuring the online workflow for this form

Set fields, routing, and authentication up front so the form routes automatically and creates an audit trail for each approval.

Field	Configuration
Required Fields	Mark applicant name, position, and start date as mandatory
Routing	Sequence: Hiring Manager → Finance → HR
Authentication	Use email or SMS code for signer verification
Document Retention	Enable audit trail and version history

Technical considerations for eSubmission and integrations

Choose a platform that supports audit trails, common integrations, and the document formats your teams use.

Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
File formats: PDF, DOCX, Excel supported
Security: AES‑256 at rest, TLS 1.2/1.3

Ensure the platform can attach completed forms to HRIS records, preserve an immutable audit trail, and meet any industry compliance needs.

Typical electronic submission flow

An efficient eSubmission flow reduces manual handoffs: sender uploads, places fields, defines signers, and the system captures signatures and audit data.

Upload: Upload the Employment Request Form as PDF or DOCX
Place fields: Add name, date, signature, and conditional fields
Assign signers: Enter approver emails and signing order
Capture audit: System records timestamps, IPs, and completion certificate

Timelines and common deadline expectations

Align internal deadlines with legal and payroll schedules to avoid late onboarding, missed pay, or compliance breaches.

Submit before start:

Provide completed form to HR at least 5 business days prior to start

I-9 timing:

Complete I-9 verification by the employee’s first day (8 CFR §274a.2)

Payroll setup:

Enter new hire into payroll at least one pay cycle before first paycheck

Background checks:

Initiate checks immediately after conditional offer to meet start date

Record retention:

Keep form copies according to HR retention policy and federal law

Key processing milestones from request to onboarding

Track these numbered milestones to measure cycle time and identify bottlenecks in the hiring flow.

01

Request Submitted

Hiring manager files the form with role justification and candidate info.

02

Approvals Obtained

Finance and department heads approve budget and classification.

03

Checks Completed

Background and credential verifications finalize before start.

04

Payroll & IT Setup

Payroll entry, benefits enrollment, and IT access are provisioned.

Common mistakes to avoid when preparing the form

Submitting incomplete candidate data that causes repeated follow-ups and delays to verification and payroll setup.
Entering ambiguous compensation terms (for example, 'market rate') instead of a specific numeric amount and pay frequency.
Failing to attach required authorizations for background checks or licenses, leading to rejected or delayed screening.
Routing to incorrect approvers or skipping finance review, which can halt payroll provisioning or violate budget controls.

Consequences of incorrect or missing information

I-9 Penalties: Fines $281–$2,789 per violation (8 CFR §274a.2)

Payroll Errors: Late or incorrect pay obligations and tax withholding issues

Backup Withholding: 24% withholding for missing/incorrect TIN on tax forms

Data Breach Risk: Improper handling of personal data increases HIPAA/CCPA exposure

Operational Delay: Unapproved hires cause staffing gaps and lost productivity

Reputational Harm: Repeated errors erode trust with candidates and internal stakeholders

Real-world examples of Employment Request Form use

These case snapshots show how organizations eliminate manual steps and maintain compliance when hiring at scale.

Optica Ventures (COO)

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Reduced approval turnaround by 50% due to standardized requests.
The company centralized hiring requests, attached resumes and offer drafts, and tracked approvals to audit recruitment decisions across portfolios.

Fertility Centers of Illinois (Founder)

The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Integrated forms with HRIS for faster onboarding.
They automated signature capture and stored immutable audit trails, reducing manual filing and ensuring consistent compliance across clinics and practitioners.

Support documents and export options to include

Attach or export common supporting documents so downstream teams have everything needed without separate requests.

Supporting Documents

Resume, offer letter, signed background check authorization, professional licenses, and any other conditional-offer materials.

File Formats

Accept PDF, DOCX, and Excel for uploads; export completed records as PDF/A for long-term archival and auditability.

Export Options

Provide downloadable signed copies and a certificate of completion showing signer identity, timestamps, and IP addresses for audits.

Version Control

Maintain version history for edits and preserve the final signed version as the authoritative copy.

Common questions about using and e-signing the Employment Request Form

Answers address legality, e-signature validity, notarization, and practical issues commonly encountered by HR teams.

Need help? Contact support

Can the form be e-signed?
Yes. Electronic signatures are generally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Is notarization required?
Typically no for internal employment requests. Only include notarization if a specific authorization or legal instrument on the form requires notarized acknowledgment.
What about RON (remote notarization)?
If notarization is required, verify whether your state permits Remote Online Notarization and follow identity proofing and recording rules; RON laws vary by state.
How should I correct an error?
Do not alter signed copies. Create a new form or an amendment that both parties sign; preserve original and amendment for audit and legal continuity.
What if the candidate’s name mismatches documents?
Match the name on the Employment Request Form to government ID shown during I-9 verification to prevent onboarding and payroll delays.
How long is a signed copy valid?
A properly executed electronic signature is enforceable under ESIGN/UETA; retain the signed record according to applicable retention rules and company policy.

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