Is an electronic signature valid?

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

What if I entered the wrong SSN?

Notify HR immediately. Incorrect TIN entries can trigger backup withholding and tax-reporting issues; timely correction prevents penalties and withholding errors.

Does the form need notarization?

Not generally for routine employment conditions. Some state-specific attestations or affidavit additions may require notarization; consult state rules if the employer requests a notarized acknowledgement.

Can I withdraw consent for a background check?

Yes, you may withdraw consent, but withdrawal can affect the employment offer. Employers should document withdrawal and follow policies for adverse actions consistent with FCRA requirements.

How long will my employer keep the form?

Retention follows federal minimums such as I-9 rules (8 CFR §274a.2) and IRS recordkeeping (IRC §6501(a)); specific periods depend on document type and industry.

Who do I contact about submission problems?

Contact the HR representative listed on your offer or the specified compliance contact; provide the signed form and a brief description of the issue to expedite resolution.

Electronic Signature
Templates
HR
Employment Requirement Form

Employment Requirement Form

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

EMPLOYMENT REQUIREMENT FORM

Purpose: This form documents required pre-employment items, declarations, and authorizations that must be completed and submitted prior to hire. Applicant Name: Date of Birth: Contact Phone:

Personal Information

Full Legal Name Current Address

Email

Phone

Date of Birth

Position Information

Position Title Department / Hiring Manager

Proposed Start Date

Salary / Wage

Employment Type

Full-time Part-time Temporary/Seasonal

Required Pre-Employment Items

The following items must be provided or completed prior to employment. Check each item when completed and supply requested details where applicable.

Proof of identity (acceptable government-issued photo ID)

Proof of work authorization / eligibility to work

Background check authorization completed

Background check reference ID or notes

Pre-employment drug screen completed

Date of specimen collection

Medical/physical exam (where applicable)

Professional license or certification (if applicable)

License / Certification Details

Employment History (Most Recent First)

Employer 1 — Company Name

Title / Position

Start Date

End Date

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title / Position

Start Date

End Date

Primary Responsibilities Reason for Leaving

Education & Training

Highest Degree or Credential Institution Graduation / Completion Date Additional Training / Certifications

Professional References

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures

At-Will Employment: Unless otherwise set forth in a separate written agreement signed by an authorized representative, employment with the Company is at-will. This means that either the employee or the Company may terminate the employment relationship at any time, with or without cause or advance notice.

Equal Opportunity: The Company provides equal employment opportunities to all applicants and employees without regard to protected characteristics. Employment decisions are based on business needs, job requirements, and individual qualifications.

Applicant Certifications & Authorizations

I certify that all information provided on this form and in any attachments is true, complete, and correct to the best of my knowledge. I understand that any material misstatement or omission may result in withdrawal of an offer or termination of employment.

Authorization to Verify: I authorize the Company and its agents to verify any information provided, to contact former employers, educational institutions, references, and other persons who can verify information, and to obtain consumer and/or investigative background reports as permitted by law. I release all such parties from any liability for providing such information.

I consent to background checks and verifications as described above.

I consent to pre-employment drug screening as required.

Additional Applicant Statement (optional)

Applicant Printed Name:

Signature:

Date:

What the Employment Requirement Form Is and When It’s Used

An Employment Requirement Form documents conditions that a candidate or employee must meet to accept or continue employment, such as work authorization, background checks, drug screening, certifications, and start-date commitments. The form centralizes consent and acknowledgements, captures signed authorization for verifications, and records key data used for onboarding, payroll setup, and compliance checks. When completed and retained properly it supports HR decision-making, helps meet federal obligations such as I-9 verification, and creates an auditable record of the applicant’s agreement to employer requirements.

Why an Employment Requirement Form Matters for Compliance and Clarity

A clear Employment Requirement Form reduces onboarding delays, documents applicant consent for background checks and verifications, and creates a defensible record of conditions accepted by the candidate. Electronic execution is legally recognized under ESIGN (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and retention requirements are met.

Who Completes and Reviews This Form

Human resources teams, hiring managers, and compliance officers typically issue the Employment Requirement Form as part of hiring and pre-employment screening.

HR administrators who collect authorizations and store documentation for audit and payroll purposes.
Hiring managers who verify role‑specific certifications, start dates, and work schedule commitments.
Compliance and security teams who confirm eligibility, clear background checks, and regulatory fit.

Job candidates complete the form and sign to confirm consent; retained records support later audits and regulatory inquiries.

Step-by-Step: Completing the Employment Requirement Form

Follow these four steps to complete and return the form efficiently.

01

Prepare documents: Gather ID, SSN, certifications before starting.
02

Complete fields: Enter required information using specified formats.
03

Give consent: Agree to background and drug screening where required.
04

Sign and submit: Apply signature and return via the designated channel.

Core Sections Found in a Professional Employment Requirement Form

A complete form groups requirements logically so reviewers can verify eligibility, consent, and role‑specific obligations quickly.

Personal Data

Collects legal name, date of birth, mailing address, and Social Security number for verification, payroll enrollment, and screening matches.

Work Authorization

Documents employment eligibility and may request supporting documents for I-9 verification or proof of visa status where applicable.

Background Checks

Includes consent language for criminal, credit, and employment history checks and details the scope and duration of authorizations.

Drug and Medical Tests

Specifies drug screening requirements, any conditional employment offers, and whether medical examinations are job‑related and consistent with ADA rules.

Role Requirements

Lists certifications, licenses, physical demands, and scheduling expectations that are conditions of employment or continued assignment.

Signatures and Attestations

Contains signature blocks for the candidate and issuer, date fields, and optional witness lines or notary acknowledgment when required.

Essential Data Items to Collect

Full name: Legal name required

Social Security: Nine-digit SSN

Date of birth: MM/DD/YYYY format

Contact address: Street, city, state, ZIP

Position title: Official job title

Signature: Signed and dated

Common Penalties and Risks from Errors or Omissions

I-9 violations: Civil fines possible

Incorrect TIN: Backup withholding

Late background results: Employment delays

Incomplete consent: Searches cannot proceed

Data breach: Regulatory penalties

False attestation: Employment termination

Key Timelines and Deadlines to Track

Timely completion and retention are essential; several federal rules set explicit minimums for verification and recordkeeping.

Form return timing:

Provide form upon job offer acceptance.

I-9 completion window:

Complete I-9 by start date or within three business days.

Background clearance:

Obtain before accessing sensitive systems where required.

Document retention:

Retain per applicable federal and state rules.

Updates and rechecks:

Periodic revalidation as policy requires.

eSignature Platform Comparison (signNow First)

Common vendor choices differ by price model, HIPAA support, and envelope limits; signNow is listed first per platform comparison standards.

	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

How to Configure the Form for Online Completion

Configure fields, signer roles, and authentication to match your onboarding workflow and compliance needs.

Field	Configuration
Required fields	Make SSN, DOB, and signature mandatory
Conditional fields	Show drug test section when job demands
Signer roles	Assign candidate and HR approver fields
Authentication	Use email or SMS two-factor

Delivery Options and Technical Considerations

Choose distribution channels and file formats that align with your security and archive policies.

Integrations: Connect with HRIS and ATS such as Workday or NetSuite
File formats: PDF and DOCX are standard for archival
Authentication: Support for SMS codes and KBA where needed

Ensure chosen methods meet regulatory needs for retention and allow reproducible records for audits and legal review.

Where to Send the Completed Form and Typical Routing

Routing depends on organizational structure; use a single authoritative recipient and defined archival storage to reduce lost records.

Return to HR: Primary recipient for onboarding and payroll setup
Compliance team: Receive copies for regulated roles and audits
Hiring manager: May receive redacted confirmation of compliance
Document archive: Store signed copies in secure records system

Frequently Asked Questions About the Employment Requirement Form

Answers to common questions about validity, authentication, corrections, and recordkeeping for completed forms.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally valid for most employment documents under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states, provided intent, consent, attribution, and retention requirements are met.
What if I entered the wrong SSN?
Notify HR immediately. Incorrect TIN entries can trigger backup withholding and tax-reporting issues; timely correction prevents penalties and withholding errors.
Does the form need notarization?
Not generally for routine employment conditions. Some state-specific attestations or affidavit additions may require notarization; consult state rules if the employer requests a notarized acknowledgement.
Can I withdraw consent for a background check?
Yes, you may withdraw consent, but withdrawal can affect the employment offer. Employers should document withdrawal and follow policies for adverse actions consistent with FCRA requirements.
How long will my employer keep the form?
Retention follows federal minimums such as I-9 rules (8 CFR §274a.2) and IRS recordkeeping (IRC §6501(a)); specific periods depend on document type and industry.
Who do I contact about submission problems?
Contact the HR representative listed on your offer or the specified compliance contact; provide the signed form and a brief description of the issue to expedite resolution.

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