Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; however, confirm state-specific exceptions before relying on eSignature for a particular step.

Is remote online notarization allowed?

Many states permit permanent RON with identity proofing and recording requirements; verify the target state's RON rules and retention requirements before using remote notarization.

How long must I keep the records?

Follow federal minimums: retain I-9 and related verification per 8 CFR §274a.2 and tax-relevant documents per IRC §6501(a); states or industries may require longer retention.

What if a name or document mismatch occurs?

Correct mismatches promptly, document corrections, and retain both versions. Failure to correct can increase compliance risk and complicate audits.

Are photos or scans of IDs acceptable?

Original documents are preferred for in-person review. Scans or photos may be acceptable if the platform supports compliant RON and the state permits remote verification.

Who inspects these records?

Federal agencies or authorized state inspectors may request access; maintain accessible records and a clear audit trail to demonstrate timely and accurate verification.

Electronic Signature
Templates
HR
Employment Right to Work Form

Employment Right to Work Form

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

EMPLOYMENT RIGHT TO WORK FORM

Personal Information

Full Legal Name Current Address

Phone

Email

Position Information

Job Title Department

Reporting Manager

Proposed Start Date

Offered Salary / Wage

Right to Work Attestation

I hereby attest, under penalty of perjury, that I am legally authorized to work in this country. Select the box that best describes your current status:

Citizenship / Immigration Status U.S. Citizen U.S. National Lawful Permanent Resident (Green Card) Nonimmigrant Visa Holder (provide type below) Alien / Registration Number (if applicable)

Documentation Provided (Employer Review)

The employee must present acceptable identity and employment authorization documents. Employer must record document title, issuing authority, document number and expiration date for each document provided.

Document 1 — Title / Issuing Authority / Number / Expiration

Document 2 — Title / Issuing Authority / Number / Expiration

Document 3 — Title / Issuing Authority / Number / Expiration

Employment History

Previous Employer 1 — Company Name Title / Dates Employed Primary Responsibilities Reason for Leaving

Previous Employer 2 — Company Name Title / Dates Employed Primary Responsibilities Reason for Leaving

Education

Highest Degree Earned Institution Graduation Date

References

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures

At-Will Employment: Unless governed by a separate 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 Employment Opportunity: The employer provides equal employment opportunity without regard to race, color, religion, sex, national origin, age, disability, or other protected characteristics to the extent required by law.

Applicant Certification and Authorization

I certify that all information provided on this form and accompanying documents is true, complete and accurate to the best of my knowledge. I understand that any falsification, omission, or misrepresentation of facts may result in denial of employment or immediate termination.

I authorize the employer and its agents to verify the information provided, to contact former employers and references, and to obtain background screening reports as permitted by law. I further authorize the inspection and copying of the identity and work authorization documents presented by me for the purpose of verifying my eligibility to work.

Consent I consent to employment-related background and reference checks. I authorize the employer to examine documents proving identity and work authorization and to retain copies in accordance with employer policy and applicable law.

Additional Notes (Employer Use)

Verification Notes Verified By (Name / Title) Verification Date

Employee:

Signature:

Date:

What the Employment Right to Work Form Is

The Employment Right to Work Form is a personnel document used to verify an individual's legal authorization to work in the United States. Employers use it during hiring to collect attestations and documentary evidence of employment eligibility, to establish identity and work authorization, and to document review of supporting documents. This form complements federal requirements for employment eligibility verification and may be used alongside agency forms that have statutory retention and inspection obligations. It supports consistent hiring practices and creates an auditable record of eligibility checks.

Why this form matters for compliance and hiring

Completing an Employment Right to Work Form helps employers document that they checked identity and authorization to work, reducing legal exposure and supporting equitable hiring decisions. It creates a retrievable record that can demonstrate compliance during audits or investigations under federal regulations and state laws.

Who typically completes and signs this form

The form is completed by new hires and reviewed by human resources or authorized hiring managers before the first payroll date.

New hires provide attestations and supporting documents to establish eligibility to work in the U.S.
Human resources or hiring managers verify documents, sign the employer section, and retain the record.
Compliance officers or payroll administrators access forms for audits and internal recordkeeping.

Step-by-step: completing the Employment Right to Work Form

Follow a clear sequence to reduce errors and ensure legal compliance when collecting eligibility information.

01

Provide personal data: Enter full legal name, birth date, and contact details.
02

Attest eligibility: Applicant signs attestation of work authorization.
03

Present documents: Show original identity and work-authorization documents for review.
04

Employer review: HR records document details and signs verification section.

Key components a professional Employment Right to Work Form should include

A well-structured form collects verifiable identity data, a clear attestation, a document-verification section, and retention metadata.

Applicant Details

Full legal name, date of birth, and contact information so identity can be matched to supporting documents and payroll records; avoid initials or nicknames.

Eligibility Attestation

A clear, signed statement where the applicant affirms their authorization to work in the U.S.; language should mirror regulatory attestations used for federal verification.

Document Review

Section for employer to record document title, issuing authority, document number, expiration date, and the method of verification (in-person review, RON session).

Verification Signature

Space for the employer or authorized verifier to sign, print name, title, and date to establish who reviewed and verified the documents.

Audit Trail

Fields or metadata that capture review date, reviewer ID, and eSignature certificate reference to support later audits or investigations.

Retention Metadata

Clear retention and disposition instructions, including date of hire, termination, and record purge schedule to meet legal retention requirements.

Configuring a digital workflow for this form

Set up a repeatable workflow to collect, verify, store, and audit Employment Right to Work Forms electronically.

Field	Configuration
Signer Order	Applicant first, HR verifier second
Authentication	Email plus SMS code or KBA for higher assurance
Document Upload	Allow image or PDF uploads with file-type restrictions
Audit Capture	Record IP, timestamp, and verification steps

How electronic submission and verification typically flow

Digital processes follow predictable steps from sending to verification to archival; design each step to minimize friction.

Send Form: HR sends secure signing link to applicant.
Applicant Signs: Applicant completes fields and signs electronically.
Verify Documents: HR reviews uploaded documents or completes a RON session.
Store Record: Signed form and audit trail are archived with retention metadata.

Technical considerations for eSubmission and storage

Choose a platform that supports secure uploads, audit trails, and compliant storage to protect PII.

File types: PDF, JPG, PNG
Authentication: Email, SMS, KBA
Integrations: HRIS and document storage

Timing rules and common deadlines to observe

Collect and verify eligibility information promptly—mis-timed verification can create regulatory risk or payroll delays.

Verification window:

Complete document review by the third business day after hire

Record retention start:

Retention period begins on date of hire

Immediate corrections:

Correct errors as soon as discovered to avoid compliance issues

RON session rules:

Follow state RON identity-proofing and recording requirements

Audit readiness:

Maintain accessible records for inspections or audits

Common mistakes to avoid

Accepting screenshots of IDs instead of originals or compliant RON-captured images can invalidate verification.
Failing to record document numbers or expiration dates leads to incomplete audit trails and potential fines.
Using inconsistent name fields (nickname vs legal name) creates mismatches with supporting documents and payroll records.
Storing records without clear retention metadata may result in premature deletion or failure to meet inspection requirements.

Penalties and legal risks from incorrect or missing forms

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

Document Fraud: Criminal and civil exposure

Back Pay Liability: Potential wage claims

Reputational Risk: Negative media and contracting impacts

Civil Fines: State and federal penalties possible

Recordkeeping Penalties: Fines for missing records

Downloading and saving signed forms in common formats

Preserve signed forms and their audit trails in standardized formats to meet legal and operational needs.

PDF Export

Save completed forms as PDF/A to preserve the signing appearance and embed the audit trail for long-term archival and legal reproducibility.

Raw Data

Export form field data as CSV or Excel for HRIS import and analytics while keeping the signed PDF as the legal record.

Audit Certificate

Include a certificate of completion that records signer IP, timestamps, and authentication method to support evidentiary needs.

Secure Backup

Store encrypted backups with access controls and regular export capability to ensure records are available for audits and legal holds.

Comparing eSignature vendors for Employment Right to Work workflows

Basic pricing and capability differences can affect operational costs and compliance features for high-volume HR processes; signNow appears first for comparison.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Who is authorized to sign or verify on behalf of the employer

Employee

The applicant or new hire must sign attestations and provide required documents. Their signature asserts the truth of the attestation and their presentation of original documents or compliant RON evidence.

HR Representative

An authorized HR staff member or hiring manager reviews documents, completes the employer verification section, signs, and records verification metadata to establish who examined supporting documents.

Frequently asked questions about the Employment Right to Work Form

Answers to common questions about e-signing, retention, verification methods, and resolving mismatches.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted; however, confirm state-specific exceptions before relying on eSignature for a particular step.
Is remote online notarization allowed?
Many states permit permanent RON with identity proofing and recording requirements; verify the target state's RON rules and retention requirements before using remote notarization.
How long must I keep the records?
Follow federal minimums: retain I-9 and related verification per 8 CFR §274a.2 and tax-relevant documents per IRC §6501(a); states or industries may require longer retention.
What if a name or document mismatch occurs?
Correct mismatches promptly, document corrections, and retain both versions. Failure to correct can increase compliance risk and complicate audits.
Are photos or scans of IDs acceptable?
Original documents are preferred for in-person review. Scans or photos may be acceptable if the platform supports compliant RON and the state permits remote verification.
Who inspects these records?
Federal agencies or authorized state inspectors may request access; maintain accessible records and a clear audit trail to demonstrate timely and accurate verification.

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