Is an electronic signature valid?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws adopted in most states. Ensure intent, consent, attribution, and retention. Exceptions such as wills or certain court filings may require wet signatures or alternative procedures.

Is notarization required for validity?

Notarization is not typically required for an introduction statement, but some clients or state rules may request a notarized acknowledgement for verification. If the document requires notarization, follow state RON or in-person notary rules and retain any notary journals or recordings per state law.

What information must be provided?

Mandatory items commonly include the agency's legal name, EIN, primary contact details, scope of services, insurance limits and policy numbers, and the authorized signer's name and title. Omitting these items can delay procurement, create tax reporting issues, or prevent contract approval.

How should you store signed records?

Store signed statements in secure, access-controlled systems with versioning and audit logs. Retain per company policy and legal minimums—at least three years for tax purposes and six years for HIPAA-covered records. Ensure backups and secure export formats for legal reproducibility.

Who can sign on the agency's behalf?

An authorized officer, owner, or designated signatory with contractual authority should sign. The signer's title and authority should be listed in the document. If an agent signs, include evidence of delegation or a board resolution to avoid challenges to enforceability.

Can the statement be revised later?

Yes. Revisions are allowed if both parties agree; document amended versions with dates and signatures. Maintain version history and, where material terms change, execute an amendment or new agreement. Keep prior versions per retention policy in case of audits or disputes.

Electronic Signature
Templates
HR
HR Agency Introduction Statement

HR Agency Introduction Statement

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

HR Agency Introduction Statement

Introduction and Purpose

This Agency Introduction Statement (the "Statement") documents the introduction of a candidate by the Agency to the Client for potential engagement or employment. By signing below, the Client acknowledges receipt of the Candidate's information and accepts the terms and conditions governing introductions, fees, confidentiality, and guarantees set forth in this Statement.

Agency Information

Agency Name Agency Address

Agency Contact

Agency Phone

Agency Email

Client Information

Client Company Client Address

Client Contact

Client Phone

Client Email

Candidate Personal Information

Candidate Name:

Candidate Address

Candidate Phone

Candidate Email

Available Start Date

Resume Provided: Candidate Authorization to Share Details:

Position Information

Position / Job Title Department

Reporting Manager

Work Type

Permanent Contract Temporary

Proposed Salary / Rate

Work Location

Employment History (Most Recent Employers)

Employer 1 — Company

Employer 1 — Title

From

To

Employer 1 — Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company

Employer 2 — Title

From

To

Employer 2 — Responsibilities Employer 2 — Reason for Leaving

Education

Highest Degree Institution Graduation Date

Professional References

Reference 1 — Name

Reference 1 — Phone

Reference 1 — Email

Reference 1 — Relationship

Reference 2 — Name

Reference 2 — Phone

Reference 2 — Email

Reference 2 — Relationship

Reference 3 — Name

Reference 3 — Phone

Reference 3 — Email

Reference 3 — Relationship

Legal Disclosures & Terms

Fee Terms: Client agrees that if the Client hires the Candidate introduced by the Agency within 12 months of the introduction, whether directly or through a third party, the Client will pay the Agency a placement fee as agreed in writing between the parties. Placement fees apply to both permanent and contract-to-permanent engagements as specified hereinafter.

Guarantee / Replacement: If the Candidate's employment terminates for any reason other than a documented reduction in force within the agreed guarantee period, the Agency will use reasonable efforts to provide a replacement candidate without additional placement fee. The length and terms of the guarantee shall be as specified in the Fee Arrangement below.

Confidentiality: Client acknowledges that Candidate information, curricula vitae, compensation details, and all communications from the Agency are confidential. The Client will not disclose such confidential information to third parties without prior written consent from the Agency and/or Candidate.

Non-Solicitation: For a period of 12 months following the introduction, the Client will not directly solicit or engage any employee of the Agency who was materially involved in the introduction, except through a mutually agreed written arrangement.

Compliance and Representations: The Agency represents that to the best of its knowledge the Candidate's qualifications and background have been verified as set forth in the Candidate Materials. The Client acknowledges its responsibility to conduct its own due diligence and compliance checks, including but not limited to reference checks, background checks and eligibility verifications.

Fee Arrangement

Placement Fee Structure

Invoice Schedule

Guarantee Period

Applicant Certification & Authorization

I certify that the information provided in this Statement is true and complete to the best of my knowledge. I authorize the Agency and the Client to verify employment history, professional references, education, and other information provided. I further authorize the Agency to disclose my resume and related candidate materials to the Client for the purpose of evaluation and potential engagement.

Candidate Signature / Acknowledgment (typed full name) Date of Candidate Acknowledgment

Background Check Authorization: I authorize the Client and/or Agency to conduct pre-employment background checks, subject to applicable law.

Additional Candidate Comments

Acknowledgment by Client

By accepting the Candidate information and signing this Statement, the Client confirms that it understands and accepts the Fee Terms, Confidentiality obligations, and other provisions contained herein. The Client agrees to notify the Agency promptly of any direct contact regarding the Candidate by other parties that could give rise to the Agency's fee.

Client Purchase Order or Reference (if applicable)

Agency Representative:

By:

Date:

Client Representative:

By:

Date:

What the HR Agency Introduction Statement Is

An HR Agency Introduction Statement is a formal document used by staffing and human resources agencies to summarize their services, legal status, and the scope of proposed engagement for a potential client. It typically identifies the agency, key contact information, insurance and licensing credentials, proposed deliverables, billing terms, and any confidentiality or data-protection measures. The statement clarifies responsibilities between the agency and client, sets expectations for onboarding and background checks, and serves as a record for contracting or procurement teams reviewing vendor qualifications.

Why a Clear Introduction Statement Matters

Use this statement to present agency qualifications, outline services, and document initial terms so hiring organizations can evaluate fit and compliance. A clear introduction reduces misunderstandings, expedites procurement review, and provides a concise record of proposed responsibilities and billing arrangements.

Who Prepares and Reviews This Statement

Typical users include HR agency representatives, corporate HR managers, and procurement or legal teams assessing vendor qualifications and terms.

Staffing agency owners and account executives who prepare the statement for prospective clients.
Corporate HR leaders evaluating agency capabilities, compliance, and onboarding procedures before engagement.
Procurement and legal reviewers checking insurance, licensing, and contract terms for vendor approval.

This statement helps align expectations and provides a documented starting point for negotiation, background checks, and contract drafting.

Typical Signatories and Their Roles

HR Agency Director

The HR Agency Director or owner typically signs on behalf of the agency, certifying that representations about licensing, insurance, and staffing practices are accurate. They confirm authority to negotiate terms and serve as the primary contact for contract and compliance discussions.

Client HR Manager

A client HR Manager or procurement lead usually completes acceptance steps, provides client-side requirements, and verifies that the agency meets internal policies. They are responsible for initiating onboarding, submitting necessary forms, and coordinating background or credential checks with the agency.

Essential Elements to Include

Core parts of an HR Agency Introduction Statement clarify identity, scope, service terms, compliance credentials, pricing structure, and next steps for engagement.

Agency Identity

Provide the legal business name, DBA if applicable, address, tax identification number or EIN, primary contact name, phone number, and business email for official correspondence and verification.

Scope of Services

Describe the specific services offered—temporary staffing, direct hire, payroll administration, benefits administration—and include typical volumes, shift coverage, deliverables, and any exclusions to set clear expectations.

Compliance & Licenses

List relevant professional licenses, business registrations, workers' compensation insurance, general liability limits, and any industry-specific certifications required by clients or state regulators, including bonding where applicable.

Billing Terms

State rate structures, invoicing frequency, payment terms, billable categories, expense reimbursement processes, tax treatment, and any late fee or dispute resolution procedures to prevent billing misunderstandings.

Data Protection

Describe data-handling practices for employee records, background checks, and PII, including encryption, access controls, retention policies, and any required Business Associate Agreements for HIPAA-covered data.

Next Steps

Specify required client actions, expected timelines for proposals, onboarding milestones, points of contact, and the process for formalizing services through contract execution or purchase orders.

Step-by-Step: Prepare and Deliver the Statement

Follow this sequence to prepare, review, and deliver the HR Agency Introduction Statement to a prospective client.

01

Draft: Populate fields with agency details and scope.
02

Review: Confirm licenses, insurance, and compliance statements.
03

Approve: Authorized signer signs and dates the document.
04

Deliver: Send to client and retain a signed copy.

Online Workflow Configuration Basics

Configure the online workflow to collect accurate data, enforce required fields, and route the signed statement for approvals.

Field	Configuration
Required Fields	Full legal name; EIN; primary contact; effective date
Authentication	Email link by default; SMS code optional for higher assurance
Routing	Sequential approvals: agency, client HR, procurement or legal as needed
Retention Settings	Set signed copy retention to match company policy and legal minimums

How Digital Completion Typically Works

Digital completion simplifies signature capture, records audit trails, and ensures consistent document handling across stakeholders.

Upload: Load the PDF or DOCX statement into the system.
Place Fields: Add signature, date, and text fields for each party.
Authenticate: Choose email, SMS, or KBA per risk level.
Complete: Signer executes and receives certificate of completion.

Platform and Format Considerations

Use an eSignature platform that supports PDF/DOCX uploads, audit trails, and secure signer authentication for HR documentation workflows.

File Formats: PDF, DOCX, and HTML supported
Integrations: Connectors for Google Workspace and NetSuite
Authentication: Email, SMS, and SSO options

Common Timing and Deadlines

Typical timing and deadlines related to issuing, reviewing, and accepting the statement are shown below.

Provide on Request:

Agency sends statement when clients request vendor documentation.

Initial Response Time:

Client review and acknowledgement usually within seven to fourteen business days.

Onboarding Window:

Background checks and setup commonly complete within ten to thirty days.

Contract Execution:

Formal contract or PO commonly executed within thirty days of acceptance.

Record Retention Start:

Retention period begins on the signed effective date.

Potential Consequences of Errors

Incorrect EIN: May trigger backup withholding

Missing Licenses: Client disqualification risk

HIPAA Violations: Fines and corrective action

Late Delivery: Contractual penalties or delays

Data Breach: Liability and reputation damage

Unauthorized Signer: Contracts may be voidable

Common Preparation Errors to Avoid

Failing to list correct EIN or legal name causes payment delays, tax reporting issues, and potential backup withholding that impede vendor onboarding.
Overly vague scope descriptions lead to disputes over responsibilities and may extend negotiation or require contract amendments later.
Omitting insurance policy numbers or limits can prevent client acceptance until certificates and endorsements are provided and verified.
Using non-standard signature methods without documented consent risks enforceability concerns under ESIGN or state law exceptions.

Security and Compliance Snapshot

Encryption in Transit: TLS 1.2/1.3 encrypted transport

Encryption at Rest: AES-256 encryption for stored data

Certifications: SOC 2 Type II; ISO 27001; PCI DSS

HIPAA Support: HIPAA compliant with BAA available

Regulatory Standards: ESIGN and UETA compliant

Access Controls: Role-based access and audit logging

Practical Tips to Improve Acceptance and Accuracy

Follow these practical steps to ensure the statement is accurate, legally sound, and accepted by client procurement and HR teams.

Verify legal entity and EIN

Confirm the agency's legal business name, DBA, and EIN against tax and registration records before sending. Mismatches can block vendor setup, trigger backup withholding, and require reissuance of invoices; include supporting documents when requested to quicken validation.

Include insurance certificates and numbers

Attach certificates of insurance naming the client as an additional insured if requested. Include policy numbers, limits, and expirations. Clients commonly require primary coverage proof; deliver endorsements promptly to avoid procurement hold-ups and enable timely contract signing.

Be explicit on scope and exclusions

Define staffing levels, roles, deliverables, and geographic coverage. State exclusions such as immigration sponsorship, training costs, or specialized certifications not provided. Clear scope reduces disputes, speeds approvals, and makes invoicing transparent for both parties during long-term engagements.

Document data protection measures

Spell out how employee data and PII will be stored, shared, and deleted. Reference encryption, access controls, BAA requirements for health data, and retention limits. Clear privacy practices reassure clients and reduce legal exposure in the event of audits or incidents.

Illustrative Examples from Practitioners

Real-world examples illustrate how agencies use a concise introduction statement during vendor selection and onboarding.

Optica Ventures LLC

Optica Ventures used the introduction statement to summarize services, credentials, and proposed staffing models for regional clients, speeding internal review.

It reduced clarification requests and follow-up.
Providing explicit insurance limits, staff qualifications, and billing terms enabled procurement and HR to approve the vendor faster, minimized conditional contract language, and established a clear onboarding checklist that saved time during first placements.

Martin Properties

Martin Properties applied the statement to coordinate lease staffing and contractor onboarding across multiple offices and mobile teams.

It allowed fully online execution.
With the document clearly listing contact points, background-check requirements, and insurance verification steps, the company could complete remote signings, maintain accurate records, and ensure compliance with client-specific onboarding thresholds without repeated manual coordination.

eSignature Pricing and Feature Snapshot

Comparison of common eSignature plans and features relevant to executing HR agency documents and vendor statements.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about preparing, signing, and storing the HR Agency Introduction Statement are provided to reduce confusion.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws adopted in most states. Ensure intent, consent, attribution, and retention. Exceptions such as wills or certain court filings may require wet signatures or alternative procedures.
Is notarization required for validity?
Notarization is not typically required for an introduction statement, but some clients or state rules may request a notarized acknowledgement for verification. If the document requires notarization, follow state RON or in-person notary rules and retain any notary journals or recordings per state law.
What information must be provided?
Mandatory items commonly include the agency's legal name, EIN, primary contact details, scope of services, insurance limits and policy numbers, and the authorized signer's name and title. Omitting these items can delay procurement, create tax reporting issues, or prevent contract approval.
How should you store signed records?
Store signed statements in secure, access-controlled systems with versioning and audit logs. Retain per company policy and legal minimums—at least three years for tax purposes and six years for HIPAA-covered records. Ensure backups and secure export formats for legal reproducibility.
Who can sign on the agency's behalf?
An authorized officer, owner, or designated signatory with contractual authority should sign. The signer's title and authority should be listed in the document. If an agent signs, include evidence of delegation or a board resolution to avoid challenges to enforceability.
Can the statement be revised later?
Yes. Revisions are allowed if both parties agree; document amended versions with dates and signatures. Maintain version history and, where material terms change, execute an amendment or new agreement. Keep prior versions per retention policy in case of audits or disputes.

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