Can the form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.

Do exhibits ever require notarization?

Most HR exhibits do not require notarization. If a document within an exhibit (power of attorney, affidavit) needs notarization, follow state notary rules or use RON where permitted.

How do I correct an error after filing?

Create a dated amendment or replacement exhibit that references the original, sign by required parties, and preserve both versions to maintain an audit trail.

Who should sign the HR Exhibits Form?

Designate the preparer, the immediate manager, and an HR custodian to sign. Identify role and date for each signature to preserve chain-of-custody.

How long must exhibits be kept?

Retention depends on exhibit type: IRS rules (3 years), HIPAA (6 years), and I-9 rules; legal holds supersede routine disposition—consult counsel for disputes.

How to protect sensitive attachments?

Limit access via role-based controls, store PHI separately under HIPAA procedures, redact before disclosure, and log all access attempts in the audit trail.

Electronic Signature
Templates
HR
HR Exhibits Form

HR Exhibits Form

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

HR EXHIBITS FORM

Personal Information

Full Name Address

Phone

Email

Position Information

Proposed Job Title Department

Reporting Manager:

Start Date:

Proposed Salary:

Employment Type: Full-Time Part-Time Temporary/Contract

Employment History (Most recent first)

Employer 1

Company Name

Title:

From:

To:

Primary Responsibilities Reason for Leaving

Employer 2

Company Name

Title:

From:

To:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

Additional Education / Certifications

Professional References

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Exhibits Checklist (attach copies as indicated)

Resume/CV Date Provided: Pages:

Cover Letter Date Provided: Pages:

Government ID Copy Date Provided: Original/Copy:

Official Transcripts Date Provided: Pages:

Professional Certifications / Licenses Date Provided: Pages:

Reference Letters Date Provided: Pages:

Itemized Exhibit Log

Use this section for exhibits not listed above. Enter exhibit number and attach labeled copy. Retain originals as required by policy.

Exhibit 1 — Number Exhibit 1 — Description

Date Provided:

Pages:

Custodian:

Exhibit 2 — Number Exhibit 2 — Description

Date Provided:

Pages:

Custodian:

Exhibit 3 — Number Exhibit 3 — Description

Date Provided:

Pages:

Custodian:

Legal Disclosures

At-Will Employment: Nothing in this form creates a contract of employment for any definite period. Employment, if offered and accepted, is at-will and may be terminated by either the applicant or the employer at any time, with or without cause or notice, unless a written agreement signed by authorized representatives expressly provides otherwise.

Equal Opportunity: The employer provides equal employment opportunity without regard to race, color, religion, sex, national origin, age, disability, or any other status protected by applicable law. Exhibits submitted will be considered part of the application or personnel file and handled in accordance with company policy and applicable law.

Confidentiality: Certain exhibits may contain confidential or sensitive information. The employer will limit access to these exhibits to authorized personnel and will maintain confidentiality consistent with legal obligations and company policy.

Applicant Certification & Authorizations

I certify that all information provided on this form and in the attached exhibits is true, complete, and correct to the best of my knowledge. I understand that any misrepresentation, omission, or falsification may disqualify me from further consideration or result in disciplinary action, up to and including termination of employment.

Authorization to Verify: I authorize the employer and its agents to contact prior employers, educational institutions, licensing authorities, and references listed herein and to obtain background reports, verification of credentials, and information regarding my employment history. I authorize all persons, schools, companies, and law enforcement agencies to provide such information and release them from any liability for providing it.

Background Check Consent: By checking the box below I consent to pre-employment or periodic background checks as permitted by law, including criminal records, motor vehicle records where job-related, and verification of credentials. I understand checks will be conducted in accordance with applicable legal requirements.

I certify that all information provided is true and complete.

I authorize the employer to contact previous employers, educational institutions, and references, and to conduct background and credential checks as described above.

Applicant Name:

Signature:

Date:

What the HR Exhibits Form Is and When It’s Used

The HR Exhibits Form collects and indexes supporting materials attached to an employee record, such as job descriptions, performance reviews, disciplinary notices, accommodations, or policy acknowledgements. It provides a standardized cover sheet and metadata fields so human resources can track exhibit type, effective dates, related actions, and attachments. When retained with the employee file, exhibits clarify the basis for personnel decisions, support compliance reviews, and make audits faster by grouping evidence with the controlling HR document.

Why a Standard HR Exhibits Form Matters

A consistent exhibits form reduces misfiling, speeds audits, and makes records defensible in disputes. It ensures required metadata is captured for retention, privacy, and regulatory review while enabling reliable search and retrieval across HR systems.

Who Prepares and Who Reviews HR Exhibits

Keep roles clear: the preparer, reviewer, and custodian should be named on the form to preserve chain-of-custody and accountability.

HR professionals and records clerks who index and store exhibits for personnel files.
Employment counsel or HR legal teams that review exhibits for litigation readiness and compliance.
Managers and employees who attach signed acknowledgements, PIPs, or accommodation requests.

Step-by-Step: Completing an HR Exhibits Form

Follow these sequential steps to prepare, verify, and file an exhibit so it becomes a reliable part of the employee record.

01

Prepare: Collect the exhibit and supporting metadata.
02

Populate Form: Complete fields per the fillable-fields guide.
03

Attach Files: Attach searchable PDFs and name them consistently.
04

Verify & File: Confirm signatures, dates, and store in the HR system.

Digital Workflow Settings for eSubmission

Configure these workflow elements when sending the HR Exhibits Form electronically to maintain auditability and control.

Field	Configuration
Signature Method	Email link or SMS code authentication
Authentication Level	Email only, SMS OTP, or enterprise SSO
Routing Order	Sequential: preparer → manager → HR custodian
Storage Location	Secure HRIS folder with access controls

Technical Considerations for eSubmission and Integrations

Confirm the chosen solution offers retention controls, export to PDF/A, and role-based access before enabling automated routing.

File Formats: PDF, DOCX accepted
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, SSO options

Typical Digital Routing for an HR Exhibit

A clear routing path reduces processing time and preserves the audit trail for each exhibit submitted electronically.

Upload: Preparer uploads form and attachments.
Assign: Assign manager and HR reviewer roles.
Sign: Required parties review and sign.
Archive: Signed exhibit saved to HRIS with metadata.

Essential Elements of a Professional HR Exhibits Form

A robust exhibits form balances clear metadata, verification steps, and privacy controls so each attachment is legally useful and operationally retrievable.

Metadata

Structured fields for title, employee ID, effective date, and exhibit type ensure consistent indexing across personnel files and simplify searches during audits.

Attachment Handling

Support for searchable PDF attachments, clear filename conventions, and version notes prevents lost or unreadable documents when exhibits are referenced later.

Signatures

Designated signature blocks for preparer, manager, and HR custodian preserve chain-of-custody; include date and role for each signer.

Access Controls

Role-based permissions and redaction options protect sensitive exhibits and limit visibility to authorized HR and legal staff.

Audit Trail

An immutable log of uploads, downloads, views, and signatures provides time-stamped evidence for internal reviews and external scrutiny.

Retention Instructions

Embed retention category and legal basis on the form to automate archiving and disposition per company policy and applicable law.

Security and Compliance Basics to Note

Encryption: TLS 1.2/1.3 in transit

Data at Rest: AES-256 encryption

Audit Logs: Time-stamped activity records

Certifications: SOC 2 Type II, ISO 27001

Privacy Law: HIPAA BAA available

eSignature Law: ESIGN and UETA compliance

Timing Rules and Typical Deadlines for HR Exhibits

Certain exhibits trigger time-sensitive responses, regulatory holds, or retention start points. Track deadlines on intake to avoid lapses.

Onboarding Attachments:

Provide exhibits at hire or within 30 days when tied to employment eligibility.

Disciplinary Documents:

Record the effective date immediately; appeals windows often begin on that date.

I-9 Related Exhibits:

I-9 supporting documents retained per I-9 rules; see 8 CFR §274a.2 retention schedule.

Medical Accommodations:

Treat medical exhibits as confidential and store under HIPAA procedures where applicable.

Records Requests:

Maintain a log to comply with employee access or government requests within statutory timeframes.

Common Mistakes When Preparing HR Exhibits

Missing or unclear exhibit titles that prevent consistent retrieval and slow audits.
Attaching non-searchable scans that block redaction and lengthen review time.
Failing to record the preparer or custodian, obscuring chain-of-custody in disputes.
Applying inconsistent retention tags that cause premature deletion or unnecessary preservation.

Key Risks of Improper HR Exhibit Handling

Privacy Breach: Civil fines and corrective action

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

Discovery Exposure: Sanctions for spoliation

Employee Claims: Weakened defense in disputes

Regulatory Audit: Administrative penalties and notices

Data Loss: Operational disruption and reputational harm

How Organizations Use Exhibits in Practice

Real-world examples show how standardized exhibit forms reduce friction and improve record integrity across organizations of different sizes.

Optica Ventures — COO

Optica centralized document intake to reduce misfiled items and speed retrieval.

The interface is simple and easy-to-use for our team.
By standardizing exhibit naming and capture, Optica shortened search time and reduced missing-evidence issues during audits while preserving an auditable signature record.

Fertility Centers of Illinois — Founder

A clinical organization used structured exhibits to separate PHI-sensitive medical forms from general HR records.

The airSlate SignNow team has been exceptional, responsive, the API has been great.
Standardized exhibits improved HIPAA handling, enabled selective access controls, and simplified responses to patient and employee record requests.

FAQs and Troubleshooting for the HR Exhibits Form

Answers to common questions about legal validity, signing, corrections, and retention for HR exhibits.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention requirements are met.
Do exhibits ever require notarization?
Most HR exhibits do not require notarization. If a document within an exhibit (power of attorney, affidavit) needs notarization, follow state notary rules or use RON where permitted.
How do I correct an error after filing?
Create a dated amendment or replacement exhibit that references the original, sign by required parties, and preserve both versions to maintain an audit trail.
Who should sign the HR Exhibits Form?
Designate the preparer, the immediate manager, and an HR custodian to sign. Identify role and date for each signature to preserve chain-of-custody.
How long must exhibits be kept?
Retention depends on exhibit type: IRS rules (3 years), HIPAA (6 years), and I-9 rules; legal holds supersede routine disposition—consult counsel for disputes.
How to protect sensitive attachments?
Limit access via role-based controls, store PHI separately under HIPAA procedures, redact before disclosure, and log all access attempts in the audit trail.

eSignature Provider Comparison Relevant to HR Exhibits

Compare starting price and key capabilities for common eSignature solutions when selecting a platform for HR exhibits. Pricing shown reflects vendor list pricing tiers and typical availability.

	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	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

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