Can the form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states when the signature shows intent, consent, attribution, and retention ability.

Do employees need to notarize the form?

Generally no. Most HR Information Forms do not require notarization; exceptions arise for state-specific affidavits, power-of-attorney, or notarized attestations when explicitly required by law.

What if an SSN or TIN is incorrect?

An incorrect SSN or TIN can lead to backup withholding and information return penalties. Correct the form promptly and, if necessary, provide an updated W-9 to the payer.

Who may sign on behalf of the company?

Authorized HR or payroll officers typically accept employee-submitted forms; signature authority for employer attestations should align with internal delegation and documented approval processes.

How long must HR keep these records?

Follow federal minima such as IRS retention rules (3 years, IRC §6501(a)) and industry-specific rules like HIPAA (6 years, 45 CFR §164.530(j)); state rules may require longer retention.

How do I correct the form after submission?

Submit an amended form with a clear revision date and document the reason for changes. Keep both original and corrected records to preserve audit trails and comply with retention requirements.

Electronic Signature
Templates
HR
HR Information Form

HR Information Form

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

HR INFORMATION FORM

Personal Information

Full Legal Name Preferred Name Home Address

Primary Phone

Email Address

Date of Birth:

Position Information

Position / Job Title Department Reporting Manager

Anticipated Start Date:

Proposed Salary / Rate Employment Type (select one or more)

Full-time Part-time Temporary Contractor

Primary Work Location

Employment History

Employer 1

Company Name Company Address

Job Title

Supervisor

From: To:

Primary Responsibilities Reason for Leaving

Employer 2

Company Name Company Address

Job Title

Supervisor

From: To:

Primary Responsibilities Reason for Leaving

Education

Highest Degree / Certification Institution

Graduation Date:

Major / Field of Study

Professional References

Reference 1

Name

Phone

Email

Relationship

Reference 2

Name

Phone

Email

Relationship

Reference 3

Name

Phone

Email

Relationship

Legal Disclosures & Authorizations

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

Equal Employment Opportunity: The Company provides equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or any other status protected by applicable law. Decisions regarding hiring, promotion, discipline, and termination will be based on job-related criteria.

Authorization to Verify: I authorize the Company and its agents to verify information provided on this form, to contact former employers and references, and to obtain consumer and criminal background checks as permitted by law. I understand that information obtained will be used for employment decisions and will be retained in accordance with Company policy and applicable law.

I authorize the Company to conduct background checks and contact prior employers and references as described above.

Applicant Certification

I certify that the information provided on this form is true, correct and complete to the best of my knowledge. I understand that any misrepresentation, omission, or falsification may result in refusal of employment, or if employed, discipline up to and including termination. I authorize the Company to rely on this information in its hiring decision.

I certify that the statements above are true and acknowledge the terms of the At-Will, EEO, and Authorization paragraphs.

Emergency Contact

Contact Name Relationship

Phone

Alternate Phone / Email

Employee Printed Name:

Signature:

Date:

What the HR Information Form Is and When it’s Used

The HR Information Form collects core employee data used for onboarding, payroll setup, tax reporting, benefits enrollment, and emergency contacts. Typical fields include legal name, date of birth, Social Security number or taxpayer ID, mailing and home address, employment start date, banking details for direct deposit, tax withholding elections, and any declarations needed for workplace eligibility or accommodations. Employers use a standardized HR Information Form to reduce entry errors, centralize personnel records, and ensure consistent compliance with payroll and benefits procedures across the organization.

Why a Complete HR Information Form Matters

A complete, accurate HR Information Form reduces payroll and tax errors, shortens onboarding cycles, and documents consent for electronic records. It creates a single source of truth for employee data, helping HR maintain compliance with federal and state recordkeeping requirements.

Who Completes and Uses the HR Information Form

Employees typically complete the form during onboarding; HR, payroll, and benefits teams reference it to set up employment records and withholdings.

New hires and rehires fill out personal, tax, and bank information for payroll and benefits setup.
HR and payroll staff verify identity, record withholding elections, and route the form to benefits administrators as needed.
Managers and security teams may use emergency contact and accommodation sections to address workplace health and safety needs.

Maintain a signed or electronically authenticated copy in the employee file and update it whenever key details change.

Core Sections Every Professional HR Information Form Should Include

An effective HR Information Form organizes data into clearly labeled sections to speed review and reduce follow-ups. The structure should align with payroll, tax, benefits, and compliance workflows.

Personal Details

Legal name, preferred name, date of birth, and government ID fields for identity verification and tax reporting.

Contact Information

Home address, mailing address, phone, and email used for tax mailings, benefits notices, and emergency outreach.

Tax Withholding

Federal and state withholding elections, filing status, and exemptions to populate W-4 and state equivalents accurately.

Direct Deposit

Bank routing and account numbers with routing-verification checkbox and instructions to attach voided check or bank authorization.

Employment Eligibility

Fields to indicate documents provided for I-9 verification and any remote notarization requirements where applicable.

Emergency & Benefits

Emergency contact details, beneficiary designations, and basic benefits enrollment selections or opt-out statements.

Step-by-Step: Completing and Submitting the HR Information Form

Follow these steps to complete the HR Information Form and route it to the right HR and payroll contacts.

01

Open Form: Access the latest HR Information Form provided by HR.
02

Complete Fields: Fill every required field using the formats in the fillable fields guide.
03

Attach Documents: Upload required identity, tax, or bank verification documents as directed.
04

Submit Electronically: Sign, date, and send the form to HR or follow the employer’s secure upload instructions.

How to Configure an Online HR Form Workflow

Set up fields, routing, and authentication to match your onboarding and compliance requirements.

Field	Configuration
Required Fields	Mark name, SSN, DOB, and bank fields as mandatory.
Conditional Fields	Show state tax fields only when employee selects that state.
Authentication	Use email or SMS codes; add stronger methods for sensitive records.
Routing	Automate copies to HR, payroll, and benefits teams after signing.

Where to Send or File a Completed HR Information Form

Understand typical destinations and what each recipient does with the information you submit.

HR Records: Primary employee file for personnel and compliance records.
Payroll: Used to set up pay, tax withholdings, and direct deposit.
Benefits Administrator: Processes benefits elections and eligibility information.
Security or IT: Receives access-related details if onboarding requires system provisioning.

Digital Signing and Acceptable File Formats

Use an eSignature platform that supports common file types and provides secure authentication for employee forms.

File Types: PDF, DOCX
Authentication: Email or SMS codes
Integrations: HRIS and payroll

Confirm the chosen platform supports audit trails, retention and export in PDF/A or native formats, and integration with HR and payroll systems to prevent manual re-entry and maintain secure records.

Typical eSignature Pricing and Feature Snapshot

Compare starting price and selected capabilities across common eSignature providers. signNow is listed first per platform comparison conventions.

	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, no credit card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Business Premium+)	Varies by plan	Varies by plan	Yes	Varies by plan
HIPAA Compliant	Yes (BAA required)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Required Data Elements and Security Considerations

SSN / TIN: Collect securely, masked on displays.

Date of Birth: Use MM/DD/YYYY format.

Home Address: Full street address required.

Bank Details: Store encrypted at rest.

Emergency Contact: Name, relation, phone.

Tax Elections: Record federal and state selections.

Common Mistakes to Avoid When Preparing HR Information Forms

Leaving required fields blank forces manual follow-up and delays payroll or benefits enrollment.
Entering mismatched name or SSN values can trigger tax reporting errors and backup withholding.
Uploading low-quality identity documents may prevent remote verification and require in-person checks.
Failing to capture employee consent for electronic records can violate ESIGN consumer-disclosure requirements in consumer-facing situations.

Key Risks and Potential Penalties from Incorrect HR Forms

Tax Penalties: Filing errors can cause penalties under IRC §6721.

Incorrect TIN: May trigger 24% backup withholding.

I-9 Violations: Civil penalties apply for improper I-9 documentation.

HIPAA Breach: Unauthorized PHI disclosure risks penalties and corrective action.

Payroll Errors: Late or inaccurate pay can lead to wage claims.

Employment Claims: Faulty records can weaken defense in disputes.

Practical Tips for Accurate and Efficient HR Information Forms

Apply consistent policies and technical controls to reduce errors and protect sensitive data.

Use standardized field formats

Require MM/DD/YYYY for dates, two-letter state abbreviations, and defined phone number formats. Validation reduces transcription errors and prevents downstream payroll failures.

Secure sensitive fields

Mask SSNs and bank account numbers in the UI; store encrypted values at rest and restrict access to payroll and authorized HR personnel only.

Automate routing and checks

Add conditional routing so forms with missing verification documents are flagged automatically for follow-up, reducing manual review time.

Document consent for eRecords

Include an ESIGN-compliant consumer disclosure where required and record consent so the electronic version qualifies as the legal record of the submission.

Frequently Asked Questions About HR Information Forms

Answers to common operational and legal questions about completing, signing, and storing HR Information Forms.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in adopting states when the signature shows intent, consent, attribution, and retention ability.
Do employees need to notarize the form?
Generally no. Most HR Information Forms do not require notarization; exceptions arise for state-specific affidavits, power-of-attorney, or notarized attestations when explicitly required by law.
What if an SSN or TIN is incorrect?
An incorrect SSN or TIN can lead to backup withholding and information return penalties. Correct the form promptly and, if necessary, provide an updated W-9 to the payer.
Who may sign on behalf of the company?
Authorized HR or payroll officers typically accept employee-submitted forms; signature authority for employer attestations should align with internal delegation and documented approval processes.
How long must HR keep these records?
Follow federal minima such as IRS retention rules (3 years, IRC §6501(a)) and industry-specific rules like HIPAA (6 years, 45 CFR §164.530(j)); state rules may require longer retention.
How do I correct the form after submission?
Submit an amended form with a clear revision date and document the reason for changes. Keep both original and corrected records to preserve audit trails and comply with retention requirements.

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