Can I use an electronic signature?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied. Note exceptions such as wills, certain court filings, and other statutorily excluded documents.

Do I need notarization or witnesses?

Generally no. A PEP Declaration completed for HR purposes is typically an administrative disclosure and does not require notarization or witnesses. If the declaration is attached to a sworn affidavit or used in legal proceedings, notarization or witness requirements depend on state law and the document’s purpose.

What supporting documents are recommended?

Include a copy of government-issued photo ID, proof of address, documentation of public office (appointment or election certificate), and evidence of significant income or asset sources when relevant. If declaring a related party, attach documents establishing the familial or close-associate relationship.

How do I update or correct a declaration?

Submit an amended PEP Declaration with the updated information, signer date, and a brief explanation of changes. Retain prior versions for audit purposes and record the change in the audit trail. Notify compliance and HR to ensure linked systems are updated and reviewed.

Can I collect electronically across states?

Yes. The ESIGN Act (15 U.S.C. ch. 96, 2000) provides interstate legal validity for electronic signatures, and UETA has been adopted in 49 states. New York follows its ESRA. Verify state-specific exceptions and consumer disclosure requirements before relying solely on e-collection.

Is an e-signature audit trail sufficient?

Generally yes. A comprehensive audit trail that records signer identity, timestamps, IP address, and action logs satisfies ESIGN’s intent, attribution, and record retention requirements when combined with documented consent. Maintain reproducible records and access controls for legal defensibility.

Electronic Signature
Templates
HR
HR PEP Declaration

HR PEP Declaration

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

HR PEP DECLARATION

Personal Information

Full Legal Name Current Address

Telephone

Email

Date of Birth

Position Information

Position Applied / Held

Department

Reporting Manager

Proposed Start Date

Compensation (annual)

PEP (Politically Exposed Person) Declaration

For purposes of this declaration, a Politically Exposed Person (PEP) is an individual who holds or has held a prominent public function in a government, international organization, or political party, or an immediate family member or close associate of such an individual. You must answer all questions below truthfully and completely. A false or incomplete declaration may result in disciplinary action or withdrawal of an offer of employment.

Are you currently a PEP? Yes No

Are any of your immediate family members or close associates PEPs? Yes No

If Yes to either question, indicate applicable PEP category(ies) by checking all that apply:

PEP Category (check all that apply)

Head of state or head of government Senior public official Senior judicial official Senior military official Senior political party official Other (specify below)

If any box above is checked, provide details below (include name, relationship, public office held, jurisdiction, and period of office)

Employment History (Most Recent First)

Employer 1 — Company Name

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

Professional References

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Disclosures and Authorizations

At-Will Employment: If hired, your employment will be on an at-will basis unless a written agreement signed by an authorized representative of the company states otherwise. Either you or the company may terminate the employment relationship at any time, with or without cause or notice.

Equal Opportunity Statement: The company is an equal opportunity employer. Hiring decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or other protected characteristics.

Authorization to Verify: I authorize the company and its authorized agents to contact my former employers, references, educational institutions, and other relevant parties to verify any information provided in this form and to conduct background and due diligence checks, including inquiries that may relate to PEP status, financial background, or other compliance matters. I release such parties from liability for providing accurate information.

Data Handling: I understand that information submitted on this form, including PEP status and related details, will be processed and retained for legitimate business and compliance purposes and in accordance with applicable data protection requirements. Access to submitted information will be limited to personnel with a business need to know.

Consequences of Misrepresentation: I certify that all information provided is true and complete. I understand that omission, concealment, or misrepresentation of material facts may result in disciplinary action, up to and including termination of employment or withdrawal of an employment offer.

Applicant Certification

I certify under penalty of perjury that the information I have provided in this HR PEP Declaration is complete and accurate to the best of my knowledge. I agree to promptly notify the company in writing if any information provided here changes or if I become aware of any fact that would alter the responses given.

I authorize the company to make any inquiries it deems necessary to verify the accuracy of the statements made and to assess any compliance risk arising from my employment or association with the company.

Applicant Name:

Signature:

Date:

What the HR PEP Declaration Is and Why It Matters

An HR PEP Declaration is a standardized employee or contractor disclosure used by employers to identify Politically Exposed Persons (PEPs) and close associates for risk assessment and enhanced due diligence. The form collects identity data, political positions or affiliations, familial or close-associate relationships, and material sources of funds where relevant. Organizations use it during hiring, contractor onboarding, vendor screening, and periodic reviews to support anti-money laundering, anti-corruption, and internal ethics processes while creating a verifiable record for audits and regulatory inquiries.

Why Employers Use an HR PEP Declaration

The HR PEP Declaration centralizes disclosures about political exposure, enables consistent risk assessment, and documents employer due diligence. It reduces ad hoc reporting, simplifies audit trails, and helps align hiring and procurement decisions with compliance obligations.

Who Completes and Reviews the HR PEP Declaration

Typical users who complete or review HR PEP Declarations include HR, compliance, and hiring managers during onboarding and periodic reviews.

HR generalists and recruiters collect declarations during hiring and onboarding.
Compliance officers use declarations for enhanced due diligence and audit trails.
Hiring managers and security teams review disclosures to assess role risk.

Store completed declarations securely and limit access to personnel with a legitimate compliance or HR need.

Essential Elements to Include in a Professional Declaration

Core elements of an HR PEP Declaration ensure consistent identity data, exposure details, and auditability for compliance and HR decision-making.

Identity

Full legal name, date of birth, government-issued ID numbers, and primary contact details to match background checks and reliably verify the subject’s identity across HR and compliance systems.

Political Role

Describe current or prior public offices, appointments, elected positions, and dates held, including country or jurisdiction to determine the level of exposure and required diligence.

Relationships

Declare immediate family members and close associates with political ties, specifying relationship type and contact details when available to support network-based risk assessment for vendor screening.

Source of Funds

Disclose material sources of income or assets tied to public office, including business interests and gifts, to flag potential conflict or illicit financing risks for review.

Certifications

Provide a signed declaration of truth, date, and initials, affirming accuracy and authorizing employer to obtain corroborating records and regulatory reporting if required.

Audit Trail

Record submission timestamps, signer identity, IP addresses, and reviewer notes to create a verifiable audit trail for internal control and external examinations and compliance reporting.

Stepwise Process for Collecting and Recording Declarations

Follow this sequence to collect and record HR PEP Declarations reliably and in compliance with internal controls.

01

Prepare Form: Use standardized template and version control.
02

Collect Consent: Provide ESIGN consumer disclosure and obtain consent.
03

Verify Identity: Match ID and run background/AML checks.
04

Record & Store: Capture audit trail and secure storage.

How to Configure the Online Declaration Workflow

Configure online form fields, authentication, and retention before dispatching to signers to ensure compliance and auditability.

Form Field Configuration Settings Table	Setting Name \| Configuration Value and Notes
Authentication Method	Email link or SMS code; KBA optional for higher risk.
Signature Type	Electronic signature with audit trail; digital signature for high-assurance needs.
Conditional Fields	Show exposure questions only if 'Yes' selected to reduce signer burden.
Retention Policy	Auto-archive signed records to secure storage with access controls.

Where to File, Send, or Submit Completed Declarations

Common submission routes for completed HR PEP Declarations and how they integrate with HR and compliance systems.

HRIS: Upload to the employee record in HRIS.
Compliance LMS: Store in compliance system for due diligence tracking.
Vendor Portal: Attach to contractor profile for procurement reviews.
Secure Archive: Move signed copy to encrypted long-term storage.

Technical and Security Requirements for Digital Handling

Digital submission supports e-signature, audit trails, and secure storage; ensure the selected platform meets legal and security requirements.

Authentication: Email, SMS, or KBA.
File Formats: PDF and Word DOCX supported.
Integrations: HRIS and CRM connectors.

Common Preparation Mistakes to Avoid

Incomplete identity details causing mismatch with background checks and triggering delays in hiring or additional verification steps.
Using nonstandard forms or free-text responses that prevent automated processing and increase manual review workload for HR and compliance teams.
Failing to obtain explicit consent for electronic records under ESIGN leads to invalid consumer disclosures for certain applicant categories.
Storing signed declarations in unsecured email or shared drives without encryption undermines retention policies and audit readiness.

Potential Consequences of Incorrect or Missing Declarations

Compliance Risk: Regulatory inquiry or investigation.

Employment Action: Disciplinary measure or termination.

Reputational Harm: Internal and external reputational damage.

Data Exposure: Improper storage increases breach risk.

Operational Delay: Onboarding pause pending verification.

Legal Liability: Potential civil or criminal referral.

eSignature Vendor Comparison for HR PEP Workflows

SignNow and peer eSignature vendors vary by price, feature set, and compliance capabilities important for HR PEP workflows.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions About HR PEP Declarations

Answers to common questions about completing, signing, and managing HR PEP Declarations, plus e-signature and records guidance.

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