Is an electronic signature legally binding?

Yes. Electronic signatures are legally equivalent to handwritten signatures under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA statutes where adopted; certain exceptions like wills and court orders apply.

What authentication level is required?

Choose authentication based on risk: email link for low-risk approvals, SMS or multi-factor for vendor contracts or PHI access, and stronger identity proofing for notarized transactions.

Can I attach candidate documents?

Yes. Attach offer letters, ID copies, or vendor quotes. Mark any attachments containing PHI and ensure storage and access comply with HIPAA and internal policies.

Do HR order forms require notarization?

Most HR order forms do not require notarization. If notarization or remote online notarization is needed, verify state rules and RON availability prior to execution.

How do I revoke or cancel a submitted order?

Record a written cancellation or replacement form and notify approvals and vendors. Maintain both versions in your records for auditability and change tracking.

Where can I retrieve completed forms?

Store signed forms in your HRIS or document management system with role-based access. Ensure exportability of signed PDFs and retention per your policy and legal requirements.

Electronic Signature
Templates
HR
HR Professional Order Form

HR Professional Order Form

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

HR PROFESSIONAL ORDER FORM

Use this form to request HR professional services, background checks, onboarding resources, or other HR deliverables required to support a candidate, new hire or existing employee. Completion of all relevant sections and a signature authorizing the requested services and any required checks is required before processing. Incomplete submissions may delay fulfillment.

Personal Information

Full legal name Current address

Phone

Email

Position & Request Details

Job title

Department

Reporting manager

Proposed start date:

Salary / hourly rate:

Employment type: Full-time Part-time Contract/Temporary

Order: HR Services and Deliverables

Select the HR services requested and provide quantity, requested completion date, and any required notes. Estimated fees should be provided if known; HR will confirm actual costs prior to charge.

Background Check - Standard Include standard background check (criminal, SSN/name verification)

Background Check - Expanded Include expanded background check (education, employment verification, county/state searches)

Drug/Health Screening Drug test / health screening

Onboarding & Equipment Onboarding kit (badging, orientation materials) Workstation setup (IT desk, laptop request)

Training / Certification Enrollment in training or certification program

Other services / special instructions

Employment History

Provide at least two prior employers. HR will use these entries to assist verification and reference checks where authorized below.

Employer 1 - Company name

Primary responsibilities Reason for leaving

Employer 2 - Company name

Primary responsibilities Reason for leaving

Education

Highest degree or credential Institution Graduation or completion date

References

Provide three professional references who can verify work history and professional conduct.

Reference 1 - Name

Reference 2 - Name

Reference 3 - Name

Legal Disclosures & Authorizations

At-will employment statement: Nothing in this order or any related communications constitutes an offer of employment or changes the at-will nature of employment, which means either the employer or the employee may terminate the employment relationship at any time, with or without cause or notice, unless otherwise expressly stated in a separate written agreement signed by authorized representatives.

Equal opportunity: Services provided under this order will be administered in accordance with applicable equal employment opportunity laws and organizational policies prohibiting discrimination and harassment based on protected characteristics.

Consent to verify and investigate

By signing below, I certify that the information provided on this form is true and complete to the best of my knowledge. I authorize the employer and its authorized representatives to contact former employers, educational institutions, references, licensing authorities, and other entities as necessary to verify information and to obtain background information including criminal history, driving records, credit checks where job-related and permitted by law, and other verifications as required for the requested services.

I further authorize collection, use, and disclosure of personal information as necessary to perform the requested services. I understand that background check results and other sensitive information will be handled in accordance with applicable privacy laws and organizational policies, and that I may be required to provide additional documentation to complete certain checks.

Consent: I consent to background checks and verifications described above I consent to drug/health screening where requested

Billing, Approval & Terms

Billing department / cost center Approving manager (printed name)

Terms: HR will commence work upon receipt of a complete form and any required approvals. Cancellation of ordered services after initiation may result in fees to cover work already completed. Estimated costs provided herein are for budgeting; HR will confirm actual charges and billing prior to final processing.

Applicant Certification

I certify that all information provided on this form is true and complete. I understand that knowingly providing false or misleading information may disqualify the candidate from consideration or lead to disciplinary action. I authorize the release of any information necessary to verify the matters set forth in this form in connection with the services requested.

Requester Name:

Signature:

Title / Department:

Date:

What the HR Professional Order Form Is and when organizations use it

The HR Professional Order Form is a standardized administrative document used by human resources teams to request services, purchases, or authorizations related to hiring and employee management. Typical uses include ordering pre-employment background checks, provisioning equipment, enrolling new hires in benefits, engaging third-party vendors, and recording internal approvals. The form captures requester and approver details, job or candidate identifiers, cost-center information, required deliverables, estimated costs, and signature blocks. It can be administered on paper or electronically and is commonly integrated into onboarding workflows to reduce manual processing and maintain an auditable record.

Why organizations rely on a formal HR Professional Order Form

A consistent order form standardizes requests, speeds approvals, ties costs to budget codes, and creates a single source of truth for onboarding and vendor fulfillment while improving traceability across HR, finance, and IT teams.

Primary users and stakeholders for the HR Professional Order Form

The form is used by HR teams, hiring managers, and shared-services partners to coordinate hires and purchases through a formal request-and-approval path.

HR generalists and HR operations teams who intake hires, approvals, and vendor requests for onboarding and benefits administration.
Hiring managers and department heads who review role details, confirm budget availability, and provide final approval.
Finance, IT, and procurement partners who validate cost centers, raise purchase orders, and provision resources after approval.

External vendors and background-check providers receive completed forms to fulfill services; legal and compliance teams review when forms include sensitive data or regulatory steps.

Core sections to include on a professional HR Professional Order Form

A well-structured form groups information to support rapid review, clear approvals, and automated routing.

Requester

Name, title, department and contact details for the person initiating the request. This enables follow-up questions and auditability during fulfillment.

Role / Candidate

Position title, candidate name or requisition number, start date and employment type. Accurate identifiers prevent mismatches in onboarding and payroll systems.

Requested Services

Detailed description of goods or services (background check level, hardware list, training enrolment) with quantities and any vendor specs.

Cost & Budget

Estimated cost, cost center or GL code, and whether purchase order approval is required. Tie financial approvals to your procurement system.

Approvals

Signatory lines for manager and finance or procurement approval with date fields and role designations for clear accountability.

Attachments

Space to list or attach supporting documents (offer letter, vendor quote, authorization). Include checkboxes to confirm compliance reviews if required.

Step-by-step: completing and routing the HR Professional Order Form

Follow this sequence to reduce rework and ensure timely fulfillment.

01

Prepare: Gather candidate and budget details before starting the form.
02

Complete fields: Enter requester, role, cost center, and detailed service descriptions.
03

Attach docs: Upload offer letter, vendor quotes, or compliance approvals as needed.
04

Route for approval: Send to manager and finance, then to procurement or vendor for fulfillment.

Configuring an online workflow for the HR Professional Order Form

Key settings let you automate approvals, conditionally show fields, and track completion status.

Field	Configuration
Template Name	Use a descriptive template name for onboarding vs vendor orders
Assigned Signers	Define signer roles and sequential or parallel approval order
Authentication	Choose email, SMS code, or stronger verification per internal policy
Conditional Fields	Show vendor-only fields when a vendor checkbox is selected

How the completed form moves through your HR process

A clear routing path reduces delays and maintains an audit trail for every step.

Submit: Requester files the order via portal or email link
Manager review: Hiring manager confirms role details and availability
Finance validation: Finance verifies cost center and budget approval
Fulfillment: Procurement or vendor provisions items and closes the request

Technical considerations for sharing and signing the HR Professional Order Form

Choose a platform that supports PDF/DOCX upload, secure storage, and audit trails to track approvals and access.

Integrations: Salesforce | NetSuite | Google Workspace | Microsoft 365
File types: PDF | Word DOCX | Excel | HTML
Authentication: Email link, SMS code, or advanced signer verification

Ensure the chosen platform supports your required compliance features (audit trail, encryption at rest/in transit, role-based access) and can export signed records for HRIS or finance systems.

Typical timelines and processing expectations

Set expectations by documenting internal SLA targets and vendor lead times to coordinate onboarding and payroll.

Internal approval SLA:

Target 1–3 business days for manager and finance approval

Background checks:

Expect 24–72 hours depending on scope and vendor

Equipment provisioning:

Allow 5–10 business days for procurement and shipping

Payroll provisioning:

Sync setup with next pay cycle; submit before payroll cutoff

Vendor onboarding:

Vendor setup and contract review may add 7–14 business days

Key milestones from request to completion

Use a milestone checklist to monitor progress and escalate late items promptly.

01

Request Submitted

Form is completed and sent into the approval queue.

02

Approval Completed

Manager and finance approvals are recorded and signed.

03

Vendor Fulfillment

Vendor or internal team provisions requested services or goods.

04

Record Closure

Signed form and attachments are archived for retention and audit.

Common mistakes to avoid when preparing the HR Professional Order Form

Using an incorrect cost-center or GL code that causes PO and payment rejections and processing delays.
Mismatched names between the form and candidate documents that block background checks or identity verification.
Missing or unsigned approval lines that prevent procurement from issuing purchase orders or completing onboarding.
Uploading incomplete vendor quotes or omitting required compliance attachments, leading to stalled vendor onboarding.

Potential penalties and compliance risks tied to order form errors

I-9 paperwork: Potential $281–$2,789 per violation (8 CFR §274a.2)

HIPAA exposure: Civil penalties and corrective action for improper PHI handling (45 CFR §164.530(j))

Delayed payroll: Late provisioning can trigger wage-payment disputes and operational risk

Procurement holds: Missing approvals may block purchase orders and vendor payments

Data breaches: Insufficient encryption or access controls increase legal and reputational risk

Audit failures: Incomplete records can lead to internal control findings and remediation costs

eSignature vendor comparison for executing the HR Professional Order Form

Pricing and feature availability vary by vendor and plan tier; the table below shows common commercial entry points and select capability indicators for electronic execution.

	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	Verify	Verify	Verify	Verify
Bulk Send	Yes	Yes	Yes	Yes	Verify
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

Frequently asked questions about completing and signing the HR Professional Order Form

Answers address common points of confusion about electronic execution, legal validity, attachments, notarization, and record access.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Electronic signatures are legally equivalent to handwritten signatures under the federal ESIGN Act (15 U.S.C. ch. 96, 2000) and state UETA statutes where adopted; certain exceptions like wills and court orders apply.
What authentication level is required?
Choose authentication based on risk: email link for low-risk approvals, SMS or multi-factor for vendor contracts or PHI access, and stronger identity proofing for notarized transactions.
Can I attach candidate documents?
Yes. Attach offer letters, ID copies, or vendor quotes. Mark any attachments containing PHI and ensure storage and access comply with HIPAA and internal policies.
Do HR order forms require notarization?
Most HR order forms do not require notarization. If notarization or remote online notarization is needed, verify state rules and RON availability prior to execution.
How do I revoke or cancel a submitted order?
Record a written cancellation or replacement form and notify approvals and vendors. Maintain both versions in your records for auditability and change tracking.
Where can I retrieve completed forms?
Store signed forms in your HRIS or document management system with role-based access. Ensure exportability of signed PDFs and retention per your policy and legal requirements.

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