Can this attestation be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are legally valid for most attestations if intent, consent, attribution, and retention are met. Confirm no state-specific exception applies and follow any consumer-disclosure requirements when relevant.

Is notarization required for attestations?

Not typically. Reference attestations are usually internal records and do not require notarization. If the attestation is sworn, used in court, or needs an acknowledgement, obtain a notary or remote online notarization (RON) per state rules and record the notarization method.

What authentication level is appropriate?

Use at minimum an email link with signer attribution. For high-risk roles or regulated industries, use multi-factor authentication or identity proofing (SMS code, KBA, or government ID check) to strengthen attribution and reduce dispute risk.

How long should attestations be retained?

Retain based on purpose: keep for at least three years for tax and employment claims (IRC §6501(a)), preserve I-9 related records per 8 CFR §274a.2, and retain any HIPAA-covered information for six years under 45 CFR §164.530(j).

Can a vendor sign attestations for us?

Yes when contractually authorized, but ensure the vendor follows FCRA and privacy obligations, documents methods used, and provides traceable attribution. Maintain copies of consent and vendor attestation to demonstrate due diligence in hiring decisions.

What are the consequences of errors?

Errors can lead to hiring mistakes, disputes, or legal exposure including defamation claims, FCRA violations, and payroll or I-9 penalties. Accurate entries, verifier contact data, and retention help mitigate risks and support defense in audits or litigation.

Electronic Signature
Templates
HR
HR Reference Check Attestation

HR Reference Check Attestation

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

HR REFERENCE CHECK ATTESTATION

Purpose: This form documents the results of employment reference checks performed in connection with the candidate named below and constitutes the attestation of the individual conducting the reference check (the Attestor). The Attestor certifies that all information recorded herein was obtained through direct contact with listed references or verified employer contacts and is an accurate and complete representation of those communications.

Personal Information

Applicant Full Name

Applicant Address:

Phone: Email:

Position Information

Position Applied / Offered Department

Reporting Manager: Proposed Start Date:

Employment History (As provided by Applicant)

Employer 1 — Company Name

Title: Start Date: End Date:

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title: Start Date: End Date:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

Professional References (Provided by Applicant)

Reference 1 — Name

Phone: Email: Relationship:

Reference 2 — Name

Phone: Email: Relationship:

Reference 3 — Name

Phone: Email: Relationship:

Reference Check Details (Record of Contacts)

Reference Contacted: Organization:

Date Contacted: Method of Contact: Phone Email In person

Items Verified (check all that apply):

Verified employment dates Verified job title Verified duties

Verified reason for leaving Verified eligibility for rehire

Reference Comments / Notes

Authorization & Disclosures

Applicant Provided Written Authorization to Contact References and Conduct Background Checks: Yes No

If yes, Authorization Date: Authorization Document Attached:

Notice: Information obtained during reference checks will be used solely for employment eligibility, hiring decisions and related personnel records in compliance with applicable consumer reporting and privacy laws. Information of a discriminatory nature will not be used as a basis for adverse employment action.

Legal Statements

At-Will Employment: Unless expressly stated otherwise in a separate written employment agreement signed by an authorized company representative, employment with the Company is at-will, which means 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 is an equal opportunity employer. Reference and background information shall be collected and evaluated in a nondiscriminatory manner consistent with federal, state and local law.

Attestation by HR/Attestor

I hereby attest that I personally conducted or directly supervised the reference contacts recorded on this form. To the best of my knowledge and belief, the information recorded above accurately reflects the statements made by the reference sources and verified employer contacts. I understand that knowingly submitting false information on this attestation may result in disciplinary action up to and including termination of employment.

Record Retention: This attestation will be retained in the applicant's personnel file or recruitment file in accordance with Company record retention policy and applicable law. Access to reference materials is restricted to authorized personnel.

Attestor Name and Title Department

Attestor Name:

Signature:

Date:

What the HR Reference Check Attestation Is

The HR Reference Check Attestation is a standardized written statement used by employers to record and confirm details obtained during a reference check for a job candidate. It documents verifier identity, candidate identity, dates, factual responses about employment history, job performance, and eligibility for rehire, and confirms the verifier's attestation under penalty of perjury or company policy. Organizations use this attestation to create an auditable record, reduce liability, and support hiring decisions while ensuring compliance with employment and privacy laws.

Why a Formal Attestation Matters in Hiring

Provides a reliable, written account of reference responses that supports fair hiring decisions, documents verifier statements for future audits, and helps demonstrate reasonable diligence in background checks while addressing privacy and consent obligations under employment law.

Who Typically Prepares and Receives the Attestation

HR teams, hiring managers, and third-party screening vendors often complete or request this attestation during candidate vetting.

Corporate HR departments — centralize reference data and enforce consistent verification procedures.
Hiring managers — capture job-specific observations and rehire eligibility from prior supervisors.
Background screening firms — provide attestations as part of a bundled employment verification package.

Depending on company policy, the attestation may be retained in the applicant file or shared with compliance teams for review.

Primary Users and Their Responsibilities

HR Manager

HR Managers complete attestations to document reference findings, confirm that consent was obtained when required, and ensure consistency with internal hiring policies. They use attestations to support decisions, respond to disputes, and provide records for audits or regulatory inquiries.

Third-Party Verifier

Vendors that perform employment verification complete attestations to certify the accuracy of information collected. Their statements typically include methods used, documentation reviewed, and contact details for follow-up, creating an evidentiary trail for employers and compliance reviews.

Core Elements of a Professional Attestation

A professional HR Reference Check Attestation contains verifier identification, factual employment details, signatures, and a clear attestation statement to support hiring records and potential audits.

Verifier Identity

Record the verifier's full name, job title, employer, and reliable contact information. Include relationship to candidate and method used to confirm identity to strengthen attribution in audits and investigations.

Candidate Identity

Include candidate's full legal name, birth date or SSN last four when permitted, and previous employer identifiers to avoid mistaken identity in employment history verification.

Employment Details

Document job title, department, dates of employment (MM/DD/YYYY where possible), primary responsibilities, performance metrics when available, and reasons for separation if provided and factual.

Performance Observations

Capture objective examples of job performance, attendance, disciplinary actions, quantifiable metrics, and specific dates to support factual statements rather than subjective character judgments; include documented incidents where applicable.

Rehire Eligibility

State whether the prior employer would rehire the candidate, include any conditions, cite factual reason given, and list the date the answer was confirmed.

Attestation Statement

Provide a clear attestation phrase affirming the truthfulness of responses, the verifier's authority, identification method, and the date and signature of the attestor.

Step-by-Step: Completing an Attestation

Follow these steps to collect, record, and finalize an HR Reference Check Attestation with verifiable evidence and consistent formatting.

01

Prepare: Gather candidate consent and reference contact details.
02

Contact: Call or email verifier, note date and time.
03

Record: Enter factual answers, dates, and job titles.
04

Sign: Verifier signs and dates the attestation.

Configuring an Online Attestation Workflow

Configure an online attestation template with required fields, conditional logic, and signer authentication for secure e-submission.

Field	Configuration
Signature	Required; allow drawn or typed signature, date auto-filled.
Authentication	Email link plus SMS code for stronger attribution.
Conditional Logic	Reveal rehire and performance fields based on responses.
Retention	Auto-save to HRIS with retention tags.

Technical Considerations for eSubmission and Storage

Use an e-signature platform that supports secure authentication, audit trails, PDF output, and integrations with HR systems for routing and storage.

Integrations: Salesforce, NetSuite, HRIS connectors supported.
File Formats: PDF, Word DOCX, and Excel supported.
Security: TLS 1.2/1.3 and AES-256 encryption.

Where to File, Send, or Submit Completed Attestations

Route completed attestations to the applicant file, HRIS, compliance, or background check vendor depending on company retention and audit practices.

Applicant File: Store with hiring records and offer materials.
HRIS: Upload scanned attestation to employee record.
Compliance: Provide copies for audits and investigations.
Third-Party: Send certified copy to screening vendor.

Common Timelines and Internal Deadlines

Timelines for completing and routing attestations are generally company-defined; common internal targets and regulatory retention triggers follow.

Upon Request:

Provide completed attestation to hiring manager within 7 business days.

Verification Contact:

Attempt contact up to three times over two weeks.

Internal Review:

HR reviews and approves within 5 business days of receipt.

Record Retention:

Retain attestation per retention policy and legal obligations.

I-9 Alignment:

Cross-check employment dates for I-9 accuracy during onboarding.

Common Preparation Mistakes to Avoid

Incomplete verifier contact details impede follow-up and make attestation less useful during audits or when validating disputed statements.
Recording subjective opinions without factual basis increases liability and reduces the attestation's evidentiary value in disputes or litigation.
Failing to document candidate consent when required by statute or company policy can trigger regulatory or contractual consequences.
Transcription errors in dates, names, or job titles create mismatches that can lead to backup withholding or incorrect eligibility assessments.

Key Risks and Legal Consequences

Inaccurate Statements: Risk of hiring mistakes.

Defamation Risk: Potential legal claim by subject.

FCRA Violations: Consumer reporting obligations apply.

I-9 Implications: Affects employment eligibility records.

Privacy Breach: Unauthorized health data exposure.

Documentation Gaps: Weak evidence in disputes.

eSignature Pricing Snapshot for Attestation Workflows

Pricing snapshot comparing signNow and major competitors on starting price, trial, bulk send, audit trail, and HIPAA compliance to inform platform selection for attestation 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 trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How Organizations Use Reference Attestations in Practice

Real organizations use HR reference attestations to standardize checks, reduce turnaround time, and preserve auditable hiring records across teams.

Optica Ventures — COO

Optica Ventures standardized reference attestations across hiring to centralize verification and reduce inconsistent responses, improving record accuracy and follow-up.

Simpler process increased completion rates and clarity.
Brian Fitzgibbons, COO, says the interface and standardized workflow made it easy for the team and customers, helping reduce delays while preserving compliance-ready documentation for audits and onboarding.

Fertility Centers of Illinois — Founder

Fertility Centers of Illinois integrated attestations into patient and staff hiring workflows to ensure compliance and quick turnaround for credential verification.

Workflow resilience supported mobile and offline completion.
John Butler reported that the electronic attestation process allowed secure completion anywhere, improved turnaround, and supplied an audit trail for compliance checks while easing administrative burden.

Common Questions About HR Reference Check Attestations

Answers to common questions about completing, authenticating, and retaining HR Reference Check Attestations are provided below to help avoid common pitfalls.

Need help? Contact support

Can this attestation be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are legally valid for most attestations if intent, consent, attribution, and retention are met. Confirm no state-specific exception applies and follow any consumer-disclosure requirements when relevant.
Is notarization required for attestations?
Not typically. Reference attestations are usually internal records and do not require notarization. If the attestation is sworn, used in court, or needs an acknowledgement, obtain a notary or remote online notarization (RON) per state rules and record the notarization method.
What authentication level is appropriate?
Use at minimum an email link with signer attribution. For high-risk roles or regulated industries, use multi-factor authentication or identity proofing (SMS code, KBA, or government ID check) to strengthen attribution and reduce dispute risk.
How long should attestations be retained?
Retain based on purpose: keep for at least three years for tax and employment claims (IRC §6501(a)), preserve I-9 related records per 8 CFR §274a.2, and retain any HIPAA-covered information for six years under 45 CFR §164.530(j).
Can a vendor sign attestations for us?
Yes when contractually authorized, but ensure the vendor follows FCRA and privacy obligations, documents methods used, and provides traceable attribution. Maintain copies of consent and vendor attestation to demonstrate due diligence in hiring decisions.
What are the consequences of errors?
Errors can lead to hiring mistakes, disputes, or legal exposure including defamation claims, FCRA violations, and payroll or I-9 penalties. Accurate entries, verifier contact data, and retention help mitigate risks and support defense in audits or litigation.

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