Can this form be signed electronically?

Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are met.

Is notarization required?

Not typically for HR relative searches, but certain states or specific uses may require notarization; verify whether the jurisdiction or document purpose imposes extra authentication.

What authentication is sufficient?

Email link or SMS code is common; for higher assurance consider knowledge-based authentication or credential analysis depending on sensitivity.

How long should we retain the signed form?

Retain per business need and applicable law: IRS records 3 years (IRC §6501(a)), HIPAA-related records 6 years (45 CFR §164.530(j)), and any longer state-imposed periods.

What if a relative refuses contact?

Document the refusal on the form and limit further attempts; consult counsel if refusal affects employment decisions to avoid discrimination claims.

How do vendors record searches?

Require vendors to produce an audit trail showing who ran which search, timestamps, and results summary; retain those logs with the signed authorization.

Electronic Signature
Templates
HR
HR Relative Search Engagement Form

HR Relative Search Engagement Form

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

HR Relative Search Engagement Form

Parties and Contact Information

Client Name:

Client Address Client Contact

Service Provider (Search Vendor) Provider Address

Subject (Individual to be Searched) — Personal Information

Full legal name:

Subject Address

Subject identifiers (last 4 of SSN if required for search):

Position Information (if applicable)

Job Title

Employment History (Most Recent — at least two entries)

Employer 1 — Company

Responsibilities Reason for Leaving Employer 2 — Company

Responsibilities Reason for Leaving

Education

Highest Degree Institution

References — Professional (Three)

Reference 1

Reference 2

Reference 3

Search Scope and Parameters

Purpose of search:

Relative categories to be searched (check all that apply):

Spouse/Partner Parent Sibling Child In-law Household member

Other relatives / custom search parameters Geographic scope Time frame to be searched

Permissible search methods (vendor must comply with applicable law and privacy requirements):

Public records Directory and records databases Public social media searches Manual investigative research

Deliverables, Timing and Fees

Deliverable description

Payment terms

Legal Disclosures, Authorizations and Certifications

At-Will Employment Statement: Nothing in this form alters or modifies any at-will employment relationship; hiring decisions remain subject to applicable employer policies and law.

Equal Opportunity Statement: The client is an equal opportunity employer and does not discriminate on prohibited bases in hiring or employment actions.

Applicant Certification and Authorization

I certify that all information provided in this form is true and complete to the best of my knowledge. I authorize the Service Provider and Client to conduct a relative search as described above, to contact prior employers and references I have listed, and to collect and compile information necessary to perform the services. I understand that information obtained may be used in employment or placement decisions consistent with applicable law.

Applicant authorizes the relative search described above

Confidentiality, Data Handling, and Compliance

Confidentiality: The Service Provider will treat all search materials and results as confidential, discloseable only to authorized Client personnel and only to the extent necessary for the permitted purpose. Provider will implement reasonable administrative, technical and physical safeguards to protect personal data.

Data Retention and Destruction: Provider shall retain raw search data only as necessary to fulfill the engagement and shall securely destroy or de-identify personal data upon expiration of retention period agreed herein or upon Client request, consistent with applicable law.

Compliance: Provider represents that it will perform searches in compliance with applicable privacy, consumer reporting and employment laws. Provider will not include in deliverables any material obtained in violation of law.

Liability, Indemnification and Termination

Limitation of Liability: Except for willful misconduct or gross negligence, neither party shall be liable for incidental or consequential damages. Provider's aggregate liability for claims arising from this engagement shall not exceed the fees paid by Client for the specific search giving rise to the claim.

Indemnification: Each party shall indemnify, defend and hold harmless the other from third-party claims arising from its breach of this agreement, negligent acts or violations of law in connection with performance of duties hereunder.

Termination

Miscellaneous

Governing law Additional terms

Client (Printed Name):

By:

Date:

Title / Authority:

Service Provider (Printed Name):

By:

Date:

Title / Authority:

What the HR Relative Search Engagement Form Is

The HR Relative Search Engagement Form documents an authorization and scope for an employer to search, verify, or contact an employee's listed relatives for background, emergency contact validation, or benefit-eligibility purposes. It records who is authorized to run the search, what categories of information may be collected, the purpose of the search, and the period of consent. The form is used within HR workflows to create an auditable record of consent and limits on data use while helping employers meet internal policy and regulatory expectations.

Why this Form Matters for HR Compliance and Recordkeeping

The form clarifies consent, scope, and retention for relative searches and helps employers document lawful purposes and minimize privacy risk. It supports consistent decision-making across onboarding, security screening, and benefits verification.

Who Completes and Signs This Form

Retain the signed copy in the employee file and link it to the associated screening record so actions can be traced to a documented consent.

Employees provide consent and contact data and attest to the accuracy of relative information under penalty of company policy.
HR representatives complete scope fields, select permitted search types, and retain the signed form in personnel records.
Background-screening vendors receive limited authorization and must log actions taken per the scope on the form.

Key Roles Authorized to Sign

HR Manager

HR Managers complete scope, select permitted search categories, and certify that the request complies with company policy and applicable laws; they are responsible for record retention and supporting auditors.

Screening Vendor

Third-party screening vendors sign to acknowledge receipt of limited authorization, agree to use data only as permitted, and must document every discrete search action for audit purposes.

Essential Fields and Data Elements

Employee Name: Full legal name

Relative Name: Full legal name

Relationship: Relationship type

Scope of Search: Permitted categories

Consent Dates: Effective and expiration

Signatory: Name and role

Consequences of Incomplete or Incorrect Forms

Privacy Breach: Unauthorized disclosure risk

Invalid Consent: Search may be unenforceable

Regulatory Exposure: HIPAA/FERPA issues possible

Vendor Liability: Third-party misuse risk

Recordkeeping Failure: Audit findings likely

Employment Disputes: Record gaps affect defenses

Common Preparation Mistakes to Avoid

Using informal names instead of full legal names, which can prevent matching records and trigger rework or inaccurate results.
Omitting explicit scope or permitted data categories, creating ambiguity about what searches or data uses are authorized.
Failing to date the consent or set an expiration, which complicates retention and lawful continuing use of information.
Not recording the signing method or authentication used, weakening the ability to show intent under ESIGN or UETA.

Step-by-Step: Completing the HR Relative Search Engagement Form

Follow these steps to ensure the form is complete, auditable, and legally defensible within HR workflows.

01

Identify Parties: Enter employee, relative, and vendor names exactly as on IDs.
02

Define Scope: List permitted searches and prohibited uses in plain language.
03

Set Dates: Enter effective and expiration dates in MM/DD/YYYY format.
04

Sign and Authenticate: Collect signatures and record authentication method used.

Online Configuration Settings for Digital Completion

Configure the digital workflow to capture consent, authentication, and audit information consistently.

Field	Configuration
Signature Type	Email link or SMS code
Authentication	Optional KBA or ID verification
Retention Flag	Auto-link to personnel file
Audit Capture	IP, timestamp, and action log

Routing and Submission Flow

A typical routing sequence ensures approvals and searchable audit records for every step of the engagement.

Upload: HR uploads the completed form to the secure repository.
Assign: Assign the approved scope to the screening vendor.
Execute: Vendor performs permitted searches and records actions.
Archive: Signed form and audit trail are stored with the employee file.

Distribution and Platform Considerations

Ensure the chosen platform preserves an audit trail, supports required authentication, and aligns with record retention policies.

Document Formats: PDF, DOCX supported
Integrations: Connect to HRIS or cloud storage
Authentication: Email, SMS, KBA options

Typical Submission and Response Timelines

Set clear internal deadlines to avoid delays in verification and to meet payroll, benefits, or security timelines.

Submission Window:

Provide completed form within 7–14 days of request

Vendor Response:

Screening vendors typically deliver results in 1–10 business days

Escalation Period:

Escalate unresolved matches after 10 business days

Renewal Reminder:

Notify signer 30 days prior to expiration

Retention Action:

Move to long-term archive after processing

Key Processing Milestones

Map the form lifecycle from request to archival so each milestone is tracked and auditable.

01

Request Issued

HR creates and sends the form to the employee for signature.

02

Consent Received

Signed consent is recorded along with authentication details.

03

Search Completed

Vendor completes permitted searches and uploads results to the record.

04

Archive and Review

Store the signed form and review logs during periodic audits.

eSignature Vendor Pricing Snapshot for This HR Form

Compare starting price and key feature availability; signNow is listed first per vendor 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 card)	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Representative Use Cases and Customer Experiences

These examples show how organizations use signed authorization forms to streamline searches and maintain an audit trail.

Martin Properties

Martin Properties moved to online consent forms to close leasing verifications faster.

The team relied on mobile signing for tenant guarantor checks.
As a result they processed verifications remotely while keeping signed consents and audit records attached to applicant files for compliance.

Fertility Centers of Illinois

Fertility Centers standardized authorization forms for family-related verifications across clinics.

They captured signatures and stored records centrally.
This produced a consistent trail for audits and reduced administrative turnaround when coordinating multi-site patient confirmations.

Practical Tips for Accurate, Efficient Completion

Adopt these practices to reduce errors, protect privacy, and simplify audits during relative search processing.

Use Standardized Templates

Standardize the form language across locations to ensure uniform consent scope, reduce ambiguity, and simplify vendor instructions and audits.

Validate Identity

Require a verification step—email, SMS code, or ID check—so signed consent can be reliably attributed to the employee.

Limit Data Access

Restrict vendor access to only the fields and search categories listed on the form; record each search action in logs.

Review Retention Policy

Apply retention rules consistently and implement automatic archival when consent expires to reduce legal and privacy risk.

Frequently Asked Questions

Answers to common questions about form use, signing methods, and recordkeeping to help HR and vendors avoid errors.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures meet U.S. legal standards under the ESIGN Act (15 U.S.C. ch. 96) and state UETA laws when intent, consent, attribution, and retention are met.
Is notarization required?
Not typically for HR relative searches, but certain states or specific uses may require notarization; verify whether the jurisdiction or document purpose imposes extra authentication.
What authentication is sufficient?
Email link or SMS code is common; for higher assurance consider knowledge-based authentication or credential analysis depending on sensitivity.
How long should we retain the signed form?
Retain per business need and applicable law: IRS records 3 years (IRC §6501(a)), HIPAA-related records 6 years (45 CFR §164.530(j)), and any longer state-imposed periods.
What if a relative refuses contact?
Document the refusal on the form and limit further attempts; consult counsel if refusal affects employment decisions to avoid discrimination claims.
How do vendors record searches?
Require vendors to produce an audit trail showing who ran which search, timestamps, and results summary; retain those logs with the signed authorization.

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