Can this form be signed electronically?

Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. §7001) and by UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Is notarization always required?

Not necessarily. Notarization depends on the receiving agency or state law. Some states or programs require notarized attestations; verify specific agency or state notary rules before assuming notarization is needed.

Are remote notarizations (RON) acceptable?

RON is permitted in many states with identity-proofing and audio-video recording requirements; check state notary commission rules because RON requirements and availability differ across jurisdictions.

What happens if names or numbers mismatch?

Mismatches typically trigger supplemental requests, delay decisions, or may require certified documentation. Always capture exact spellings and numbers from original IDs to avoid rework.

How should supporting documents be stored?

Store documents in secure, access-controlled systems with encryption at rest and in transit. Retain records according to federal and state retention rules applicable to the form or program.

When must consumer disclosures be provided?

If the form is consumer-facing, provide an ESIGN Act consumer disclosure explaining the right to a paper copy and how to withdraw consent, per 15 U.S.C. §7001(c).

Electronic Signature
Templates
Miscellaneous
Immigration Lawful Presence Form

Immigration Lawful Presence Form

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

IMMIGRATION LAWFUL PRESENCE VERIFICATION AGREEMENT

This Immigration Lawful Presence Verification Agreement (the Agreement) is entered into as of by and between Client Name: and Service Provider: .

WHEREAS

WHEREAS, Client desires that Service Provider perform verification of an individual's lawful presence in the United States for the limited purposes described herein; and

WHEREAS, Service Provider represents that it has the authority, protocols, and personnel to inspect, record, and retain documentary evidence of identity and immigration status consistent with applicable federal and state law and the terms of this Agreement; and

WHEREAS, the parties intend to set forth the scope, compensation, confidentiality, and legal terms governing the verification services.

SCOPE OF WORK

Description of Services

Service Provider shall perform documentary review, record identification, and verification actions only as expressly described in the Description of Services. Service Provider shall inspect original identity and immigration status documents, record document types and numbers, note issuance and expiration dates, and retain copies or records as required by applicable law and this Agreement.

PAYMENT TERMS

Verification Fee Amount Payment Schedule Late Fee

Payments not received within the payment period set forth in Payment Schedule shall accrue interest or late fees as specified above. Client shall be responsible for reasonable collection costs, including attorneys' fees, for unpaid amounts.

TERM AND TERMINATION

Term Commencement: Term Expiration:

Notice Period for Termination

Either party may terminate this Agreement for convenience by providing written notice to the other party as set forth above. Either party may terminate immediately for material breach by the other party that remains uncured after ten (10) days' written notice. Termination shall not relieve Client of its obligation to pay for services rendered through the effective date of termination.

CONFIDENTIALITY

Each party shall maintain in confidence all non-public information obtained from the other in connection with performance under this Agreement, including copies of identity and immigration documents and any personally identifiable information, and shall not disclose such information except to employees, contractors, or legal authorities as required by law or with the prior written consent of the disclosing party. Service Provider shall implement reasonable administrative, technical, and physical safeguards to protect confidential information against unauthorized disclosure.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its choice-of-law principles.

ENTIRE AGREEMENT

This Agreement constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes all prior and contemporaneous agreements, understandings, and communications. Any amendment or modification must be in writing and executed by authorized representatives of both parties.

IMMIGRATION LAWFUL PRESENCE VERIFICATION DETAILS

Applicant Full Legal Name Date of Birth Place of Birth Country of Citizenship or Nationality Current Address

Phone

Email

Immigration/Status Category (check all that apply)

U.S. Citizen
Lawful Permanent Resident (Green Card)
Nonimmigrant Visa Holder
Refugee
Asylee
Employment Authorization Document Holder
Parolee
Other:

Documents Presented for Verification (check and provide numbers where applicable)

Passport — Number:
Permanent Resident Card (Green Card) — Number:
I-94 Arrival/Departure Record — Number:
Employment Authorization Document (EAD) — Number:
State-issued ID/Driver's License — Number:
Birth Certificate — Issuing Authority:
Other:

Document Issuance Date Document Expiration Date (if any) Verification Method

By signing below, the applicant certifies under penalty of perjury under applicable federal and state law that the information provided in this form and the accompanying documents are true and correct to the best of the applicant's knowledge, and that the applicant is lawfully present in the United States, or otherwise accurately represented the applicant's immigration status. The applicant acknowledges that falsification of information may subject the applicant to civil or criminal penalties.

Verifier Certification

I certify that I have reviewed the original documents presented and that, based on the documents and applicable procedures, the individual's lawful presence status has been recorded as set forth in this form.

Verifier Confirmation I confirm that originals were examined and records retained consistent with legal requirements.

Applicant Printed Name:

By:

Date:

Service Provider Printed Name:

By:

Date:

What the Immigration Lawful Presence Form is and when it applies

The Immigration Lawful Presence Form documents an individual's immigration status, citizenship or lawful presence for eligibility verification, benefits, employment, or licensing. It collects identifying data, immigration category, and supporting evidence such as passports, visas, green cards, or USCIS receipts. Agencies, employers, and institutions use the form to confirm compliance with federal or state eligibility rules before granting public benefits, employment authorization, or enrollment. Accurate completion and supporting documentation reduce processing delays and help meet statutory verification obligations imposed by federal or state agencies.

Why accurate completion matters and its legal basis

Completing the Immigration Lawful Presence Form accurately supports lawful decision-making, reduces rework, and documents compliance under federal statutes. Electronic signatures are legally recognized by the ESIGN Act (15 U.S.C. ch. 96) and UETA (where adopted); exceptions still apply for narrowly defined matters. Retain copies to demonstrate due diligence and to satisfy agency or employer recordkeeping obligations.

Who typically completes and reviews this form

Collecting accurate data at intake and keeping standardized supporting documents reduces later compliance risk and administrative burden.

Employers and HR professionals verifying work authorization and supporting I-9 documentation during hiring.
Government benefit administrators confirming eligibility for public programs and services.
Educational institutions and licensing boards verifying status before enrollment or credentialing.

Step-by-step: completing the Immigration Lawful Presence Form

Follow a consistent sequence: collect IDs, complete fields, attach evidence, obtain signature and store records securely.

01

Collect IDs: Obtain government-issued documents and verify originals.
02

Complete fields: Enter data exactly as shown on documents.
03

Attach evidence: Upload clear color scans or certified copies.
04

Sign and store: Capture signature, date, and retain audit trail.

Configuring an online workflow for this form

Set up field validation, required attachments, signer authentication, and audit logging to match the verification policy.

Field	Configuration
Authentication Method	Email link, SMS code, or stronger KBA where required
Required Attachments	Passport, visa, I-94, green card scans
Conditional Fields	Show additional questions based on status selection
Audit Trail Retention	Capture timestamps, IP, signer email

Typical electronic submission flow

A standard eSubmission follows four clear stages from upload to archival while preserving chain-of-custody evidence.

Upload Documents: Sender uploads PDF or images of ID and form.
Add Fields: Place form fields and required attachment markers.
Send to Signer: Deliver via email link or secure portal.
Sign & Archive: Signer completes, system records audit trail.

Technical delivery and integration considerations

Confirm retention and export options to meet legal and agency recordkeeping requirements before going live.

Supported Formats: PDF, DOCX, and scanned image uploads
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication Options: Email link, SMS code, KBA, SSO

Core elements to include in a professional form

Design the form to collect identity data, document references, attestations, and evidence upload points while preserving an auditable signing record.

Identity Fields

Full legal name, aliases, DOB, and country of birth to match immigration records and reduce ambiguity during verifications and database checks.

Document References

Fields for passport number, A-number, visa type, and expiration dates so reviewers can validate the document set quickly and consistently.

Evidence Upload

Designated attachments for color scans or certified copies of immigration documents to support the declared status and reduce manual follow-ups.

Attestation

A clearly worded statement where the signer affirms truthfulness under penalty of law and authorizes verification with government systems where required.

Signature & Consent

A signature block that captures intent, signer contact, and signature date; include ESIGN-compliant consumer disclosure when applicable.

Audit Trail

Automatic logging of timestamps, IP addresses, and signer actions to establish a chain of custody for the verification decision.

Security and compliance measures to protect data

Encryption: TLS 1.2/1.3 in transit, AES-256 at rest

Certifications: SOC 2 Type II available

HIPAA: BAA available where required

Authentication: Multi-factor and SSO options

Audit Records: Immutable action logs

Accessibility: WCAG 2.0 Level AA support

Key penalties and legal risks of errors

I-9 Paperwork: $281–$2,789 per violation

False Statement: Civil and criminal liability possible

Benefit Overpayment: Repayment or disqualification risk

Data Breach Fines: Regulatory penalties and remediation costs

Recordkeeping Failures: Enforcement fines or audit findings

Immigration Consequences: Adverse status or removal risk

Common mistakes that delay verification

Entering names that differ from government IDs, including nicknames or omitted middle names, which prompts additional proof requests and slows processing.
Uploading low-quality or black-and-white scans that prevent document authentication and trigger demands for certified copies or in-person verification.
Failing to record exact document numbers or expiration dates, leading to mismatches during database or USCIS record checks and case rejects.
Using weak signer authentication or skipping consent disclosures for consumer-facing workflows, which undermines legal defensibility under ESIGN and agency policies.

Typical eSignature vendor comparison for immigration forms

Compare core pricing and capabilities when selecting an eSignature vendor; signNow appears first for parity with other market options.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes	Yes	Varies	Varies

Practical examples of using electronic forms in operations

Organizations use online lawful-presence forms to speed onboarding, improve records, and maintain compliance with audit trails.

Fertility Centers of Illinois

They moved patient intake forms online to centralize verification and consent

Used strong access controls for PHI
The electronic workflow preserved audit logs and reduced in-person intake while meeting compliance obligations and improving administrative throughput.

Martin Properties

A property manager standardized tenant lawful-presence checks across leases

Collected ID scans and signatures remotely
Standardized forms reduced manual errors, sped approvals, and ensured consistent record retention for audit and subsidy program requirements.

Practical tips to speed verification and reduce errors

Adopt consistent intake rules and verification checklists to reduce manual review and downstream requests for additional documentation.

Use Exact Document Data

Always transcribe names, document numbers, and dates exactly as shown on government IDs; small typographical errors are a leading cause of rework and may trigger denials or further identity checks.

Require Color Scans

Request high-resolution color images of passports, visas, or green cards instead of black-and-white or cropped photos to improve reviewer confidence and reduce requests for certified copies.

Apply Conditional Fields

Show or hide fields based on the immigration status selected so signers provide only relevant supporting documentation, simplifying the reviewer's task and minimizing incomplete submissions.

Preserve the Audit Trail

Keep an immutable record of signer identity, timestamps, IP addresses, and any authentication checks to support compliance, audits, and evidentiary needs in disputes or oversight reviews.

Timing and response expectations

Be aware of internal deadlines and agency windows for verification to avoid penalties or service interruption.

When to Provide:

Provide the form and supporting documents at the time of intake or when requested by the agency

Agency Requests:

Respond promptly to supplemental requests; delayed responses can pause case processing

Retention Start:

Retention obligations begin at completion or case closure, depending on the agency

Review Cadence:

Periodic re-verification may be required for benefit continuation or licensing renewals

Processing Time:

Processing timelines vary by agency and caseload; verify with the relevant authority

Frequently asked questions about the Immigration Lawful Presence Form

Answers to common questions about electronic completion, notarization, recordkeeping, and legal validity for this form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally recognized under the ESIGN Act (15 U.S.C. §7001) and by UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Is notarization always required?
Not necessarily. Notarization depends on the receiving agency or state law. Some states or programs require notarized attestations; verify specific agency or state notary rules before assuming notarization is needed.
Are remote notarizations (RON) acceptable?
RON is permitted in many states with identity-proofing and audio-video recording requirements; check state notary commission rules because RON requirements and availability differ across jurisdictions.
What happens if names or numbers mismatch?
Mismatches typically trigger supplemental requests, delay decisions, or may require certified documentation. Always capture exact spellings and numbers from original IDs to avoid rework.
How should supporting documents be stored?
Store documents in secure, access-controlled systems with encryption at rest and in transit. Retain records according to federal and state retention rules applicable to the form or program.
When must consumer disclosures be provided?
If the form is consumer-facing, provide an ESIGN Act consumer disclosure explaining the right to a paper copy and how to withdraw consent, per 15 U.S.C. §7001(c).

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