Can the form be signed electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention requirements are met.

Is parental consent required for minors?

If the intern is a minor, obtain guardian consent and follow state child labor restrictions; additional school or court permissions may be necessary depending on jurisdiction.

Do I need notarization or witnesses?

Most internship intake forms do not require notarization. If a state or specific placement requires notarization or RON, follow the state's notary rules and preserve the audiovisual record when required.

How do I correct errors after submission?

Issue an amended form signed by the intern (and guardian if applicable). Preserve both versions in the record to show the change history for audits.

How should I store completed forms?

Store signed forms in a secure system with encryption and access controls. Retain according to federal and industry rules (IRS, HIPAA, I-9) and your organization’s retention policy.

What if the signer lacks email or mobile access?

Use in-person signing or kiosk options, paper plus scanned upload, or a site license model that supports offline or assisted signing workflows while preserving an audit trail.

Electronic Signature
Templates
HR
Internship Information Form

Internship Information Form

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

INTERNSHIP INFORMATION FORM

Personal Information

Full Legal Name Mailing Address

Phone

Email

Date of Birth

Position Information

Internship Title

Department

Supervisor / Reporting Manager

Proposed Start Date: Proposed End Date: Expected Hours per Week:

Compensation/Stipend (if any): Academic Credit Requested: Yes

Onsite / Remote / Hybrid

Onsite Remote Hybrid

Academic Institution

School / College

Major / Program

School Coordinator / Faculty Sponsor

Emergency Contact

Name

Relationship

Phone

Education

Highest Degree Expected or Awarded Institution Graduation Date

Employment / Internship History (Most Recent First)

Employer 1 — Company

Title / Position

Dates Employed

Primary Responsibilities Reason for Leaving Employer 2 — Company

Title / Position

Dates Employed

Primary Responsibilities Reason for Leaving

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures and Authorizations

At-Will Statement: The internship relationship is at-will. Either the organization or the intern may terminate the internship at any time, with or without cause or notice, unless a separate written agreement signed by authorized representatives governs the appointment.

Equal Opportunity: The organization provides equal opportunity in all aspects of internship selection and administration. Decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.

No Guarantee of Employment: Completion of an internship does not guarantee future employment. Any offer of employment following an internship will be subject to separate terms and approvals.

Authorization to Verify: I authorize the organization to verify the accuracy of the information provided on this form and to contact prior employers, educational institutions, and references. I further authorize those parties to provide information concerning my past employment, academic records, and other relevant information.

Background Check Consent: I consent to any background screening necessary to determine my suitability for the internship. I understand that information obtained may be used in making placement decisions. I consent

Health and Safety: I certify that I am able to perform the essential functions of the internship with or without reasonable accommodation and will report any conditions that may affect my ability to safely perform assigned duties.

Applicant Certification

I certify that all information provided in this Internship Information Form is true, complete, and correct to the best of my knowledge. I understand that false statements, omissions, or misrepresentations may result in denial of placement or immediate termination of the internship if discovered after placement. I acknowledge that I have read and understand the statements and authorizations above.

Additional Information / Accommodations Requested

Applicant Name:

Signature:

Date:

What the Internship Information Form Is

An Internship Information Form is a standardized document used by employers, educational institutions, and program coordinators to collect essential details about an intern and the placement. Typical data includes personal contact information, school and course enrollment, emergency contact, start and end dates, expected hours, supervisor assignment, and any special requirements or restrictions. The form supports onboarding, compliance with labor and education rules, and internal recordkeeping. For placements involving minors or clinical settings, additional consents or privacy safeguards may be required.

Why a Clear Form Matters for Intern Programs

A complete, consistent Internship Information Form reduces onboarding delays, clarifies responsibilities, and supports compliance with employment and educational rules. It centralizes contacts, documents availability and authorization for work, and provides a retrievable record for payroll, safety, and liability purposes.

Who Typically Completes or Receives This Form

The form is filled out by the intern or their guardian (if a minor) and retained by the host organization for onboarding and compliance.

Human Resources teams use it to set up payroll, benefits, and records.
Academic coordinators use it to verify course credit eligibility and learning objectives.
Supervisors use it to schedule tasks, track hours, and assign training.

Keep one signed copy in the intern file and provide an electronic copy to the intern or guardian for their records.

Step-by-Step: Completing the Internship Information Form

Follow these core steps to complete the form and confirm next actions for onboarding and documentation.

01

Gather Documents: Collect ID, school verification, and any authorization letters.
02

Fill Fields: Enter personal, school, and placement details accurately.
03

Obtain Consents: Get guardian consent for minors and any HIPAA/FERPA waivers if needed.
04

Sign and Submit: Sign, date, and send to HR or program coordinator.

How to Set Up an Online Internship Intake Workflow

Configure a simple digital workflow: collect data, route for approval, attach supporting documents, and archive signed files.

Field \| Configuration	Required \| Conditional
Student Status	Make conditional based on school credit checkbox
Guardian Consent	Auto-show when Date of Birth indicates minor
I-9 / Eligibility	Route to HR for identity verification
Attachments	Permit PDF/DOCX uploads for ID and letters

Typical Submission Flow for the Form

A clear submission path helps stakeholders know their responsibilities and where records are stored.

Submit: Intern completes and submits form electronically.
Review: HR or coordinator reviews details and attachments.
Authorize: Supervisor confirms placement and schedule.
Archive: Signed copy stored in the personnel file.

Technical Options for Digital Completion and Signing

Choose a platform that supports the file formats you use and the authentication level you require.

File Formats: PDF, DOCX, and fillable PDF supported
Authentication: Email link, SMS code, or stronger KBA
Integrations: Salesforce, Google Workspace, NetSuite

Balance signer convenience with necessary verification; for clinical or regulated placements, require stronger authentication and retain an audit trail for compliance.

Security and Compliance Essentials

Encryption in Transit: TLS 1.2 / 1.3

Encryption at Rest: AES‑256

Audit Trail: Timestamps, IP logs

HIPAA Support: BAA available

Regulatory Standards: ESIGN and UETA compliant

Accessibility: WCAG 2.0 AA

Potential Risks and Legal Consequences

Minor Work Violations: Fines and stop-work orders

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

Incorrect Tax Info: Backup withholding at 24%

Missing Records: Payroll disputes and audit risk

Privacy Breach: HIPAA/FERPA enforcement actions

Fraudulent Signatures: Civil and criminal exposure

Common Preparation Mistakes to Avoid

Entering nicknames instead of legal names, which delays identity checks and payroll setup.
Missing guardian consent for minors, creating compliance gaps under state child labor rules.
Failing to attach required school authorization or credit forms, which can void academic credit.
Using unsecured email for sensitive data, increasing risk of unauthorized disclosure.

Core Elements to Include in a Professional Form

A robust Internship Information Form combines identification, placement details, approvals, and recordkeeping fields to meet operational and legal needs.

Identity

Full legal name, date of birth, and government ID references to support identity verification and I-9 processes.

Placement Details

Start/end dates, expected hours, supervisor name, and location so payroll and scheduling align with the internship.

Academic Info

School, program, and student ID when the placement is for course credit; include instructor contact if required.

Consents

Guardian consent for minors, media releases, and specific clinical or privacy authorizations as applicable.

Emergency Contacts

Primary emergency contact and relation to support safety and incident response.

Signatures

Intern, guardian (if applicable), supervisor, and HR signatures with dates for acceptance and record retention.

Comparison: eSignature Pricing and Capabilities

Pricing and feature availability vary by plan and vendor; the table below shows common starting prices and core capability markers used when choosing a solution for form intake.

	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	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions and Troubleshooting

Answers to common operational and legal questions about using the Internship Information Form and digitally signing or storing it.

Need help? Contact support

Can the form be signed electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA in most states when intent, consent, attribution, and retention requirements are met.
Is parental consent required for minors?
If the intern is a minor, obtain guardian consent and follow state child labor restrictions; additional school or court permissions may be necessary depending on jurisdiction.
Do I need notarization or witnesses?
Most internship intake forms do not require notarization. If a state or specific placement requires notarization or RON, follow the state's notary rules and preserve the audiovisual record when required.
How do I correct errors after submission?
Issue an amended form signed by the intern (and guardian if applicable). Preserve both versions in the record to show the change history for audits.
How should I store completed forms?
Store signed forms in a secure system with encryption and access controls. Retain according to federal and industry rules (IRS, HIPAA, I-9) and your organization’s retention policy.
What if the signer lacks email or mobile access?
Use in-person signing or kiosk options, paper plus scanned upload, or a site license model that supports offline or assisted signing workflows while preserving an audit trail.

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