Can this form be signed electronically?

Yes. Under federal ESIGN and state UETA laws, electronic signatures are valid where parties consent and records are retained. Use an audit-capable platform to capture intent, attribution, and retention for legal defensibility.

What if the candidate name is wrong?

Do not alter a signed form. Submit an amendment or addendum that identifies the mistake, states the correction, and is signed by the nominator and approver to preserve auditability.

Is notarization ever required?

Not for routine internal nominations. Notarization is only needed if a jurisdiction or specific policy requires sworn acknowledgment; verify state rules before seeking notary services.

How long should records be kept?

Retain nomination records per HR retention policy and applicable law: I-9 and payroll-related records typically follow federal retention schedules; extend retention when required by state or industry regulations.

Who can revoke a nomination?

The original nominator or designated approving officer can revoke a nomination; record revocation with a dated, signed amendment and route through the same approval workflow.

What authentication level is recommended?

Use at minimum an email link with audit trail for internal forms; add SMS, SSO, or stronger identity proofing when form content is sensitive or when regulatory controls require higher assurance.

Electronic Signature
Templates
HR
Interview Nomination Form

Interview Nomination Form

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

INTERVIEW NOMINATION FORM

Candidate Personal Information

Full Legal Name:

Current Address

Phone:

Email:

Position & Nomination Details

Position Title Department

Nominator / Hiring Manager: Title:

Proposed Interview Date(s): Preferred Time(s):

Proposed Interview Location / Platform

Employment History (Most Recent)

Employer 1 — Company

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving Employer 2 — Company

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

References (Professional)

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Interview Panel & Assessment Plan

Suggested Panel Members (Name — Title — Relationship)

Interview Format: On-site Video Conference Phone Screen

Primary Assessment Criteria

Legal Disclosures & Authorizations

At-Will Statement: This nomination and any subsequent interview process do not constitute an offer of employment. If hired, employment will be on an at-will basis unless otherwise agreed in a signed written agreement.

Equal Employment Opportunity: Selection and evaluation will be conducted without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by law. Nomination should be made in accordance with applicable non-discrimination policies.

Authorization to Contact & Background Check: By submitting this nomination, the nominator certifies that the candidate has been informed and has provided permission to contact previous employers and references. Nominator affirms that any employment-related checks will be conducted consistent with applicable law and with the candidate's consent where required.

Candidate has provided consent to contact previous employers and to conduct background screening: Yes No

Nominator Certification

I certify that the information provided in this nomination is true and accurate to the best of my knowledge, that I have represented the candidate's qualifications fairly, and that I will ensure compliance with applicable hiring policies and applicable law during the interview process.

Nominator initials:

HR Review / Approval

HR Comments / Conditions

HR Approval Required: Approve Decline

Nominator (Printed Name):

By:

Date:

HR Approver (Printed Name):

By:

Date:

What the Interview Nomination Form Is and when it’s used

An Interview Nomination Form documents the recommendation or referral of a candidate for interview within an organization or selection committee. It records who nominated the candidate, the role or position being sought, the reason for nomination, and any pre-screening notes. Organizations use the form to create a consistent, auditable nomination trail for recruitment, internal mobility, grant panels, or committee-led selections. The form can be paper-based or electronic and often becomes part of the applicant record used in later hiring decisions or compliance reviews.

Why a formal nomination form matters

A standard Interview Nomination Form creates a consistent record of referral decisions, reduces ambiguity about who proposed a candidate, and supports fair, documented selection processes. It improves traceability and helps employers comply with recordkeeping policies for hiring and equal opportunity reviews.

Who completes and who reviews this form

Clear role delineation on the form reduces delays and ensures each nomination moves to the correct reviewer promptly.

Hiring managers and supervisors who identify internal or external candidates for a role and record nomination rationale.
Human resources staff who verify eligibility, attach supporting documents, and route nominations for committee review.
Selection committee members or panel chairs who review nominations and schedule interviews or recommend next steps.

Step-by-step: Completing and routing the form

Follow these steps to complete, approve, and archive the Interview Nomination Form with minimal rework.

01

Complete fields: Fill all required fields and attach supporting documents.
02

Validate eligibility: HR verifies qualifications and conflicts of interest.
03

Route for approval: Send to hiring manager or committee via approved workflow.
04

Archive record: Store final copy in the candidate file or HR system.

Required information at a glance

Nominator: Full name and contact

Candidate: Legal name and contact

Position: Title and internal code

Rationale: Concise justification

Scheduling: Requested interview date

Attachments: Resume, consent forms

Common preparation errors to avoid

Incomplete nominee contact details that prevent scheduling and delay the interview process by requiring follow-up.
Vague nomination reasons that make it hard for reviewers to assess fit and increase time to decision.
Mismatched candidate name entries that conflict with background checks or HR records and cause processing errors.
Failure to attach required documents (resume, approvals) causing committee members to postpone review sessions.

Risks of incorrect or missing information

Scheduling Delays: Interviews postponed

Compliance Gaps: Recordkeeping issues

Data Errors: Mismatched identities

Fairness Concerns: Perception of bias

Reporting Issues: Audit reconciliation failures

Legal Exposure: Employment disputes

Where to send the completed form

Choose the correct destination depending on your organization’s workflow and whether the form is signed electronically or in paper.

HR System: Upload to HRIS candidate record
Hiring Manager: Email or internal routing for review
Selection Panel: Share with committee members
Records Archive: Store final signed copy securely

Digital signing and platform considerations

Confirm the platform supports ESIGN/UETA-compliant eSignatures and records retention that matches your legal and HR policies.

File formats: PDF or DOCX supported
Authenticator: Email, SMS, or SSO
Integrations: HRIS and cloud storage

Typical online workflow settings

Use these configuration settings when building an electronic nomination workflow in your eSignature platform.

Field	Configuration
Required fields	Candidate name, nominator, date, position
Signature type	Typed or drawn signature
Authentication	Email link or SMS code
Retention	Audit trail + PDF storage

Sample eSignature vendor comparison for this form

Compare basic pricing and feature availability for common eSignature vendors. signNow is listed first per standard comparison order.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Realistic usage scenarios

These two example scenarios show how organizations commonly use Interview Nomination Forms in practice.

Internal Transfer Nomination

A manager nominates a high-potential employee for a different role and attaches performance notes.

The HR lead verifies eligibility and schedules an interview with the new team.
Final signed form is stored in the employee file and used to track internal mobility metrics and subsequent promotion actions.

Panel Recommendation

A member of a selection panel nominates an external referral and cites specific project experience.

Committee secretary collects consent and availability before scheduling.
The completed, signed form and attachments are archived for audit and equal opportunity reporting if a hire is made.

Practical tips for accurate, efficient completion

Follow these practices to make the nomination workflow reliable and audit-ready.

Use standardized fields

Design the form with required fields and picklists to reduce free-text errors and speed processing.

Attach supporting docs

Always include resume and any authorizations to speed review and reduce follow-ups.

Require signer identity

Use authenticated electronic signatures or SSO to ensure attribution and reduce fraud risk.

Keep audit trail

Store timestamps, signer IPs, and version history to support compliance and internal audits.

How to revise or update a submitted nomination

When revisions are needed, follow a controlled amendment process to preserve the original record and show changes.

01

Identify change:

Note the specific field(s) to update.

02

Submit amendment:

Nominator submits an amended form or addendum.

03

Approve change:

HR or approver signs off on the update.

04

Version control:

Archive prior version and retain both for audit.

05

Notify stakeholders:

Inform panel members of the change.

06

Finalize record:

Store final signed document in HRIS.

Frequently asked questions and troubleshooting

Answers to common questions about completing, signing, and storing Interview Nomination Forms.

Need help? Contact support

Can this form be signed electronically?
Yes. Under federal ESIGN and state UETA laws, electronic signatures are valid where parties consent and records are retained. Use an audit-capable platform to capture intent, attribution, and retention for legal defensibility.
What if the candidate name is wrong?
Do not alter a signed form. Submit an amendment or addendum that identifies the mistake, states the correction, and is signed by the nominator and approver to preserve auditability.
Is notarization ever required?
Not for routine internal nominations. Notarization is only needed if a jurisdiction or specific policy requires sworn acknowledgment; verify state rules before seeking notary services.
How long should records be kept?
Retain nomination records per HR retention policy and applicable law: I-9 and payroll-related records typically follow federal retention schedules; extend retention when required by state or industry regulations.
Who can revoke a nomination?
The original nominator or designated approving officer can revoke a nomination; record revocation with a dated, signed amendment and route through the same approval workflow.
What authentication level is recommended?
Use at minimum an email link with audit trail for internal forms; add SMS, SSO, or stronger identity proofing when form content is sensitive or when regulatory controls require higher assurance.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now