Personal details
Full legal name, preferred name, contact information, date of birth where required for verification, and emergency contact details as appropriate for onboarding.
A standardized Job Applicant Document reduces onboarding friction, documents applicant consent for background checks and data handling, and creates an auditable record for hiring decisions. When executed electronically it can meet ESIGN (15 U.S.C. ch. 96) and UETA standards for enforceability if intent, consent, attribution, and retention are satisfied.
Employers, recruiters, and HR teams prepare the form; applicants complete and sign it during the application or onboarding process.
Keep completed forms in the applicant or personnel file according to retention rules and internal privacy policies to support background checks, tax reporting, and potential disputes.
| Field | Configuration |
|---|---|
| Authentication method | Email link | SMS code | KBA when required |
| Reminder schedule | Auto-reminders at 3 and 7 days |
| Routing order | Applicant → Recruiter → HR reviewer |
| Storage location | Secure HR folder with access controls |
Ensure the platform supports needed file formats, secure authentication, and integration with HR systems.
Confirm platform meets HIPAA/industry needs if handling protected health information and verify API or SSO options for automated record transfer to HRIS.
Full legal name, preferred name, contact information, date of birth where required for verification, and emergency contact details as appropriate for onboarding.
Job titles, employer names, dates of employment, and primary duties to evaluate qualifications and check work history consistency.
Degrees, institutions, graduation dates, and relevant certifications to verify credentials for role requirements.
Signed consent for background checks, reference checks, drug testing, and any legally required disclosures or notices.
Optional demographic or voluntary self-identification sections managed under applicable privacy rules and not used for hiring decisions.
Resume, cover letter, certifications, and identification documents attached or referenced for verification and onboarding.
Provide a completed W-9 when requested by payers for tax reporting
Issue to recipients by Jan 31 for wages and nonemployee compensation
Retain per 8 CFR §274a.2: 3 years after hire or 1 year after termination, whichever is later
Specify offer acceptance deadline to avoid ambiguity
Complete per policy and local law timelines; adverse action notices have specific timing requirements
Record submission date and source for tracking
Conduct checks and document interview notes
Extend offer contingent on successful screenings
Finalize I-9, payroll, and benefits enrollment
| 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 |