Can this form be signed electronically

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided there is intent to sign, consent to electronic transactions, attribution, and reliable record retention.

Which fields are required before posting

At minimum, include position title, hiring department, salary range, essential duties, required qualifications, and final approver signature to ensure accurate postings and auditability.

What authentication should approvers use

Use at least email-link verification or SMS two-factor authentication for approvers; stronger methods (KBA or enterprise SSO) are recommended when handling sensitive roles or regulated industry positions.

How do I correct an already signed form

If changes are minor, append an amendment signed by same approvers. For substantive changes, create a new form and reference the original; retain both records to preserve audit trail.

How long must hiring records be retained

Retain hiring and recruitment records per regulatory requirements: generally three years for tax-related records and I-9 retention per 8 CFR §274a.2; HIPAA or industry rules may require longer retention.

What if a required field is left blank

Incomplete fields can delay posting and may trigger compliance reviews; configure digital workflows to require mandatory fields and prevent submission until completed.

Job Positions to Fill

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

Job Positions to Fill — Recruitment Services Agreement

Parties and Effective Date

This Recruitment Services Agreement (the "Agreement") is entered into between Client Name: with principal place of business at and Recruiter Name: , effective as of .

WHEREAS

WHEREAS, Client requires recruitment and placement services to identify, screen, and present qualified candidates for employment in positions described in this Agreement; and

WHEREAS, Recruiter represents that it has the expertise, resources, and personnel necessary to source and refer qualified candidates and that it will perform services in accordance with the terms set forth below; and

WHEREAS, the parties desire to set forth the scope, payment terms, confidentiality, and other terms governing their relationship.

Scope of Work

General Scope

Recruiter will undertake recruitment activities for the positions listed below and will use commercially reasonable efforts to present qualified candidates who meet the minimum qualifications and other requirements specified by Client.

Job Positions to Fill

Position 1 — Title

Job Description

Position 2 — Title

Job Description

Additional positions may be added by mutual written agreement and appended to this Agreement as an addendum listing the position title and the specific terms applicable to that position.

Payment Terms

Placement Fee Structure Retainer (if any) Payment Schedule Late Fee

All fees stated are exclusive of applicable taxes. Unless otherwise agreed in writing, invoiced amounts are due within the period specified in Payment Schedule. Client shall be responsible for reasonable collection costs and legal fees incurred by Recruiter in enforcing payment obligations.

Term and Termination

Term Start Date: Term End Date (if any):

Either party may terminate this Agreement for convenience upon written notice to the other party delivered not less than days prior to termination. Termination for cause may be immediate upon material breach that remains uncured after ten (10) days written notice, provided the non-breaching party specifies the breach and requests cure.

Replacement and Refund Policy

For placements that terminate within of the candidate's start date for reasons other than a reduction in force, Recruiter will use commercially reasonable efforts to provide a replacement candidate at no additional placement fee or refund a portion of the placement fee as specified:

Confidentiality

"Confidential Information" includes all non-public information disclosed by one party to the other in connection with this Agreement, including candidate materials, compensation details, business plans, and client lists. The receiving party shall (i) use Confidential Information solely for performance of this Agreement, (ii) restrict disclosure to employees and contractors with a need to know and subject to confidentiality obligations at least as protective as those herein, and (iii) not disclose Confidential Information to third parties without prior written consent. Confidential obligations shall survive termination for a period of , except for confidential candidate identity and placement information which shall remain confidential indefinitely.

Confidential information does not include information that is or becomes publicly known through no wrongful act of the receiving party, or that is rightfully received from a third party without restriction, or that is independently developed without use of the other's Confidential Information.

Non-Solicitation

During the term of this Agreement and for a period of following termination, neither party will directly solicit for hire the other party's employees or contractors who were actively involved in the provision of services under this Agreement, except with prior written consent.

Representations and Warranties; Liability

Each party represents that it has authority to enter into this Agreement. Recruiter warrants that it will conduct reasonable verification of candidate references and qualifications but does not guarantee candidate performance. Except for gross negligence or willful misconduct, neither party shall be liable for indirect, incidental, special, or consequential damages. Recruiter's aggregate liability for claims arising out of or related to this Agreement shall not exceed the total fees paid by Client to Recruiter under this Agreement in the preceding twelve (12) months.

Governing Law and Dispute Resolution

This Agreement shall be governed by and construed in accordance with the laws of the State of without regard to its conflict of laws principles. The parties agree to attempt in good faith to resolve disputes through negotiation prior to initiating arbitration or litigation. If unresolved, disputes shall be resolved by binding arbitration in accordance with commercially reasonable arbitration rules in the jurisdiction specified above.

Entire Agreement

This Agreement, including any schedules and addenda executed by the parties, constitutes the entire agreement between Client and Recruiter regarding the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, and communications, whether oral or written. Any modification must be in writing and signed by authorized representatives of both parties.

Notices

Client Notice Address Recruiter Notice Address

Notices shall be in writing and deemed given when delivered in person, by certified mail, or by nationally recognized overnight courier to the addresses provided above, or to such other address as a party designates by notice.

Client Name:

By:

Date:

Recruiter Name:

By:

Date:

What the Job Positions to Fill template is and when to use it

The Job Positions to Fill is a standardized hiring inventory used by employers to record open roles, core responsibilities, required qualifications, compensation ranges, reporting relationships, and recruitment logistics. It centralizes information needed for internal approvals, external job postings, applicant tracking systems, and vendor briefings. The form helps hiring teams keep consistent role language across postings, document recruiter and hiring manager assignments, and capture sign-offs for budget and headcount. When distributed electronically, the record can be executed under ESIGN/UETA standards and retained according to applicable employment, tax, and industry retention rules.

Why a consistent Job Positions to Fill form matters

A consistent Job Positions to Fill form reduces missing information, speeds internal approvals, and provides an auditable record of role criteria and compensation decisions. It supports legal and regulatory compliance, improves coordination with applicant tracking systems, and reduces disputes about hiring scope by making job requirements and authorization explicit.

Who typically prepares and reviews the Job Positions to Fill

Common users include HR teams, hiring managers, recruiters, and staffing coordinators who prepare and review role details before posting.

HR teams — draft position descriptions, set compensation bands, and collect approvals from business leaders.
Hiring managers — confirm duties, essential qualifications, and shortlist criteria prior to external posting.
Recruiting teams — select posting channels, schedule advertising, and manage applicant routing and tracking.

The template adapts to small employers and large enterprises and integrates with ATS and HRIS workflows for downstream processing.

Who can sign or approve the form

HR Manager

The HR Manager typically prepares the Job Positions to Fill and is responsible for verifying job content, compensation band alignment, and completeness. They collect recruitment approvals, coordinate with payroll and benefits for accurate compensation coding, and retain the signed record according to company retention policies.

Hiring Executive

A department head or hiring executive provides final authorization to open headcount and confirms budget availability. Their signature documents managerial approval, which auditors and compensation teams rely on when reconciling postings with budget and payroll records.

Key required fields at a glance

Position Title: Official job title used on postings

Department: Organizational owner or cost center

Location: Worksite city, state, or remote status

Salary Range: Pay band or hourly range

Essential Duties: Primary responsibilities summary

Approvals: Hiring manager and HR sign-offs

Core components of a professional Job Positions to Fill

A complete template groups role metadata, duties, qualifications, compensation, recruitment logistics, and approval records into a single, repeatable form for consistent hiring decisions.

Job Title

A concise, standardized title that matches internal job architecture and external posting language; avoid internal codes that confuse external applicants and ATS parsing.

Position Summary

A short paragraph describing the role’s purpose, primary objectives, and reporting line so applicants and internal reviewers quickly grasp scope and levels of responsibility.

Key Responsibilities

A numbered list of primary duties and expected outcomes used to define essential functions for ADA considerations and to guide interview scoring.

Required Qualifications

Education, certifications, experience, and technical skills required versus preferred; separate essential vs preferred to support fair hiring practices.

Compensation

Salary or hourly range and pay type, plus benefits summary and any sign-on or relocation allowances; align with internal compensation banding for auditability.

Recruitment Details

Target posting dates, application deadline, sourcing channels, recruiter assignment, and steps for internal referrals or veteran hiring preferences.

Step-by-step: complete and approve a Job Positions to Fill

Complete the template in sequence to reduce rework and to ensure approvers see a finalized role before posting or recruitment begins.

01

Draft: Populate title, summary, duties, and qualifications.
02

Cost & Banding: Confirm compensation band with finance or compensation team.
03

Review: Send to hiring manager and HR for content review.
04

Authorize: Obtain final signatures and set posting schedule.

Typical online workflow settings for electronic completion

Configure these workflow settings when using a digital form to streamline approvals, eSignature, and ATS synchronization.

Field	Configuration
Approval Threshold	Require 1–2 approvers before posting
Posting Channel	Select external job boards and ATS sync
Signature Method	Enable email link or SMS code authentication
Audit Trail	Enable detailed timestamp and IP logging

How to share and distribute the Job Positions to Fill

Choose distribution methods that preserve the record, capture approvals, and integrate with applicant tracking or HRIS systems.

Email: Send as secure PDF or signing link
ATS Integration: Sync fields directly to job posting record
Shared Drive: Store master copy with version control

Where the completed form should be sent

Route the signed form to the teams that need it and to canonical repositories to support hiring, onboarding, and audit requirements.

Hiring Manager: Receives final copy for recruitment
HR Records: Archive canonical signed version
Payroll/Finance: Receive compensation details for budgeting
Applicant Tracking: Populate posting metadata and requisition

Typical timelines and posting deadlines to track

Define and document scheduling milestones so recruitment, advertising, and interviews proceed without delay and approvals meet budgeting cycles.

Internal approval deadline:

Set at least 5–10 business days before posting

Posting live date:

Date when external job boards display the vacancy

Application close date:

Specify an explicit closing date or leave open until filled

Interview window:

Define start and end dates for first-round interviews

Offer approval cutoff:

Final date for salary approvals before offers

Key milestones in the position approval and hiring cycle

Track these sequential stages from requisition to onboarding to keep hiring on schedule and maintain a clear audit trail of decisions.

01

Requisition Draft

Create and populate job details for review

02

Budget Approval

Confirm headcount and compensation alignment

03

Posting Live

Publish to channels and open applications

04

Hire & Onboard

Extend offer, collect documentation, and start onboarding

Common mistakes when preparing the Job Positions to Fill

Omitting compensation or using vague ranges forces repeated approvals and can violate pay transparency laws in some jurisdictions.
Failing to separate required versus preferred qualifications leads to unnecessary candidate disqualifications and potential bias in screening.
Not routing for budget approval before posting creates offers outside approved bands and increases negotiation delays later.
Storing signed forms in unsecured folders prevents reliable audit trails and complicates retention and compliance reviews.

Primary compliance risks and financial consequences

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

Incorrect W-9: Triggers 24% backup withholding

Discrimination claims: Monetary damages and legal fees

Pay transparency breaches: Administrative fines in some jurisdictions

Data exposure: Breach notification and remediation costs

Recordkeeping failures: Audit penalties and extended investigations

Examples: how organizations used a structured position form

Real-world examples show how a single form reduced cycle time and improved recordkeeping across teams.

Optica Ventures — COO

A clean, consistent requisition reduced back-and-forth with hiring managers.

The interface was easy to adopt.
The standardized form improved clarity between operations and recruiting and made external postings straightforward while preserving a clear audit trail for approvals.

Martin Properties — Founder

Online completion allowed remote approvals and recordkeeping.

Mobile signing simplified review workflows.
Processing and executing requisitions online ensured compliance and reduced time to post roles, making it easier to manage multiple properties and hiring needs without paper records.

eSignature pricing and capability comparison for forms like Job Positions to Fill

Comparing basic price and common capabilities helps teams select an eSignature provider that meets compliance and volume needs for recruiting documents.

	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 (Business 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)	Varies by plan	Varies by plan	Varies by plan	Varies by plan

FAQs and troubleshooting for completing and signing the form

Answers to common questions about completion, eSignature validity, routing, and record retention for the Job Positions to Fill.

Need help? Contact support

Can this form be signed electronically
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided there is intent to sign, consent to electronic transactions, attribution, and reliable record retention.
Which fields are required before posting
At minimum, include position title, hiring department, salary range, essential duties, required qualifications, and final approver signature to ensure accurate postings and auditability.
What authentication should approvers use
Use at least email-link verification or SMS two-factor authentication for approvers; stronger methods (KBA or enterprise SSO) are recommended when handling sensitive roles or regulated industry positions.
How do I correct an already signed form
If changes are minor, append an amendment signed by same approvers. For substantive changes, create a new form and reference the original; retain both records to preserve audit trail.
How long must hiring records be retained
Retain hiring and recruitment records per regulatory requirements: generally three years for tax-related records and I-9 retention per 8 CFR §274a.2; HIPAA or industry rules may require longer retention.
What if a required field is left blank
Incomplete fields can delay posting and may trigger compliance reviews; configure digital workflows to require mandatory fields and prevent submission until completed.

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