Can this form be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure the signer’s intent, consent to electronic transactions, clear attribution, and reliable record retention to satisfy legal requirements.

Is notarization required for the form?

Not usually for routine demographic or HR collection. Notarization is required only when the form will serve as an acknowledged legal document under state law; check the intended use and the receiving authority before requiring a notary.

How long must I keep completed forms?

Retention varies by purpose: generally keep active records for the engagement term plus years noted for federal or industry standards. For tax or health records, follow IRC §6501(a) and 45 CFR §164.530(j) as applicable.

What if a Social Security Number is entered incorrectly?

Correct errors promptly and document the correction. Incorrect SSNs can trigger backup withholding or reporting discrepancies and may require resubmission to payroll or tax reporting systems.

How do I change information after submission?

Provide a documented correction process with identity verification steps. Maintain original and corrected copies with a clear audit trail showing who made changes and why.

How should sensitive fields be protected?

Restrict access to need-to-know staff, encrypt data in transit and at rest, log access, and apply role-based permissions. Execute BAAs or other agreements when regulated data is involved.

Electronic Signature
Templates
Miscellaneous
Personal Characteristics Form

Personal Characteristics Form

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

PERSONAL CHARACTERISTICS FORM AND SERVICES AGREEMENT

Client Name: Service Provider Name:

WHEREAS

WHEREAS, Client provides personal characteristics, biographical and physical data, skills and other identifying information and seeks professional services from Service Provider to collect, curate, store and make authorized uses of that information in connection with the Scope of Work described below; and

WHEREAS, Service Provider is engaged in the business of compiling, managing, and providing access to personal characteristic information and related services and represents that it will perform such services in a confidential and professional manner consistent with this Agreement.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the parties agree as follows:

1. SCOPE OF WORK

Service Provider will collect, document and maintain the personal characteristics and related materials provided by Client and will perform the following services. Service Provider shall act only upon instructions from Client that are consistent with applicable law and this Agreement.

Describe services and deliverables (scope_of_work):

2. PERSONAL INFORMATION — CHARACTERISTICS AND CONTACTS

Full legal name:

Date of birth:

Gender:

Primary language:

Height:

Weight:

Eye color:

Hair color:

Skin tone:

Distinctive marks:

Clothing/measurements and sizes: Skills, certifications, special abilities:

Emergency Contact

Name:

Relationship:

Phone:

Address:

3. PAYMENT TERMS

Client shall pay Service Provider the fees set forth below for the services described in the Scope of Work. Fees are exclusive of applicable taxes unless otherwise stated.

Total fee or rate (payment_amount): Payment schedule and method (payment_schedule): Late payment fee (late_fee):

4. TERM AND TERMINATION

This Agreement commences on the Effective Date below and continues until the completion of the Scope of Work or until earlier termination in accordance with this section.

Start date:

End date (if applicable):

Notice period required for termination (notice_period_days):

Either party may terminate for material breach if the breaching party fails to cure the breach within the notice period. Upon termination, Client shall pay Service Provider for all services performed and expenses incurred through the effective date of termination. Service Provider shall return or securely destroy Client confidential materials within a commercially reasonable period.

5. CONFIDENTIALITY

Each party shall retain in confidence all non-public proprietary information disclosed by the other party and shall not use or disclose such information except as necessary to perform under this Agreement or as required by law. Personal characteristics provided by Client shall be treated as Confidential Information when marked or identified as such, and Service Provider shall implement reasonable administrative, technical and physical safeguards to protect against unauthorized access or disclosure.

I acknowledge and agree to the confidentiality obligations stated above.

6. USE OF LIKENESS AND DATA

Client grants Service Provider a non-exclusive, revocable license to use Client's personal characteristics, photographs, measurements and related materials for the limited purposes described in the Scope of Work and for internal business operations related to provision of services. Any broader use, public distribution or commercial exploitation of Client's likeness or personal data requires a separate, written license agreement executed by both parties.

I consent to the limited use of my likeness and personal data as described above.

7. REPRESENTATIONS AND WARRANTIES; COMPLIANCE

Client represents and warrants that all information provided is true, correct and complete to the best of Client's knowledge, that Client has the right to provide such information, and that no third-party rights are infringed by the provision of such information. Client further represents that any required consents from third parties (including minors' guardians where applicable) have been obtained.

I certify that the information provided is accurate and that I have authority to provide and license this information.

8. GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the state identified below, without regard to its conflict of laws rules.

Governing law state (governing_law_state):

9. ENTIRE AGREEMENT

This Agreement, including any exhibits or attachments signed by the parties, constitutes the entire agreement between the parties and supersedes all prior and contemporaneous understandings, proposals, negotiations and communications, whether oral or written, relating to the subject matter hereof. Any modification must be in writing and signed by both parties.

10. ADDITIONAL ACKNOWLEDGMENTS

I consent to reasonable background checks or verification of credentials when necessary to perform the Scope of Work.

Client understands that refusal to provide requested information or consents may limit Service Provider's ability to perform the Scope of Work.

ACKNOWLEDGMENT OF RECEIPT

By signing below, the parties acknowledge that they have read and understand this Agreement, agree to be bound by its terms, and that the personal characteristics and other information provided are submitted under the terms set forth herein.

Client

Printed name:

By:

Date:

Service Provider

Printed name:

By:

Date:

What the Personal Characteristics Form is and when it’s used

A Personal Characteristics Form collects identifying and demographic details about an individual for administrative, compliance, or recordkeeping purposes. Typical fields include legal name, date of birth, contact details, demographic categories, employment or affiliation, and signature. Organizations use this form for onboarding, background screening, equal opportunity tracking, credentialing, or internal audits. The form may be integrated with HR, security, or education workflows and can be completed on paper or electronically when permitted under applicable U.S. law.

Why a clear Personal Characteristics Form matters

Standardizing data collection reduces errors, ensures consistent recordkeeping, and supports regulatory reporting requirements. Accurate forms protect individuals and organizations by documenting consent and source data.

Who typically completes and uses this form

The Personal Characteristics Form is completed by individuals and managed by organizational teams that need verified demographic or identity data for administrative purposes.

New hires and contractors who provide background and demographic information during onboarding.
HR, compliance, and security teams that store and review demographic and identity-related records.
Academic administrators and program managers collecting enrollment or accommodation data.

Use and access are scoped by role; limit distribution to those with a documented business need to reduce privacy risk.

Step-by-step: complete and submit the form

Follow these steps to ensure the form is complete, accurate, and retained appropriately.

01

Gather documents: Collect ID and supporting documents before starting to avoid interruptions.
02

Enter data: Populate all required fields using specified formats and avoid typos.
03

Review carefully: Verify names, dates, and numbers before signing to prevent rework.
04

Submit and archive: Send to the designated recipient and store a copy according to retention rules.

Essential elements of an effective Personal Characteristics Form

Design the form to balance completeness with data minimization; only collect what is necessary and make privacy protections explicit.

Purpose statement

Include a concise explanation of why data is collected, how it will be used, and which organizational team is responsible for the records to support transparency and lawful processing.

Required fields

Mark mandatory fields clearly and explain acceptable formats for names, dates, and identifier fields to reduce submission errors and inconsistent records.

Privacy notice

Attach a privacy statement describing data handling, retention periods, and contact information for questions or requests under applicable privacy laws.

Consent and attestations

Include any required attestations (for example consent to background checks) and capture the signer’s intent to authenticate the submission.

Auditability features

Design fields so that timestamps, signer attribution, and version history are preserved for audit and compliance purposes.

Optional sections

Clearly separate optional demographic questions from mandatory identification fields to avoid confusion and support voluntary disclosures.

Security controls to include

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

Access controls: Role-based access with MFA

Audit trail: Timestamps, IP, and action history

HIPAA support: BAA available when required

Data minimization: Collect only required attributes

Retention policy: Define retention and deletion rules

Common mistakes to avoid when preparing the form

Collecting unnecessary sensitive identifiers increases privacy risk and complicates compliance with HIPAA or privacy rules.
Using inconsistent formats for dates and names leads to identity-matching failures and delayed processing.
Failing to capture signature intent or consent can make an electronic submission legally questionable under ESIGN/UETA.
Broad distribution without role-based controls increases exposure and the chance of unauthorized access to personal data.

Potential penalties and legal risks of errors

Privacy fines: State or federal penalties may apply

Tax consequences: Incorrect withholding or reporting risk

Discrimination exposure: Improper collection could raise claims

Recordkeeping failures: Regulatory penalties for missing records

Notarization errors: Invalid acknowledgements weaken evidentiary value

I-9 conflicts: Missing or incorrect I-9 records carry fines

Configure an online workflow for secure collection

Set up authentication, conditional fields, and export options to fit your operational and compliance needs.

Field	Authentication \| Email link, SMS code, or KBA as required
Signature type	Signature type \| Click-to-sign or cryptographic digital signature
Notifications	Notifications \| Automated email reminders and completion alerts
Conditional fields	Conditional fields \| Show or hide based on prior answers
Export	Save & export \| PDF and CSV export for archive

Technical considerations for eSubmission

Ensure the chosen platform supports secure storage, audit trails, and any required compliance frameworks such as HIPAA or 21 CFR Part 11 before collecting sensitive personal data.

Browser support: Modern browsers and mobile support required
File formats: PDF, DOCX accepted; preserve form integrity
Integrations: Connectors for HR and records systems

Typical eSubmission flow for the form

A standard online flow collects, authenticates, and archives personal characteristics with an audit trail for compliance and later retrieval.

Upload document: Uploader creates the digital form template and places fields
Add signers: Specify recipient emails and role-based signer order
Authenticate signer: Use email, SMS, or stronger methods for identity assurance
Capture signature: Signer completes form and the system records timestamp and audit data

Common timing and processing expectations

Timing depends on use case; these entries list common deadlines and expectations for associated regulatory tasks.

Onboarding completion:

Return within 3 business days for pre-employment processing

I-9 supporting documents:

I-9 identity review commonly within 3 days of hire (8 CFR §274a.2)

Tax and reporting:

Provide necessary payee details promptly for year-end reporting (see IRS filing schedules)

Retention and access requests:

Allow reasonable time to respond to privacy access requests under state law

Audit retrieval:

Expect 1–5 business days for records retrieval in routine audits

Comparing typical eSignature vendor pricing and capabilities

Basic pricing and capability differences can affect whether a vendor meets requirements for HIPAA, bulk sends, or envelope limits — signNow appears first for direct comparison.

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

Frequently asked questions about the Personal Characteristics Form

Answers to common legal, technical, and procedural questions when collecting and storing personal characteristics information.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure the signer’s intent, consent to electronic transactions, clear attribution, and reliable record retention to satisfy legal requirements.
Is notarization required for the form?
Not usually for routine demographic or HR collection. Notarization is required only when the form will serve as an acknowledged legal document under state law; check the intended use and the receiving authority before requiring a notary.
How long must I keep completed forms?
Retention varies by purpose: generally keep active records for the engagement term plus years noted for federal or industry standards. For tax or health records, follow IRC §6501(a) and 45 CFR §164.530(j) as applicable.
What if a Social Security Number is entered incorrectly?
Correct errors promptly and document the correction. Incorrect SSNs can trigger backup withholding or reporting discrepancies and may require resubmission to payroll or tax reporting systems.
How do I change information after submission?
Provide a documented correction process with identity verification steps. Maintain original and corrected copies with a clear audit trail showing who made changes and why.
How should sensitive fields be protected?
Restrict access to need-to-know staff, encrypt data in transit and at rest, log access, and apply role-based permissions. Execute BAAs or other agreements when regulated data is involved.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now