Can I electronically sign an I-9?

Form I-9 requires physical document inspection of identity and employment authorization in most cases. Remote inspection rules that were temporary during COVID have expired; follow USCIS guidance and 8 CFR §274a.2 for current requirements.

Are eSignatures legally enforceable?

Yes, electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and reliable record retention are present.

How should I store signed forms securely?

Store records in encrypted repositories with access controls, maintain an audit trail, and retain documents according to applicable retention rules such as IRC §6501(a) for tax records and 8 CFR §274a.2 for I-9s.

What if an applicant provides incorrect SSN?

Do not guess or correct SSNs. Request verification from the applicant; incorrect SSNs can trigger backup withholding and incorrect tax reporting to the IRS.

Can I collect medical information on pre-employment forms?

Collect medical information only when job-related and consistent with ADA and HIPAA rules. Ensure a BAA and appropriate privacy controls if handling PHI to meet 45 CFR requirements.

How do I cancel or correct a submitted form?

Use the eSignature platform's correction or voiding features and obtain a re-executed version. Retain both versions with a clear audit trail documenting the change for compliance and audit purposes.

Electronic Signature
Templates
HR
Pre-Employment Employment Forms

Pre-Employment Employment Forms

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

PRE-EMPLOYMENT EMPLOYMENT FORMS

Personal Information

Full Legal Name Current Address

Phone:

Email:

Date of Birth:

Driver's License #:

State Issued:

Position Information

Position Applied For Department

Reporting Manager:

Available Start Date:

Salary Requirements

Employment History (Most Recent First)

Employer 1

Company Name

Job Title:

Start Date:

End Date:

Primary Responsibilities Reason for Leaving

Employer 2

Company Name

Job Title:

Start Date:

End Date:

Primary Responsibilities Reason for Leaving

Employer 3 (Optional)

Company Name

Job Title:

Start Date:

End Date:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Earned Institution

Graduation Date:

References (Professional)

Provide three professional references who can speak to your work performance.

Reference 1

Reference 2

Reference 3

Legal Disclosures and Authorizations

At-Will Employment: If employed, either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, unless a separate written agreement signed by both parties states otherwise.

Equal Employment Opportunity: The employer considers applicants without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic as required by law.

Criminal History: Have you ever been convicted of a felony? Yes No If yes, provide details (state offense, date, disposition):

Authorization to Verify: I authorize the employer and its agents to investigate my statements and to obtain information concerning my employment, education, credit history where job-related, and other job relevant information. I release all persons and organizations from any liability for providing such information.

Consent for Background Check and Drug Testing I consent to a background check, employment verification, and reference checks as a condition of employment. I consent to submit to a drug and alcohol test, if required, as a condition of employment.

Employment Eligibility: Are you legally authorized to work in this country? Yes No

Applicant Certification and Authorization

I certify that the information provided in this application and any attachments is true, complete, and correct to the best of my knowledge. I understand that false statements, omissions, or misrepresentations may result in denial of employment or, if employed, termination. I understand that any offer of employment is conditional upon satisfactory completion of all pre-employment screenings required by the employer.

I hereby authorize all former employers, educational institutions, references, and other parties contacted by the employer to disclose any and all records, including performance evaluations, disciplinary records, attendance records, and any other information relevant to my application. I release such parties from liability for furnishing information.

Additional Information (optional)

Signature

Applicant Name:

Signature:

Date:

What Pre-Employment Employment Forms Cover

Pre-Employment Employment Forms are the set of documents employers use to evaluate, onboard, and verify new hires before employment begins. Typical items include tax and withholding forms (W-4), employee identification and eligibility verification (Form I-9), background-check authorizations, offer letters, direct deposit enrollment, and nondisclosure or conflict-of-interest acknowledgements. These forms establish tax status, work authorization, bank routing for payroll, and consent for checks; they also capture signatures and attestations that become part of the employee record. Electronic completion and secure storage are common under ESIGN and UETA frameworks when permitted by law, with platform options such as signNow supporting compliant eSignature workflows.

Why Accurate Pre-Employment Forms Matter

Complete, compliant pre-employment forms speed hiring, reduce onboarding errors, and establish legal documentation for payroll, taxation, and eligibility. Properly executed documents limit regulatory exposure, enable timely tax reporting, and provide a defensible audit trail for background checks and employment eligibility.

Primary Users and Signers

Employers, HR teams, and applicants interact with pre-employment forms at different stages of the hiring process.

HR and recruitment teams — Prepare packets, send forms, and reconcile returned data for onboarding and payroll.
Hiring managers and supervisors — Review role-specific attestations and confirm start dates and job titles.
Applicants and contractors — Complete identity, tax, payroll, and background authorization sections prior to first day.

Clear role responsibilities and single-point ownership reduce delays and ensure required documents are collected and retained correctly.

Step-by-Step: Completing Pre-Employment Forms

Follow a clear sequence to collect, verify, and store pre-employment documents to minimize errors and regulatory exposure.

01

Prepare Packet: Assemble all required forms and guidance for the role.
02

Send to Candidate: Deliver forms via secure eSignature or encrypted email.
03

Verify Identity: Check IDs and I-9 documents in-person or via approved RON processes.
04

Archive Records: Store signed copies and audit trails in secure HR systems.

Typical Digital Workflow Settings

Configure your eSigning workflow to match your hiring volume and authentication needs; key settings determine signer experience and compliance.

Field	Configuration
Authentication Level	Email link, SMS code, or KBA as required
Reminders and Deadlines	Automated reminders and expiration periods
Template Usage	Use reusable templates for consistency
Integrations	HRIS, ATS, payroll, and cloud storage

From Sending to Storage: The Typical Flow

A reliable end-to-end flow reduces signer friction and preserves legal evidence of execution and consent for each form.

Upload Document: Import PDF or DOCX into the eSign platform
Place Fields: Add signature, date, and required fields
Authenticate Signer: Choose email, SMS, or higher assurance
Store Signed Copy: Save completed document with audit trail

Technical Requirements and Supported Formats

Ensure your platform supports the file formats and integrations your HR processes rely on before digitizing pre-employment forms.

File Formats: PDF, DOCX, and editable templates
Integrations: HRIS, ATS, payroll, cloud storage
Mobile Support: Responsive signing on smartphones

Matching format support and integrations reduces manual data entry and helps maintain a continuous, auditable onboarding record.

Security and Compliance Controls to Expect

Encryption in Transit: TLS 1.2/1.3

Encryption at Rest: AES-256

Regulatory Certifications: SOC 2 Type II

Health Data Protection: HIPAA (BAA required)

Signature Law Compliance: ESIGN and UETA

Pharmaceutical/FDA: 21 CFR Part 11 support

Consequences of Incomplete or Incorrect Forms

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

1099 Late Penalties: $60–$330 per form

Intentional Disregard: $660+ per form

Backup Withholding: 24% withholding rate

Privacy Breach Risk: Civil penalties and remediation costs

Employment Disputes: Damaged defenses in litigation

Common Preparation and Submission Errors

Mismatched names or typos between forms and government IDs lead to rejected verifications and payroll mismatches.
Incomplete I-9 documentation or delayed in-person verification exposes the employer to inspection penalties and compliance risk.
Failing to provide ESIGN consumer disclosures for certain consumer-facing records creates consent disputes and potential invalidity of electronic records.
Storing signed forms without an audit trail or secure encryption increases exposure to data breaches and regulatory penalties.

Practical Tips for Efficient, Compliant Onboarding

Adopt consistent templates, define ownership for each form, and use secure eSignature workflows to reduce errors and retention risks.

Standardize Documents

Keep a single set of approved templates for all roles. Version-control templates and require HR review for any changes to wording that affect legal obligations or tax treatment. This reduces interpretation disputes and ensures accurate reporting to payroll and tax authorities.

Verify Identity Carefully

Follow I-9 rules strictly: inspect original documents in person unless a statutory RON exception applies. Document verification steps and retain required records per 8 CFR §274a.2 to avoid inspection fines.

Protect Sensitive Data

Limit access to documents containing SSNs and medical data. Use role-based access, encryption at rest, and a signed BAA for any platform handling protected health information to comply with HIPAA.

Maintain Clear Retention Policy

Define retention periods for each form category, apply legal holds when litigation or audits occur, and automate archival and deletion according to policy to reduce storage costs and compliance risk.

Real-World Examples of Streamlined Onboarding

Two concise examples show how organizations reduced friction and improved compliance when digitizing pre-employment paperwork.

Martin Properties — Tim Martin, Founder

The interface is simple and easy-to-use for our team.

Onboarding streamlined across devices.
I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Fertility Centers of Illinois — John Butler, Founder

Integrated signing and storage improved record retrieval.

NetSuite integration saved data entry time.
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Comparing eSignature Options for Pre-Employment Forms

A neutral comparison of common pricing and feature dimensions helps match platform capabilities to onboarding volume and compliance needs.

	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, no card required	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium)	Yes (select plans)	Yes (select plans)	Yes (select plans)	No / limited
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA may be available)	Yes (BAA may be available)	Depends	Depends

Common Questions About Pre-Employment Forms and eSigning

Answers to routinely asked questions about legality, identity verification, storage, and document correction.

Need help? Contact support

Can I electronically sign an I-9?
Form I-9 requires physical document inspection of identity and employment authorization in most cases. Remote inspection rules that were temporary during COVID have expired; follow USCIS guidance and 8 CFR §274a.2 for current requirements.
Are eSignatures legally enforceable?
Yes, electronic signatures are legally valid under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and reliable record retention are present.
How should I store signed forms securely?
Store records in encrypted repositories with access controls, maintain an audit trail, and retain documents according to applicable retention rules such as IRC §6501(a) for tax records and 8 CFR §274a.2 for I-9s.
What if an applicant provides incorrect SSN?
Do not guess or correct SSNs. Request verification from the applicant; incorrect SSNs can trigger backup withholding and incorrect tax reporting to the IRS.
Can I collect medical information on pre-employment forms?
Collect medical information only when job-related and consistent with ADA and HIPAA rules. Ensure a BAA and appropriate privacy controls if handling PHI to meet 45 CFR requirements.
How do I cancel or correct a submitted form?
Use the eSignature platform's correction or voiding features and obtain a re-executed version. Retain both versions with a clear audit trail documenting the change for compliance and audit purposes.

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