Employment Eligibility Verification Form Template
Verify work authorization compliantly, clearly, and without the confusion.
Employment eligibility verification isn't optional. It's a federal requirement. Every employer in the US must verify that new hires are authorized to work, and the documentation requirements are specific. Get it wrong, and you're facing fines, audits, and potential legal action. But the process itself. Particularly the I-9 form. Is notoriously confusing. Employees bring the wrong documents, employers fill out Section 2 incorrectly, and the whole thing becomes a compliance liability disguised as a routine task.
This employment eligibility verification form template simplifies the intake process by guiding employees through the information your HR team needs. Typeform's one-question-at-a-time format eliminates the "which column do I fill in?" confusion. Conditional logic adjusts based on citizenship status, showing US citizens a different path than permanent residents or work visa holders.
Connect submissions to your HR system through integrations, trigger reminders for documents nearing expiration, and maintain a compliant, auditable record of every verification.
An employment eligibility verification form is a document used to confirm that a new employee is legally authorized to work in the country. In the US, the I-9 form is the federal standard. It requires the employee to attest to their work authorization status and the employer to physically examine identity and work authorization documents. This form template collects the preliminary employee information and document details needed to complete the verification process.
The Immigration Reform and Control Act of 1986 requires all US employers to verify the identity and employment authorization of every person they hire. Failure to complete and retain proper verification records can result in civil fines ranging from $252 to $2,507 per violation for first-time paperwork failures, and significantly higher for knowingly hiring unauthorized workers. It's not a suggestion. It's a legal obligation with real financial consequences.
- Employee's full legal name (as it appears on identity documents)
- Date of birth and social security number
- Citizenship or immigration status with authorization category
- Address and contact information
- Document type(s) being presented for verification (from List A, B, or C)
- Document identification numbers, issuing authorities, and expiration dates
Acceptable documents fall into 3 lists defined by USCIS. List A documents establish both identity and work authorization (US passport, permanent resident card). List B documents establish identity only (driver's license, state ID). List C documents establish work authorization only (social security card, birth certificate). An employee must present either 1 List A document or 1 from List B plus 1 from List C. Use conditional logic in the form to guide employees to the right combination.
Employers must retain Form I-9 records for 3 years after the date of hire or 1 year after the date of termination — whichever is later. If you hire someone in January 2024 and they leave in March 2025, you must retain their records until at least March 2026. Store records securely and keep them accessible for government inspection. Digital storage through Typeform's integrations makes retrieval straightforward when an audit notice arrives.
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