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Employment forms cover a broad range of official documents that govern the relationship between workers and employers — from verifying a new hire's legal right to work, to filing a discrimination complaint, to resolving a workplace wage dispute. These forms are used at every stage of employment: before a job starts, during the employment relationship, and sometim
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About employment forms
The people who need these forms are just as varied as the forms themselves. Employers use them to certify hiring compliance and petition for work visas. Employees and job applicants use them to assert their rights, apply for federal positions, or document workplace injuries. Immigration attorneys, HR professionals, and benefits administrators regularly work with these documents as part of routine operations. Mistakes or omissions on employment forms can delay processing, affect legal rights, or create compliance issues — so getting them right matters.
Tools like Instafill.ai use AI to fill these forms in under 30 seconds, helping individuals and organizations handle the paperwork accurately and securely without spending hours decoding instructions or formatting requirements.
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How to Choose the Right Form
Navigating employment paperwork can be complex, whether you are a hiring manager, a new employee, or a claimant. To find the right document quickly, identify your current objective from the categories below.
Hiring and Work Authorization
If you are managing the onboarding process or verifying a person's legal right to work in the United States, focus on these documents:
- Form I-9, Employment Eligibility Verification: This is a mandatory requirement for all U.S. employers to verify the identity and work eligibility of every new hire.
- Form I-765, Application for Employment Authorization: Used by individuals to request a work permit (EAD) or renew an existing one.
- Form ETA-9089: This is the application for permanent labor certification, used by employers seeking to hire foreign workers permanently.
Job Applications by Sector
Standardized applications vary depending on the employer's jurisdiction or industry:
- Federal Government: Use Form OF-306 (Declaration for Federal Employment) for background and eligibility or Form AO 78 specifically for positions within the Federal Judicial Branch.
- State and Local Government: Choose the ISBE Application for Employment (ISBE 61-08) for Illinois education roles or the City of Carlinville Application for Employment for municipal jobs.
- Private Sector: Forms like the HR-Pol-Rec&Res-04 are tailored for specific corporate recruitment processes.
Discrimination and Labor Law Compliance
If you need to report a workplace grievance or clarify a legal status, use these regulatory forms:
- EEOC Form 5 (Charge of Discrimination): The official document for filing federal discrimination charges based on race, sex, age, or disability.
- Form NYS DHR, Employment Complaint Form: Specifically for reporting violations of the New York State Human Rights Law.
- Form SS-8: Use this to request an IRS determination on whether a worker is an independent contractor or an employee for tax purposes.
Benefits and Insurance
- Form CMS L564: Necessary for Medicare applicants to prove they have group health coverage through an employer.
- Prudential Education and Employment History Form: Required for disability insurance claimants to document their vocational background for claim evaluation.
Form Comparison
| Form | Purpose | Who Files It | Key Information Required |
|---|---|---|---|
| Form I-9, Employment Eligibility Verification | Verifies identity and legal authorization to work in the U.S. | Both the employer and the newly hired employee. | Personal identification and documents proving right to work. |
| Form I-765, Application for Employment Authorization | Requests a document to legally work in the United States. | Non-citizens or individuals with specific immigration statuses. | Eligibility category and current U.S. immigration status. |
| Form ETA-9089, Application for Permanent Employment Certification | Seeks permanent labor certification for a foreign worker. | Employers seeking to hire foreign nationals permanently. | Job requirements, recruitment efforts, and foreign worker qualifications. |
| Form CMS L564, Request for Employment Info | Confirms employer-sponsored health coverage for Medicare enrollment. | Employers on behalf of an employee or spouse. | Dates of health plan coverage and employer details. |
| Form OF-306, Declaration for Federal Employment | Determines suitability for federal or federal contract employment. | Applicants for federal government or contract positions. | Personal history, legal disclosures, and citizenship status. |
| Form NYS DHR, Employment Complaint Form | Files a formal complaint regarding employment discrimination in NY. | Employees or applicants facing discrimination in New York. | Specific discriminatory acts and the employer's contact info. |
| EEOC Form 5 (11/09), Charge of Discrimination | Initiates a formal federal charge of employment discrimination. | Employees alleging discrimination under federal law. | Protected basis (race, age, etc.) and incident descriptions. |
| Form SS-8 (Rev. December 2023), Determination of Worker Status for Purposes of Federal Employment Taxes and Income Tax Withholding | Requests IRS determination of worker status (employee vs contractor). | Either the worker or the hiring firm. | Details of behavioral control and financial relationship. |
| Form AO 78, Application for Employment | Standard application for positions within the Federal Judicial Branch. | Individuals applying for jobs in the U.S. Courts. | Professional background, education, and suitability for judicial roles. |
| Illinois State Board of Education (ISBE) Application for Employment (ISBE 61-08) | Application for employment with the Illinois State Board of Education. | Candidates seeking positions within Illinois state education. | Work history, professional references, and educational background. |
| Prudential Group Disability Insurance – Education and Employment History Form (GL.2009.009, Ed. 06/2017) | Evaluates disability claims and potential vocational return-to-work options. | Individuals claiming disability benefits through Prudential insurance. | Comprehensive 15-20 year education and employment history. |
| HR-Pol-Rec&Res-04 Employment Application Form (Recruitment of Permanent Employees) | Application for permanent employment with Life Healthcare. | Candidates applying for permanent roles at Life Healthcare. | Professional registration, background check consent, and work eligibility. |
Tips for employment forms
Forms like the OF-306 and federal applications require a detailed, chronological work history without gaps. Cross-reference your entries with your resume or LinkedIn profile to ensure dates and job titles are consistent across all submitted documents.
When completing Form I-9 or I-765, ensure your name and personal details match your government-issued identification exactly. Even minor discrepancies in spelling or middle initials can cause significant delays in employment eligibility verification.
Filling out multiple employment applications can be tedious, but AI-powered tools like Instafill.ai can complete these forms in under 30 seconds with high accuracy. Your data stays secure during the process, providing a fast and reliable way to manage complex paperwork.
For EEOC Form 5 or state-level complaints, provide specific dates, witness names, and clear descriptions of incidents. Factual and detailed accounts help investigators process your claim more effectively and reduce the need for follow-up inquiries.
Many employment forms, such as the SS-8 or disability history questionnaires, are not legally valid without a signature and date. Always double-check the final page of your document to ensure every required signature field is filled before you submit it.
Forms regarding worker status or health coverage often require supplementary evidence like contracts, pay stubs, or tax forms. Gathering these documents before you start filling out the form will help you answer technical questions more accurately and save time.
Since many employment forms ask for the same information, such as professional references and education history, keep a secure digital folder of your completed PDFs. This allows you to quickly copy-paste details for subsequent job applications or background checks.
Frequently Asked Questions
Most new hires in the U.S. are required to complete Form I-9 to verify their identity and legal authorization to work. Depending on the specific employer or sector, you may also need to fill out general application forms, tax withholding documents, or specialized declarations like the OF-306 for federal positions.
To report discrimination, you typically file a formal charge using documents like EEOC Form 5 or state-specific forms like the NYS DHR Employment Complaint Form. These documents initiate an official investigation by identifying the parties involved and the specific details of the alleged discriminatory practice.
The IRS uses Form SS-8 to determine a worker's federal tax status. This form is essential for clarifying whether a worker should be classified as an independent contractor or an employee, which directly impacts payroll tax obligations and eligibility for certain benefits.
Form I-765, Application for Employment Authorization, is used by non-citizens to request permission to work in the United States. Successfully filing this form allows an individual to receive an Employment Authorization Document (EAD) from USCIS.
Yes, you can use AI to complete various employment and labor forms efficiently. AI tools like Instafill.ai can extract data from your personal documents and accurately place it into the correct fields of a PDF form in under 30 seconds.
When completing Form I-9, you must provide documents that prove both your identity and your right to work in the U.S. This typically includes a combination of documents such as a driver's license, social security card, birth certificate, or a valid U.S. passport.
Employers are responsible for filing Form ETA-9089 when they wish to hire a foreign worker for a permanent position in the U.S. The form is used to prove to the Department of Labor that there are no qualified U.S. workers available for the role and that the hire will not negatively impact local wages.
Manually filling out complex labor and employment forms can take significant time, but AI-powered services like Instafill.ai can complete them in less than 30 seconds. The AI automates the data entry process by pulling relevant information directly from your source files.
Form OF-306, the Declaration for Federal Employment, is used to determine an applicant's suitability for federal service or contract work. It collects background information regarding your history and legal status to ensure the integrity of the government's hiring process.
Providers like Prudential use employment history forms to evaluate disability claims and understand an applicant's occupational background. This data helps them determine if a claimant's medical condition prevents them from performing their specific job duties or if there are viable return-to-work options.
Submission locations depend on the specific form; for instance, Form I-9 is retained by your employer, while EEOC charges are sent to the nearest EEOC field office. Always refer to the specific instructions provided by the issuing agency or your HR department for the correct filing address.
Glossary
- Employment Eligibility Verification
- The process of confirming a worker’s legal identity and their right to work in the United States, typically documented via Form I-9.
- Employment Authorization Document (EAD)
- A card issued by USCIS that provides temporary authorization for non-citizens to work in the U.S. for a specific period.
- Protected Basis
- A characteristic protected by law—such as race, religion, sex, age, or disability—that cannot be used as a legal ground for employment decisions or discrimination.
- Charging Party
- The individual or employee who files a formal complaint of discrimination with the EEOC or a similar labor agency.
- Respondent
- The employer, union, or government agency named in a discrimination charge as the party that allegedly committed the discriminatory act.
- Worker Classification
- The legal determination of whether a worker is an employee or an independent contractor, which dictates how taxes are withheld and which benefits are required.
- Permanent Labor Certification (PERM)
- A certification from the Department of Labor that allows an employer to hire a foreign worker to work permanently in the U.S. when no qualified U.S. workers are available.
- FEPA (Fair Employment Practices Agency)
- A state or local agency that works in partnership with the EEOC to enforce anti-discrimination laws within their specific jurisdiction.