Job Applications & Hiring Solutions

Hiring and Interviewing FAQs

How do I avoid bias in the hiring process?

To minimize bias in hiring, use structured methods like blind resume reviews, consistent interview questions and skills-based assessments that focus on qualifications rather than personal characteristics. Provide training on unconscious bias for hiring managers — and include diverse interview panels to bring different perspectives to evaluations. Continue expanding your candidate pool, use data to guide decisions and review your process regularly to ensure it remains fair and inclusive.

What documentation is required for new hires?

In the U.S., employers must collect a Form I-9 (for employment eligibility verification) and a W-4 (for federal tax withholding) from each new hire. Employers should also gather state and local tax forms, direct deposit forms, emergency contact information and benefit enrollment forms. In addition, provide required materials such as the employee handbook, applicable state or local notices, and any agreements like offer letters or employment contracts.

What are the rules around hiring minors?

Employers must comply with both federal and state child labor laws when hiring minors. Review FLSA regulations and all applicable state, county and city requirements. Key steps include:

Verify age: Confirm the minor’s age and obtain required documentation or work permits
Avoid hazardous work: Do not assign minors to prohibited or dangerous occupations
Monitor hours: Follow strict hour and scheduling limits, especially for 14- and 15-year-olds
Provide breaks: Most states require a 30-minute, uninterrupted meal break if a minor works more than four hours
Prioritize safety: Maintain a safe, healthy workplace for all young workers

How do I stay compliant with EEOC and ADA regulations?

Employers must ensure equal employment opportunities at every stage of hiring and employment. Avoid disability-related questions during recruitment — and engage in an interactive process to identify reasonable accommodations for qualified employees with disabilities. Accommodations may include physical or technological modifications, assistive devices or flexible work arrangements. Maintain confidentiality of medical information and train managers regularly on EEOC and ADA requirements.

How do I ensure my job ad complies with employment laws?

Avoid discriminatory language referencing age, sex, race, religion, disability or any other protected characteristic. Keep job descriptions factual, inclusive and focused on essential duties and qualifications. Regularly review your postings to ensure compliance with federal, state and local employment laws that may impact job advertisements.

How long should I keep job applications on file after an employee is terminated?

Under EEOC regulations, employers must retain job applications and related hiring records for at least one year after a termination. Many experts recommend keeping these documents for three years to align with broader recordkeeping standards. Federal contractors must generally retain personnel and hiring records for two years. Always confirm specific state and local retention requirements to ensure full compliance.

How do “Ban the Box” laws affect my hiring process?

“Ban the Box” laws prohibit employers from asking about criminal history on initial job applications. Most require employers to delay background checks until after a conditional job offer has been made. Because these laws vary by state and municipality, review applicable federal, state and local regulations to ensure your hiring process complies with current requirements.

Do I need written consent to perform a background check?

Yes. Under the Fair Credit Reporting Act (FCRA), employers must obtain an applicant’s written consent before conducting a background check, particularly when using a third-party screening company. The consent form must include a clear, standalone disclosure stating that a background check will be performed and that the information may be used in employment decisions. Failure to follow these requirements can result in legal penalties.

What questions should I avoid asking during an interview?

Avoid any questions that touch on protected characteristics such as age, race, gender, religion, disability, national origin, marital status or sexual orientation. Do not inquire about citizenship status, pregnancy, criminal history (where restricted) or personal finances. Instead, focus on job-related questions that evaluate the candidate’s skills, experience and ability to perform essential functions of the role safely and effectively.

What are “salary history ban” laws?

Salary history bans prevent employers from asking applicants about previous compensation to help close gender and racial pay gaps. These laws generally prohibit employers from requesting or relying on an applicant’s prior salary when making an offer. In many cases, employers must provide a pay range for the role instead. Applicants may voluntarily disclose salary information if they choose to do so.

Which states have salary history bans in place?

As of September 2025, the following states have enacted statewide salary history bans:
California, Colorado, Connecticut, Delaware, District of Columbia, Hawaii, Illinois, Maine, Maryland, Massachusetts, Minnesota, Nevada, New Jersey, New York, North Carolina, Oregon, Pennsylvania, Rhode Island, Vermont, Virginia and Washington. Certain cities and counties, including Atlanta, Georgia and Cincinnati, Ohio, also have local salary history restrictions. Always verify current laws in your jurisdiction, as new legislation continues to expand.

Why are 'attorney-approved' forms important?

With ever-changing regulations at both the state and federal level, every HRdirect product is reviewed by an in-house legal team to ensure compliance with all current state and federal employment laws. We provide you the confidence that your business is protected.

How long does it take to receive downloadable form purchases?

As soon as you complete your order, you will receive an order confirmation email that will include links to access your downloadable PDF forms.

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