Purpose
One- to two-paragraph statement explaining the handbook's intent, who it covers, and how it should be used in day-to-day operations.
A maintained handbook reduces confusion, shortens response time for routine inquiries, and documents consistent answers for compliance and audit purposes. It creates a single source of truth for staff and external stakeholders.
The handbook serves multiple audiences across the organization and with external partners.
Keep distribution lists current so each audience receives a version tailored to their permissions and needs.
One- to two-paragraph statement explaining the handbook's intent, who it covers, and how it should be used in day-to-day operations.
Define covered locations, business lines, role boundaries, and exceptions so readers understand applicability and escalation points.
Organized question-and-answer pairs grouped by topic (pay, benefits, procurement, IT access) to reduce repetitive inquiries and speed resolution.
Current names, titles, and preferred contact methods for responsible parties—HR, legal, facilities, security, and IT.
Document version number, effective date, author, and change log entries so auditors can trace amendments.
Privacy, confidentiality, and data handling statements that reference applicable laws and internal retention rules.
| Field | Configuration |
|---|---|
| Signature Type | Allow typed or drawn signatures; require signer email attribution |
| Authentication | Email link by default; add SMS or SSO for higher assurance |
| Routing | Sequential or parallel routing based on approver roles |
| Retention | Store signed copies with version metadata and audit trail |
Ensure the chosen platform supports the file formats and integrations your team uses.
Validate platform security, audit trail granularity, and retention capabilities before production use.
| 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 | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes (BAA) | Yes (BAA) | Yes (BAA) | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |
Provide upon request from a payer; no fixed IRS deadline
Provide to employees by January 31
Issue recipient and IRS copies by January 31
Due April 15 (Form 4868 extends to Oct 15 for filing)
Due April 15 with automatic extension to October 15