Can this agreement be signed electronically?

Yes. Electronic signatures are binding under the ESIGN Act and UETA when the parties demonstrate intent and consent and the record is retained in reproducible form; include a consumer disclosure when required for consumer-facing transactions.

Do I need a notary or witnesses?

Generally no for employment-style contracts, but certain states or specific rights (assignment of real property or some statutory acknowledgements) may require notarization or witnesses; check state rules before execution.

How should IP assignment be worded?

Use explicit assignment or work-for-hire language that transfers copyright and related rights to the employer, and reference moral rights waivers and future formats to avoid downstream ambiguity.

What happens if a co-author disputes authorship?

Disputes are resolved according to the agreement's dispute-resolution clause; include arbitration or forum selection language and retain drafts, timestamps, and communications showing contribution and assignment.

When must I collect a W-9 or issue a 1099?

Request a W-9 from independent contractors before payment; issue Form 1099-NEC to nonemployees for reportable payments by Jan 31. Employer-employee relationships use payroll reporting instead.

How long should I keep executed agreements?

Retain executed contracts for the term plus at least three years, extend retention for tax, SEC, or HIPAA-related records as applicable, and follow state-specific requirements where they exceed federal minima.

Electronic Signature
Templates
HR
Co-Author Employment Agreement

Co-Author Employment Agreement

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

CO-AUTHOR EMPLOYMENT AGREEMENT

This Co-Author Employment Agreement ("Agreement") is entered into between Employer Name: whose principal business address is Employer Address: and Co-Author (Employee) Name: .

1. Position and Duties

Position Title: ; Department: ; Reporting Manager: .

The Co-Author shall perform collaborative authorship duties, including but not limited to research, drafting, editing, and timely delivery of manuscript sections (collectively, "Services"). The Co-Author shall devote the agreed portion of working time and best efforts to the Services and shall comply with Employer policies and reasonable directions of the Reporting Manager.

2. Term and Start Date

Commencement Date: . This Agreement shall continue until terminated as provided in Section 8.

3. Compensation and Royalties

Base Salary (annual): payable in accordance with Employer payroll practices. Co-Author is eligible for additional compensation as set forth below.

Royalty / Revenue Share: of net receipts from works to which Co-Author materially contributes, subject to accounting and audit rights described herein. Advance (if any): .

4. Work Product, Copyright and Authorship

All original works, drafts, notes, and other materials created by Co-Author in the course of performing Services ("Work Product") shall be considered works made for hire to the fullest extent permitted by law. To the extent any Work Product is not a work made for hire, Co-Author hereby irrevocably assigns, transfers and conveys to Employer all right, title and interest in and to such Work Product, including copyrights and renewals. Co-Author agrees to execute additional documents reasonably requested to effectuate such assignment.

Authorship Credit: Employer and Co-Author shall mutually agree on credit and author order in published works. Employer shall not unreasonably withhold consent to customary author credit consistent with contributions.

5. Confidentiality and Non-Disclosure

Co-Author shall not disclose Confidential Information (as defined below) except as necessary to perform Services or with Employer's written consent. "Confidential Information" includes unpublished manuscript materials, research data, business plans, financial information, and third-party confidential information received by Employer. This obligation survives termination of this Agreement for a period of three (3) years, or longer if required by applicable contract with a third party.

6. Conflicts, Representations and Warranties

Co-Author represents and warrants that (i) Co-Author has full power to enter into this Agreement; (ii) Co-Author's performance will not violate obligations to third parties; and (iii) Work Product will be original, will not infringe third-party rights, and will be free of undisclosed third-party claims. Co-Author shall disclose any potential conflicts to Employer in writing:

7. Employment Status, Taxes and Benefits

Employment Status: Co-Author shall be an employee of Employer and subject to payroll deductions and withholding. Benefits, if any, will be provided in accordance with Employer plans and policies. Co-Author is responsible for federal and state taxes as required by law.

8. Termination

Either party may terminate this Agreement with days' written notice. Employer may terminate for cause immediately upon written notice for material breach, dishonesty, or willful misconduct. Upon termination, Co-Author shall deliver all Work Product and Confidential Information to Employer and shall be paid any accrued compensation through the termination date.

9. Non-Solicitation and Restriction

During employment and for a period of months after termination, Co-Author shall not solicit Employer's clients, collaborators, or employees for the purpose of competitive engagement. This restriction is limited to activities that directly compete with Employer's core publishing activities.

10. Dispute Resolution and Governing Law

The parties agree to negotiate in good faith to resolve disputes. If unresolved within thirty (30) days, disputes shall be resolved by binding arbitration in the State of under commercial arbitration rules. This Agreement shall be governed by the laws of the State of .

11. Notices

Employer Notice Address: Co-Author Notice Address:

12. Additional Provisions

Severability, entire agreement, amendment procedures, and waiver provisions apply. This Agreement constitutes the entire agreement between the parties with respect to its subject matter and supersedes prior oral or written agreements.

Human Resources Data

Full Legal Name: Home Address:

Phone:

Email:

Employment History

Employer 1 - Company Name:

Responsibilities: Reason for Leaving: Employer 2 - Company Name:

Responsibilities: Reason for Leaving:

Education

Degree: Institution: Graduation Date:

References

Reference 1 - Name:

Reference 2 - Name:

Reference 3 - Name:

Legal Disclosures

At-Will Employment: Employment is at-will unless otherwise set forth in a separate, signed written agreement. Either party may terminate employment at any time, with or without cause.

Equal Opportunity: Employer is an equal opportunity employer. Employment decisions are made without regard to protected characteristics except as permitted by law.

Background Check and Authorization

Co-Author authorizes Employer to conduct background checks, reference checks, and verification of education and prior employment as necessary. Consent is granted by checking the box and signing below.

I consent to background and reference checks

Applicant Certification and Authorization

I certify that all information provided in this Agreement and attachments is true, complete and correct to the best of my knowledge. I understand that material misrepresentation or omission may be grounds for termination. I authorize Employer to contact prior employers and references and to obtain background information as necessary for the employment relationship.

I certify and authorize as stated above

Additional Notes / Special Terms

Employer Printed Name:

Employer Signature:

Date:

Title/Capacity:

Co-Author Printed Name:

Co-Author Signature:

Date:

Employee Title/Role:

What a Co-Author Employment Agreement Covers

A Co-Author Employment Agreement is a written contract that defines the working relationship, compensation, deliverables, intellectual property ownership, and exit terms between an employer (or commissioning party) and one or more co-authors engaged to create written works. The agreement clarifies duties, schedules, revenue-sharing or royalty structures, confidentiality and publication rights, and who retains or is assigned copyright and derivative-rights. It is typically used where multiple authors collaborate under an employment or contractor relationship and where clear allocation of ownership and compensation is critical.

Why a Clear Co-Author Employment Agreement Matters

A precise agreement reduces disputes over authorship, copyright, compensation, and confidentiality, and creates enforceable expectations for deliverables, timelines, and termination. Properly drafted provisions on IP assignment, moral rights waiver, and payment terms protect both parties' economic and reputational interests.

Who Typically Uses This Agreement

The Co-Author Employment Agreement is used by employers, publishers, production companies, academic institutions, and independent authors engaging collaborators under a formal relationship.

Publishers and production companies using staff or freelance co-authors for books, scripts, or serial content.
Academic departments hiring co-authors for textbooks, research monographs, or course materials.
Technology firms contracting technical writers or documentation teams as employees or long-term contractors.

Use the agreement whenever multiple contributors create content intended for commercial distribution, institutional publication, or when IP ownership must be assigned or licensed explicitly.

Common Signatories and Their Roles

Employer / Commissioner

The entity that retains the co-author(s), specifies deliverables and payment, and typically receives or requires assignment of copyright and related rights. Responsible for issuing direction, approving milestones, and making payments under the contract.

Co-Author / Employee

The individual contributor who creates the work, agrees to confidentiality and assignment terms, and accepts deliverables and schedule obligations. May be an employee, W-2 contractor, or independent contractor depending on the relationship.

Key Clauses to Include in a Professional Agreement

A robust Co-Author Employment Agreement contains clear clauses allocating ownership, compensation, confidentiality, and termination mechanics to reduce later disputes and support enforceability.

Scope of Work

Detailed description of deliverables, milestones, format, and quality standards so both parties understand what constitutes completion and acceptable work.

Compensation

Payment structure: salary, fees, advances, royalties, profit share, or milestone payments; include invoicing and withholding rules when applicable.

Intellectual Property

Assignment or work-for-hire language, copyright ownership, moral rights waiver, and rights to derivatives, translations, and future formats.

Confidentiality & Non-Disclosure

Nondisclosure obligations covering drafts, research, proprietary processes, and sensitive business information for a defined period.

Representations & Warranties

Assurances the work is original, does not infringe third-party rights, and permissible licenses are disclosed.

Termination & Remedies

Grounds for termination, cure periods, wind-down obligations, return of materials, and remedies for breach including injunctive relief and damages.

Essential Information to Include

Party Names: Full legal names of employer and co-author(s)

Effective Date: MM/DD/YYYY effective date

Job Title: Author role or position

Payment Terms: Salary, fees, royalties, and timing

IP Terms: Assignment, license, or work-for-hire details

Contact Info: Mailing address, email, and phone

Step-by-Step: Completing and Signing the Agreement

Follow these steps to prepare, sign, and store a legally usable Co-Author Employment Agreement.

01

Prepare Draft: Insert parties, scope, and compensation
02

Review Legal Terms: Confirm IP, warranties, and termination clauses
03

Obtain Signatures: Collect signatures from authorized signers
04

Distribute & Store: Provide executed copies and retain records

How to Configure an Online Signing Workflow

Set up a clear signing order, authentication level, and storage location before sending for signature.

Field	Configuration
Signers	Ordered or parallel signing as needed
Authentication	Email link, SMS code, or ID verification
Reminders	Automated reminders and expiration
Storage	Save signed PDF with audit trail

Digital Signing and Submission Options

Use a compliant e-signature platform that supports legal validity, audit trails, and secure storage.

File Formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Authentication: Email, SMS, or advanced options

Choose settings that capture signer intent, consent, and attribution, and retain a tamper-evident copy with an audit trail.

Routing: Where to Send the Executed Agreement

Typical destination routing ensures both parties and key stakeholders receive and retain executed copies.

Employer Records: HR or legal department repository
Co-Author Copy: Signed PDF delivered to author
Finance: Payroll or accounts payable notice
Repository: Secure cloud storage with versioning

Key Deadlines and Timing Expectations

Track dates for execution, deliverables, payment, and any tax or reporting actions tied to the agreement.

Execution Date:

Effective date used for obligations and retention

Deliverable Deadlines:

Specific milestone dates agreed in SOW

Payment Dates:

Net terms, advance schedule, or royalty timing

Tax Reporting:

Provide W-9 upon request; issue 1099-NEC by Jan 31 if applicable

Termination Notices:

Notice periods specified in the contract

Typical Agreement Milestones

A sequence of typical milestones shows the life cycle from negotiation to post-termination obligations.

01

Negotiation & Drafting

Parties agree key commercial terms and prepare a draft

02

Internal Review

Legal and finance review contract terms

03

Execution

All authorized signatories sign the agreement

04

Post-Termination Duties

Return confidential materials and enforce IP obligations

Common Pitfalls to Avoid

Vague deliverable descriptions that cause disputes over completeness
Incomplete IP assignment language leaving residual ownership with authors
Skipping tax forms such as W-9 for contractors causing backup withholding
Failing to specify governing law and dispute resolution forum

Consequences of an Incorrect or Missing Agreement

IP Loss: Unclear ownership

Royalty Disputes: Payment litigation

Tax Exposure: Withholding or reporting penalties

Confidentiality Breach: Trade secret risk

Contract Voidance: Ambiguous terms unenforceable

Operational Delays: Blocked publication or distribution

Practical Tips for Accurate and Efficient Completion

Adopt consistent templates, capture signatory authority, and use clear milestone-based payments to reduce disputes and administrative overhead.

Use Plain Language

Draft deliverables and payment terms in specific, measurable terms to reduce ambiguity and litigation risk.

Confirm Signatory Authority

Document that signers have authority to bind their organizations and include printed name and title alongside signatures.

Leverage Templates

Standardize clauses for IP assignment, confidentiality, and termination to speed review and maintain consistency.

Record Changes

Document any post-signing amendments in writing and addenda signed by all parties to preserve enforceability.

How Different Organizations Use This Agreement

Real-world uses show how clause choices vary by purpose, industry, and commercial model.

Publisher Collaboration

A mid-size publisher hires two co-authors for a textbook project and specifies chapter-by-chapter deliverables and royalty splits.

The agreement included a 50/50 allocation for net royalties after advance recoupment.
The contract avoided later disputes by detailing revision rights, permissions, and credit order for print and digital editions.

Corporate Technical Writing

A software company employs a technical writer as a co-author for documentation and product manuals.

The employer required work-for-hire assignment and confidentiality covering pre-release materials.
Including clear milestone acceptance tests and payment schedules reduced approval cycles and ensured timely publication.

eSignature Pricing Comparison for Agreement Execution

Compare typical starting prices and feature availability for common e-signature vendors; signNow is listed first per platform comparison conventions.

	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	Yes, 7-day trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about enforceability, signatures, and practical issues when using a Co-Author Employment Agreement.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are binding under the ESIGN Act and UETA when the parties demonstrate intent and consent and the record is retained in reproducible form; include a consumer disclosure when required for consumer-facing transactions.
Do I need a notary or witnesses?
Generally no for employment-style contracts, but certain states or specific rights (assignment of real property or some statutory acknowledgements) may require notarization or witnesses; check state rules before execution.
How should IP assignment be worded?
Use explicit assignment or work-for-hire language that transfers copyright and related rights to the employer, and reference moral rights waivers and future formats to avoid downstream ambiguity.
What happens if a co-author disputes authorship?
Disputes are resolved according to the agreement's dispute-resolution clause; include arbitration or forum selection language and retain drafts, timestamps, and communications showing contribution and assignment.
When must I collect a W-9 or issue a 1099?
Request a W-9 from independent contractors before payment; issue Form 1099-NEC to nonemployees for reportable payments by Jan 31. Employer-employee relationships use payroll reporting instead.
How long should I keep executed agreements?
Retain executed contracts for the term plus at least three years, extend retention for tax, SEC, or HIPAA-related records as applicable, and follow state-specific requirements where they exceed federal minima.

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