Establishing secure connection…Loading editor…Preparing document…

Code of Ethics and Business Conduct

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

General Code of Executive Ethics for All Corporate Executives and Members of the Board of Directors and Committees

This General Code of Executive Ethics for all Corporate Executives and Members of the Board of Directors and Committees ("General Code of Executive Ethics") has been adopted after full and appropriate discussion by the board of directors of (the "Company"). The General Code of Executive Ethics, which may be updated, revised or amended from time to time, reflects the Company's vigorous and ongoing commitment to the highest ethical standards for our executives, officers, board and committee members.

All aspects of this policy should be considered carefully in the context of all individual and corporate activities during the tenure with the Company of all such persons. Any doubt or questions regarding the meaning, intent or application of any aspect of this policy should be brought to the immediate attention of the Company's General Counsel or in his or her absence, the Company' president. Contact information for each such person appears below:

General Counsel Name:   Telephone:   E-mail:

President Name:   Telephone:   E-mail:

[Insert all relevant contact information, including telephone number and e-mail address. Assign responsibility for constant update to insure accuracy and completeness of contact information to a specific designated person in the Human Resources Department, the Corporate Secretary, General Counsel, or other appropriate person. Outdated or inadequate contact information could caste doubt on the company's commitment to ethical practices, and potentially influence a negative outcome in the event of litigation or other dispute.]

The General Code of Executive Ethics applies to all of the Company's directors and executive officers, including any committee members. The code of conduct for employees appears in the employee manual and handbook, and is addressed separately therein. The General Code of Executive Ethics is not intended to supersede the general employee code of conduct, but rather to expand upon it and to set the highest standards for the Company's executives and directors.

This General Code of Executive Ethics, together with the general employee code of conduct, is intended to promote right dealing and deter wrongdoing. The General Code of Executive Ethics also is intended to reflect the Company's ongoing commitment to ethical standards, and enforcement mechanisms related thereto, for all directors and executive officers of the Company. Any deviation from or waiver of any aspect of the General Code of Executive Ethics shall require the prior written consent of not less than a majority of disinterested directors of the Company's board of directors. Absent amendment of this General Code of Executive Ethics, there shall be no exceptions to this requirement.

1. Primary and Foundational Requirements of Executive and Director Conduct. All actions by Company directors and executive officers (including all dealings with Company employees, customers, competitors, joint venturers, business partners, lenders, investors, shareholders, stakeholders, regulators and each other) shall be characterized by honesty, integrity and fairness in all respects.

2. Company Confidential Information. Company confidential information shall be safeguarded and protected in accordance with prudent business practices, reasonable standards, and policies as established by the Company from time to time.

3. Company Business Opportunities. Company business opportunities shall be in all respects and for all purposes deemed valuable and exclusive Company assets. No executive officer or director shall in any respect compromise the value of such opportunities and assets, nor in any way personally profit or benefit there from.

4. Strict Avoidance of Actual or Potential Conflicts of Interest. Each officer and director shall strictly avoid any actual or potential conflicts of interest. In the event that circumstances shall create an actual or apparent conflict of interest, the officer or director shall have an affirmative duty to bring such matter promptly to the attention of the Company's board of directors, General Counsel, or President.

Any such conflict shall be resolved by the majority vote of the disinterested members of the Company's board after full disclosure of the conflict and all relevant facts related thereto. By way of example only, an actual or apparent conflict of interest shall be deemed to exist if a director or executive officer enters into any transaction for or on behalf of the Company or its affiliates in which the director or executive officer, or his or her spouse, parent, sibling, child (adopted or natural), or any other member of his or her household (a "Related Person"), has a direct or indirect financial interest. An actual or potential conflict will also be deemed to exist if a Related Person is directly or indirectly in competition with the Company with respect to any matter.

5. Gifts or Services from Customers, Vendors or Others. No director, executive officer, or related person shall accept or receive from any existing or potential supplier, vendor, service provider or any other person, party or entity with whom the Company or any of its affiliates has or may have at any time in the past twelve (12) months, or may be reasonably deemed to be a candidate for a future, business relationship (including any person or entity who may be seeking to establish such a relationship) anything of value, whether money, services, gifts, discounts, entertainment, meals, travel or any other tangible or intangible property or services.

6. Required Reporting Practices. Directors and executive officers of the Company will report annually on a Director and Officer Questionnaire prepared by Company legal counsel in cooperation with the Company's General Counsel, any material interest that the director or officer has in any business enterprise with which the Company or its subsidiaries conduct business.

7. Ongoing Disclosure Practices and Requirements. All Company directors and executive officers shall assist the Company in ensuring full, fair, accurate, timely and understandable disclosures in all reports and documents that the Company provides to the public or to any governmental or regulatory body, including but not limited to the Securities and Exchange Commission.

8. Special Responsibilities of the Chief Executive Officer and Chief Financial Officer Regarding Internal Controls Regarding Financial Practices. The Chief Executive Officer and the Chief Financial Officer of the Company shall be responsible for establishing, maintaining, monitoring, periodically assessing and appropriately modifying internal controls and procedures for financial reporting designed to ensure that transactions are properly authorized, assets are safeguarded against unauthorized or improper use, and transactions are properly recorded and reported so as to permit the preparation of the Company's financial statements to reflect accurately the Company's financial condition and results of operations in conformity with generally accepted accounting principles.

9. Obligations of All Officers to Adhere to Internal Financial Controls. Every executive officer of the Company or any affiliate who is involved with financial and accounting functions shall adhere to these controls and procedures.

10. General Obligation to Comply with, and to Assist Compliance with, Laws, Rules and Regulations. All Company directors and executive officers shall comply, and shall assist the Company in complying, with all applicable governmental laws, rules and regulations, including, without limitation, adherence to the Company's policies regarding trading in securities, avoidance of insider trading, compliance with Section 16 reporting obligations, and compliance with the requirements of the Sarbanes-Oxley Act of 2002.

11. Obligation to Report Non-Compliance with General Code of Executive Ethics. In the event that any Company director or executive officer shall become aware of any actual, apparent or potential noncompliance with this General Code of Executive Ethics, whether knowingly or through inadvertence and whether involving himself or herself or others, he or she shall promptly report the facts to the Company's General Counsel whose contact information appears above.

12. No Whistle Blowing Penalties or Adverse Actions. The reporting of questionable behavior is not only encouraged, but it is affirmatively required. No adverse action shall be taken against nor permitted against any person who in good faith makes such a report.

13. Individual Responsibility. Each Company director and executive officer is accountable for compliance with this General Code of Executive Ethics and with the Code of Conduct generally. Although each case will be considered based on its own facts, appropriate action (which may include, without limitation, public or private reprimand, monetary forfeitures, or termination of employment and/or director service with the Company) will be taken to insure adherence to these requirements.

14. Company Commitment to Policy. The Company is committed to prompt and consistent enforcement of this General Code of Executive Ethics. As part of that commitment, the Company shall take all commercially reasonable steps and actions required to protect persons reporting in good faith any facts regarding questionable behavior.

Signature of Executive/Director:

Date:

Enter text✕

What the Code of Ethics and Business Conduct Is

A Code of Ethics and Business Conduct is a formal corporate policy that sets out expected behavior, professional standards, and legal obligations for employees, officers, directors, contractors, and agents. It typically defines scope, prohibited conduct, conflict-of-interest rules, confidentiality and data-protection obligations, reporting channels for suspected violations, investigation procedures, and disciplinary measures. The document provides a consistent basis for decision-making and risk management and should be aligned with applicable U.S. electronic transaction frameworks such as the ESIGN Act (15 U.S.C. ch. 96) and relevant state UETA statutes where intrastate law applies.

Why a Clear Code Matters for Organizations

A clear Code reduces legal and compliance risk, documents expectations, supports regulatory obligations, and helps preserve reputation. It clarifies reporting channels, protects confidential information, and creates measurable standards that managers can enforce consistently across locations and business units.

Why a Clear Code Matters for Organizations

Who Prepares, Approves, and Acknowledges the Code

Typical roles that create, maintain, or sign the Code vary by organization size and structure.

  • Executives and Board Members — Set tone at the top, approve final policy language, and sponsor enforcement measures across the enterprise.
  • Human Resources and Compliance Teams — Draft policy text, coordinate training, collect acknowledgments, and handle reporting and investigations.
  • Employees and Contractors — Review, acknowledge, and comply with the Code; they are the primary audience whose signatures or acknowledgments are recorded.

Assigning clear responsibilities for creation, distribution, and enforcement strengthens accountability and consistent application.

Who Typically Signs and Certifies the Policy

Chief Compliance Officer

The Chief Compliance Officer normally oversees drafting, training rollout, and investigations. They certify that the Code aligns with applicable statutes and oversee annual reviews and updates to reflect regulatory changes.

HR Director

The HR Director manages employee distribution, tracks acknowledgments, enforces disciplinary provisions, and maintains signed records as part of personnel files and corporate compliance archives.

Core Sections to Include in the Code of Ethics and Business Conduct

A robust Code includes scope, standards, reporting mechanisms, conflict-of-interest rules, privacy commitments, and enforcement procedures to ensure clarity and enforceability.

Purpose & Scope

Explain who the Code covers, why it exists, and how it interacts with other policies such as privacy, anti-bribery, and HR rules.

Standards of Conduct

Set actionable expectations on honesty, confidentiality, fair dealing, workplace behavior, and professional responsibilities.

Conflicts of Interest

Describe disclosure requirements, prohibited activities, approval processes, and examples to guide employee decisions.

Compliance & Reporting

List internal reporting channels, whistleblower protections, escalation paths, and third-party reporting options.

Gifts and Entertainment

Define allowable gifts, approval thresholds, disclosure obligations, and recordkeeping for exceptions.

Discipline & Enforcement

Outline investigation procedures, potential disciplinary outcomes, appeal rights, and corrective actions.

Step-by-Step: Completing the Code Online

Follow a consistent sequence to prepare, distribute, collect, and archive signed acknowledgments.

  • 01
    Prepare Document: Upload final PDF or DOCX and insert required fillable fields.
  • 02
    Assign Signers: Add signer emails and role assignments; set signer order if sequential.
  • 03
    Authenticate Signer: Require email link, SMS code, or stronger ID verification as needed.
  • 04
    Record & Archive: Capture completed PDF and audit trail; store under retention policy.

Recommended Digital Workflow Settings

Configure authentication, reminders, access controls, and retention before issuing the Code to employees.

Field Configuration
Authentication Method Email link plus optional SMS code for higher assurance.
Automated Reminders Send reminder after 7 days and weekly until acknowledgment.
Access Control Use role-based permissions to limit editing and view rights.
Retention Policy Archive signed copies per records retention schedule; restrict deletion.

Where to Send, File, and Route Acknowledgments

Decide central repository and routing rules to ensure compliance and easy retrieval.

  • Central Repository: Save signed copies to a secure document management system.
  • Compliance Team: Route a copy to compliance for monitoring and investigations.
  • HR Records: Place an acknowledgment copy in the employee personnel file.
  • Legal Hold: Flag documents subject to litigation or preservation orders.

Technical and Integration Considerations

Ensure the chosen platform supports required authentication, file formats, and integrations with HR and DMS systems.

  • Integrations: Connectors for Salesforce, Microsoft 365, NetSuite, and Google Workspace ease distribution and recordkeeping.
  • File Formats: Support for PDF, DOCX, and HTML preserves formatting and auditability.
  • Authentication: Options for email, SMS, KBA, or SSO help meet varied assurance needs.

Align platform choices with legal and IT security requirements, and verify export and audit-trail capabilities before deployment.

Typical Deadlines and Review Cycles

Establish clear timing for distribution, employee acknowledgment, and periodic policy review to maintain currency and legal defensibility.

Initial Distribution:

Issue to new hires within 30 days of start date.

Employee Acknowledgment:

Require signed acknowledgment within 14–30 days of distribution.

Annual Review:

Perform a formal policy review at least once every 12 months.

Record Retention Start:

Retention begins on document effective date or employee termination.

Regulatory Response:

Preserve relevant records immediately upon legal or regulatory notice.

Key Policy Lifecycle Milestones

Major stages from drafting to routine review help maintain an auditable compliance timeline.

01

Drafting

Create initial text, align with laws and company practices.

02

Internal Approval

Obtain sign-off from legal, HR, and executive leadership.

03

Employee Acknowledgment

Collect and record signed acknowledgments from targeted populations.

04

Periodic Review

Audit and update the Code on a scheduled basis.

Common Mistakes to Avoid When Preparing the Code

  • Leaving ambiguous language that creates inconsistent interpretations and enforcement across teams.
  • Failing to document and retain signed acknowledgments, which complicates disciplinary or regulatory responses.
  • Using inadequate signer authentication that prevents reliable attribution of electronic acknowledgments.
  • Not integrating reporting channels or whistleblower protections, which undermines trust and reporting rates.

Potential Risks and Penalties from Errors or Noncompliance

Legal Liability: Civil suits arising from negligent enforcement.
Regulatory Fines: Fines for noncompliance with sector rules.
Employment Claims: Discrimination or wrongful-termination exposure.
HIPAA Violations: HIPAA fines (45 CFR §164.530(j))
Tax Consequences: Incorrect reporting or recordkeeping penalties.
Reputational Harm: Loss of client trust and market damage.

Security and Compliance Controls to Include

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest.
Audit Trail: Capture timestamps, IPs, and action history.
HIPAA BAA: Business Associate Agreement when PHI is involved.
21 CFR Part 11: Comply where FDA-regulated records apply.
SOC 2: Independent attestation of controls available.
Retention Controls: Immutable storage and export for legal holds.

eSignature Pricing and Feature Comparison for Policy Distribution

Basic pricing and feature availability across major eSignature vendors. signNow appears first per comparative convention; confirm plan details with each vendor before purchase.

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 free trial Varies by vendor Varies by vendor Varies by vendor Varies by vendor
Bulk Send Yes (Business Premium) Varies by plan Varies by plan Varies by plan Varies by plan
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Practical Examples from Organizations

Two examples illustrate how companies applied a Code of Ethics with digital distribution and signing.

Optica Ventures

The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

  • Implemented a centralized distribution and digital acknowledgment flow for all hires.
  • The result was consistent acknowledgments, auditable records, and streamlined onboarding across multiple offices.

Martin Properties

I can process and execute all of these documents online with 100% compliance and built-in security.

  • Adopted remote signing and archival for tenant-facing policies.
  • That approach reduced paper handling, improved retrieval for audits, and standardized compliance across rental properties.

Frequently Asked Questions and Practical Answers

Answers to common questions about execution, legal validity, notarization, revisions, and recordkeeping for Codes of Ethics.


Need help? Contact support

be ready to get more
Join over 28 million airSlate SignNow users