Can employees sign electronically?

Yes. Electronic signatures are generally enforceable under federal ESIGN and state UETA laws when they show intent, consent, attribution, and retained records. Ensure your platform captures an audit trail and consent to electronic records for consumer-facing scenarios.

Is notarization required for this form?

Not typically. Anti-harassment policy acknowledgments do not usually require notarization. Use notarization only when your organization has a specific internal control requirement or when a jurisdiction or process explicitly requests it.

How often should the form be updated?

Update the form whenever substantive legal or procedural changes occur, and re-distribute after material updates. Annual reviews are a common best practice to ensure currency with state and federal requirements.

What if an employee refuses to sign?

Document the refusal, provide a record of distribution, and follow internal disciplinary or administrative procedures. Maintain evidence that the employee received the policy and was given opportunity to ask questions.

How should investigation records be stored?

Store investigation files in a secure, access-controlled repository separate from general personnel files as appropriate, and apply retention schedules consistent with legal and policy requirements.

Who should receive copies of signed forms?

Keep the master copy with HR, provide a copy to the employee, and, where needed, share with supervisors or legal counsel. Limit access to those with a legitimate business need.

Electronic Signature
Templates
HR
Employee Anti-Harassment Policy Form

Employee Anti-Harassment Policy Form

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

Employee Anti-Harassment Policy Form

Personal Information

Full Legal Name Home Address

Phone Number

Email Address

Position Information

Job Title Department

Reporting Manager

Start Date

Salary / Rate

Employment History (Most Recent)

Employer 1 — Company

Title / Position

Dates Employed (From)

Dates Employed (To)

Primary Responsibilities Reason for Leaving

Employment History (Previous)

Employer 2 — Company

Title / Position

Dates Employed (From)

Dates Employed (To)

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation or Completion Date

Professional References

Reference 1 Reference 2 Reference 3

Policy Summary and Employee Acknowledgment

This employer maintains a strict policy prohibiting harassment, discrimination and retaliation in the workplace. Harassment includes unwelcome conduct based on a protected characteristic, including but not limited to race, color, national origin, religion, sex (including pregnancy and related conditions), sexual orientation, gender identity, age, disability, or veteran status. Harassment may be verbal, physical, visual, or electronic.

Prohibited conduct includes, among other things, offensive jokes, slurs, epithets or name-calling; physical assaults or threats; intimidation; ridicule; mockery; insults or put-downs; offensive objects or pictures; and other verbal or physical conduct that may create an intimidating, hostile or offensive work environment.

Employees are required to report incidents of harassment or discrimination promptly to their supervisor, another member of management, or Human Resources. Reports will be investigated promptly and impartially. The company will take corrective action when a violation is found, up to and including termination of employment. The company prohibits retaliation against any individual for reporting or participating in an investigation in good faith.

The company will endeavor to maintain confidentiality to the extent consistent with a thorough investigation and legal obligations. Employees must cooperate with investigations and provide truthful information during investigative processes.

Acknowledgment of Receipt

I acknowledge that I have received, read, and understand the company's Anti-Harassment Policy. I understand my reporting obligations and the procedures for filing a complaint. I understand that failure to comply with the policy may result in disciplinary action, up to and including termination of employment.

Please indicate your acknowledgement:

I have received and read the Anti-Harassment Policy.

I understand the procedures for reporting harassment and the non-retaliation protections.

Authorization to Contact and Background Screening

I authorize the company and its agents to contact my prior employers, educational institutions, and references to obtain information about my employment history, education, and qualifications. I authorize the company to obtain consumer and/or investigative background reports that may include credit, criminal, driving, and other public record information where permitted by law. This authorization is valid for the duration of my employment, where permitted by law.

I authorize background checks and contact with prior employers and references as described above.

I understand that this authorization does not obligate the company to obtain a background report and does not constitute an offer of employment. Any offer of employment is contingent upon satisfactory completion of required pre-employment checks, where applicable.

Equal Employment and At-Will Statement

The company is an equal opportunity employer. Employment decisions are made without regard to an individual's protected characteristics. This policy applies to all terms and conditions of employment, including hiring, promotion, discipline, termination, and compensation.

Unless otherwise agreed in writing signed by an authorized representative of the company, employment with the company is at-will. This means that either the employee or the company may terminate the employment relationship at any time, with or without cause or advance notice.

Applicant Certification

I certify that the information provided on this form is true, complete, and correct to the best of my knowledge. I understand that any false or misleading statements or omissions may result in disciplinary action, including termination of employment or rescission of an offer.

Additional Comments (optional)

Employee Name:

Signature:

Date:

What the Employee Anti-Harassment Policy Form Is

The Employee Anti-Harassment Policy Form documents an employer's written policy prohibiting harassment, defines covered conduct, and sets out reporting and investigation procedures. It also provides an employee acknowledgment area where staff confirm they received and read the policy. Employers use the form to create consistent expectations, record employee consent or receipt, and demonstrate a documented workplace practice for compliance and risk management purposes.

Why a Written Anti-Harassment Policy Matters

A formal policy clarifies prohibited behavior, reduces legal exposure, supports prompt investigations, and reinforces a respectful workplace. Maintaining a signed form helps employers show they provided notice and a defined complaint process.

Who Prepares and Acknowledges This Form

Employees at all levels sign or acknowledge the form to confirm receipt and understanding of obligations and reporting channels.

HR teams who draft, update, and retain signed acknowledgments for personnel files.
Managers and supervisors who distribute the policy and address frontline complaints promptly.
Legal or compliance officers who review policy language and oversee investigations or appeals.

Who Can Sign and Authorize the Policy

HR Manager

HR Managers typically adopt and distribute the form, maintain the master policy, and collect signed acknowledgments. They coordinate training, record retention, and ensure routing to appropriate managers for enforcement.

General Counsel

General Counsel or a designated legal representative reviews legal compliance and signs to confirm approval. Their signature indicates the policy reflects applicable law and that the company has a defined complaint and investigation process.

Core Elements to Include on the Form

A professional Employee Anti-Harassment Policy Form combines definitional clarity with clear reporting steps and an employee acknowledgment section for signatures.

Policy Statement

A concise statement that harassment is prohibited and the company is committed to a respectful workplace, making clear scope and applicability.

Definitions

Clear definitions of harassment, sexual harassment, retaliation, and protected characteristics so employees understand covered conduct.

Reporting Procedure

Step-by-step reporting channels including designated contacts, multiple reporting options, and confidentiality limits.

Investigation Process

Outline timelines, investigators, interim protections, evidence handling, and how determinations and remedies are made.

Retaliation Protections

A statement prohibiting retaliation against reporters and witnesses, with examples and consequences for violators.

Acknowledgment

A signature block for the employee and a date field confirming receipt and understanding of the policy and reporting obligations.

Step-by-Step: How to Complete and Collect Signatures

A straightforward sequence helps ensure every employee receives, reviews, and acknowledges the policy without gaps.

01

Prepare Policy: Draft or update policy language and approval routing.
02

Set Distribution: Identify recipients and choose delivery method (paper, email, e-signature).
03

Collect Acknowledgments: Send form and capture signatures, dates, and any opt-out notices.
04

Store Records: Archive signed forms in a secure HR repository with access controls.

Typical Digital Workflow for the Policy Form

Digital workflows reduce friction when distributing the policy and collecting signed acknowledgments across an organization.

Upload Document: Upload the finalized policy to your eSignature or document management platform.
Add Fields: Place signature, date, and text fields where employees must acknowledge information.
Send to Signers: Send via email or secure link and set signer order if needed.
Archive Signed Copy: Store signed records with audit trail and access controls for future review.

Recommended Configuration for an eSignature Workflow

Configure these settings when automating distribution and signature collection to minimize delays and ensure compliance.

Field	Configuration
Authentication	Email link with optional SMS code for higher assurance
Routing Order	HR first, then manager, then legal as approvers
Reminder Schedule	Auto-remind at 7 and 14 days after initial send
Archive Location	Secure HR folder with role-based access controls

Technical and Integration Considerations

Verify that the platform retains audit trails, encrypts data at rest and in transit, and fits your retention and access policies.

Integrations: Integrate with HRIS and document systems such as HR platforms, payroll, and common CRMs.
Supported Formats: Accept common file types including PDF and DOCX for reliable field placement.
Authentication: Support email, SMS, and stronger multi-factor options for higher-assurance signatures.

Timing: When to Distribute and Recollect Acknowledgments

Establish clear timing for initial delivery, onboarding distribution, periodic recertification, and investigation response to set expectations.

Onboarding Distribution:

Provide policy at hire or within the first week of employment.

Acknowledgment Deadline:

Request signed acknowledgment within 7–14 days of receipt.

Annual Review:

Re-distribute or recertify policy annually or after material updates.

Investigation Response:

Aim to complete initial inquiry steps within 30 days of a report.

Appeal Period:

Allow 7–14 days for an employee to request review or appeal a determination.

Key Milestones from Draft to Ongoing Monitoring

Map major milestones so stakeholders know responsibilities and timing for adoption and upkeep.

01

Drafting

Create or update policy language and define reporting channels.

02

Legal Review

Obtain internal or external counsel review for statutory compliance.

03

Distribution

Deploy policy to employees and collect signed acknowledgments.

04

Monitoring

Track training, incidents, and policy effectiveness going forward.

Common Mistakes to Avoid When Preparing the Form

Using vague definitions for harassment that leave interpretation to individual managers and create inconsistent enforcement.
Failing to provide multiple reporting channels, which can discourage reporting and slow response times.
Not documenting investigations or missing timelines, resulting in poor evidence trails and compliance gaps.
Distributing the form without capturing a verifiable acknowledgment, weakening proof that employees received notice.

Risks of an Incomplete or Missing Policy

Legal Liability: Increased exposure to employment litigation and damages

Regulatory Action: Potential enforcement or fines by labor agencies

Reputational Harm: Negative publicity and employee morale decline

Operational Disruption: High turnover or lost productivity during incidents

Proof Gaps: Inability to demonstrate notice or proper procedures

Retention Issues: Failure to retain records can impair investigations

eSignature Pricing Comparison for Collecting Policy Acknowledgments

This comparison shows starting prices and common features among leading eSignature vendors; signNow is listed first per platform ordering rules.

	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	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Real-World Examples of How Organizations Use the Form

These brief examples show practical adaptations used by different employers to collect policy acknowledgments and manage incidents.

Regional Health System

A hospital system integrated the policy into onboarding and linked it to confidentiality rules

They require signed acknowledgment before credentialing
The process reduced paper handling and improved investigator access to records while maintaining HIPAA safeguards.

Municipal Agency

A city agency combined the policy with an online ethics training module

Supervisors receive automatic flags when acknowledgments are missing
This approach standardized reporting and supported compliance with public-sector oversight requirements.

Practical Tips for Accurate and Efficient Completion

Follow these best practices to reduce errors, improve compliance, and simplify recordkeeping across the employee lifecycle.

Use Clear, Plain Language

Write definitions and procedures in accessible language so employees can understand expectations and reporting steps without legalese.

Centralize Distribution

Distribute policy electronically through a single platform to ensure consistent versions and simplify tracking of acknowledgments.

Set Reminders and Deadlines

Automate reminders and escalation for unsigned acknowledgments to avoid compliance gaps and incomplete personnel files.

Retain an Audit Trail

Keep timestamps, IP addresses, and signer identity evidence to support investigations and legal defensibility.

Frequently Asked Questions and Troubleshooting

Answers to common questions about distribution, signature methods, recordkeeping, and what to do when incidents are reported.

Need help? Contact support

Can employees sign electronically?
Yes. Electronic signatures are generally enforceable under federal ESIGN and state UETA laws when they show intent, consent, attribution, and retained records. Ensure your platform captures an audit trail and consent to electronic records for consumer-facing scenarios.
Is notarization required for this form?
Not typically. Anti-harassment policy acknowledgments do not usually require notarization. Use notarization only when your organization has a specific internal control requirement or when a jurisdiction or process explicitly requests it.
How often should the form be updated?
Update the form whenever substantive legal or procedural changes occur, and re-distribute after material updates. Annual reviews are a common best practice to ensure currency with state and federal requirements.
What if an employee refuses to sign?
Document the refusal, provide a record of distribution, and follow internal disciplinary or administrative procedures. Maintain evidence that the employee received the policy and was given opportunity to ask questions.
How should investigation records be stored?
Store investigation files in a secure, access-controlled repository separate from general personnel files as appropriate, and apply retention schedules consistent with legal and policy requirements.
Who should receive copies of signed forms?
Keep the master copy with HR, provide a copy to the employee, and, where needed, share with supervisors or legal counsel. Limit access to those with a legitimate business need.

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