Can this be signed electronically?

Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted, provided intent, consent, attribution, and retention requirements are met.

Do I need a notary or witness?

Most Employee Business Activity Notifications do not require notarization or witnesses. Use a notary only when policy or local law specifically demands authentication.

What if details change after submission?

Submit a revised notification documenting the change and date; employers should record each revision and retain prior versions for audit trails.

Who reviews and approves the notice?

Supervisors, HR, and compliance typically review disclosures. Employers should document decision rationale and any conditions in the file.

How is sensitive information protected?

Treat disclosures as personnel records; encrypt stored copies, restrict access, and follow applicable privacy laws such as CCPA or HIPAA where relevant.

Can I revoke a previously submitted notice?

Employees may amend or withdraw disclosures subject to employer policy; employers should record revocations and any impacts on prior approvals.

Electronic Signature
Templates
HR
Employee Business Activity Notification

Employee Business Activity Notification

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

Employee Business Activity Notification

Purpose: Use this form to notify the company of any outside employment, business ownership, consulting, board service, volunteer leadership, or other business activity that may be related to, competitive with, or otherwise affect your duties, performance, or the interests of the company. Completion of this form is required under company policies concerning conflicts of interest, use of company resources, confidentiality, and outside employment. Submission does not constitute approval unless explicitly stated by Human Resources or an authorized manager.

Personal Information

Full legal name Employee ID (if applicable) Home address

Primary phone

Email

Position Information

Job title Department

Direct manager

Date of hire

Current FTE / Work schedule Current base salary or hourly rate

Outside Business Activity Details

Name of external business / organization Role or title with external entity

Anticipated start date

Anticipated end date (if any)

Expected time commitment Compensation or financial interest Location and method of performance Describe nature of the activity and primary duties Is the external entity a competitor to the company?

Yes No Unsure/Need review

Will you use company time, facilities, equipment, confidential information, or proprietary resources for this activity?

Yes No

If yes, provide details and mitigation measures

Conflict of Interest and Legal Compliance

I acknowledge that I remain subject to all company policies, including but not limited to those governing conflicts of interest, confidentiality, proprietary information, and post-employment restrictions. I certify that, to the best of my knowledge, the above activity does not require disclosure beyond this form under any written agreement I have with the company (including non-compete, non-solicitation, or confidentiality agreements), except as described below.

If the activity implicates any agreement (e.g., non-compete, invention assignment), describe how you will comply Describe any potential or actual conflicts of interest

Request Type and Approvals

Indicate whether this submission is for notification only or whether you seek written approval to continue the activity. If requesting approval, include justification and any proposed restrictions or mitigation.

Notification only — no approval requested
Requesting written approval to engage in activity

If requesting approval, provide justification and proposed safeguards

Employment History

Provide the two most recent prior employers. This information may be used only for conflict assessment and authorization processes.

Prior employer 1 — Company name

Responsibilities Reason for leaving

Prior employer 2 — Company name

Responsibilities Reason for leaving

Education

Highest degree or certification Institution Graduation or completion date

Professional References

Provide three professional references who can speak to your professional conduct and qualifications.

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Notices

At-Will Employment: Nothing in this notification or any subsequent employer action constitutes a contract of employment or alters the at-will nature of employment unless set forth in a separate written agreement signed by an authorized company representative.

Equal Opportunity: The company maintains equal employment opportunity practices. This notification will be evaluated in a nondiscriminatory manner consistent with law and company policy.

Authorizations and Certifications

By signing below, I certify that all information provided in this notification is complete, accurate, and truthful. I authorize the company to review relevant records and contact the entities and individuals listed in this form for the sole purpose of assessing conflicts of interest, compliance with company agreements, or necessary security or credentialing determinations. I understand that failure to disclose material information or engaging in outside activity in violation of company policy may result in disciplinary action up to and including termination.

I certify that the information provided is accurate

I certify

I authorize the company to contact prior employers and references as necessary

I authorize I do not authorize (provide explanation below)

If you do not authorize, explain Attach supporting documents (e.g., agreement, contract, conflict mitigation plan)

Additional Comments

Employee Printed Name:

Signature:

Date:

What an Employee Business Activity Notification Is

An Employee Business Activity Notification is a written disclosure an employee provides to their employer describing outside business activities, paid or unpaid work, board memberships, consultancies, or investments that might create a conflict of interest or affect job performance. The form documents the activity, dates, compensation or equity, and any overlap with employer duties. Employers use the notice to evaluate conflicts, approve or restrict outside work, and maintain records for compliance, auditing, and personnel decisions. Properly completed notices support consistent HR handling and reduce legal risk.

Why this notice matters for employers and employees

The Employee Business Activity Notification creates a clear record of potential conflicts, enabling objective review and consistent approval decisions while protecting both the organization and the employee.

Who completes and reviews the notification

Typical participants in the notification process and their roles are listed below.

Employees required to disclose outside work, including part-time roles, consulting, board seats, or paid speaking engagements.
HR or People Operations staff who collect, review, and retain notices for personnel files and policy compliance.
Compliance, legal, or direct supervisors who assess conflicts and set conditions or approvals for the disclosed activity.

Core elements every professional notification should include

A complete Employee Business Activity Notification organizes facts so reviewers can assess conflicts quickly and consistently.

Employee ID

Unique identifier and job title to match the notice with personnel records and chain-of-command for approvals and audits.

Activity Summary

Concise description of the external work, role, employer/client, and commercial purpose to determine overlap with employer duties.

Timing

Start and expected end dates, recurring schedule, and time commitment so reviewers can evaluate interference with primary responsibilities.

Compensation

Any salary, consulting fees, equity, or referral payments associated with the activity to identify financial conflicts or disclosure obligations.

Conflicts

Statement of any perceived conflict, competing customers or IP concerns, and proposed mitigations such as non-compete waivers or firewalling.

Authorizations

Supervisor or compliance approvals, conditions of consent, and any required attestations or follow-up review dates recorded here.

Required fields to capture on the form

Employee Name: Full legal name

Title & Dept: Job title and department

Activity Description: Short description

Dates & Hours: Start/end dates

Compensation Details: Monetary or equity

Supervisor Approval: Approval status

Step-by-step: completing an Employee Business Activity Notification

Follow a consistent sequence to ensure the notice is complete, authenticated, and routed to the right reviewers.

01

Prepare details: Collect role, dates, and compensation information.
02

Complete form: Enter data carefully using required formats.
03

Sign and submit: Electronically sign and send to HR or compliance.
04

Await decision: Supervisor or compliance issues approval or conditions.

How to configure the online notification workflow

Set up routing, authentication, and retention before publishing the online form to ensure enforceable records.

Field	Configuration
Notification Type	Disclosure \| single-page form
Signers	Employee \| Supervisor \| Compliance
Routing	Sequential approval workflow
Authentication	Email link or SMS code

Where to send or file the completed form

Route completed notifications to the appropriate record holders and archive them consistently for auditability.

Primary HR File: Employer personnel record repository
Compliance Folder: Restricted access compliance archive
Supervisor Copy: Stored for performance oversight
Employee Receipt: Signed copy returned to employee

Technical and format considerations for digital submissions

Confirm accepted file formats, authentication levels, and integrations before enabling online submissions.

File Types: PDF, DOCX supported
Authentication: Email link or SMS code
Integrations: HRIS, document storage

Common timing expectations and review deadlines

Establish clear deadlines to ensure timely review and to document employer responses.

Employee Disclosure Timing:

When activity begins or upon hire

Employer Acknowledgment:

Typically within 5–15 business days

Investigation Window:

10–30 business days for conflict review

Board-level Disclosure:

As required by governance or policy

Record Retention Start:

Date of final decision

Common mistakes to avoid when preparing the notice

Incomplete activity descriptions that omit client names or commercial purpose, making conflict assessments impossible.
Failing to list compensation creates tax and compliance exposure and may trigger backup withholding or payroll adjustments.
Using inconsistent names or titles that do not match HR records, which can delay approval and record matching.
Skipping digital authentication or using weak signer verification, reducing the document's evidentiary value in disputes.

Consequences and legal risks of incorrect or missing notifications

Disciplinary Action: Up to termination

Conflict Liability: Personal liability for undisclosed conflicts

Tax Exposure: Incorrect withholding or reporting

Contract Breach: Violation of employment terms

Regulatory Risk: Agency scrutiny or fines

Reputational Harm: Damage to employer or employee

eSignature vendor comparison for handling notifications

Compare common vendor features and baseline pricing for e-signature platforms used to collect and retain Employee Business Activity Notifications.

	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 about notices and e-signing

Answers to common questions on disclosure timing, electronic validity, signatures, revocation, and privacy concerns.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures meet federal standards under the ESIGN Act (15 U.S.C. §7001) and state UETA laws where adopted, provided intent, consent, attribution, and retention requirements are met.
Do I need a notary or witness?
Most Employee Business Activity Notifications do not require notarization or witnesses. Use a notary only when policy or local law specifically demands authentication.
What if details change after submission?
Submit a revised notification documenting the change and date; employers should record each revision and retain prior versions for audit trails.
Who reviews and approves the notice?
Supervisors, HR, and compliance typically review disclosures. Employers should document decision rationale and any conditions in the file.
How is sensitive information protected?
Treat disclosures as personnel records; encrypt stored copies, restrict access, and follow applicable privacy laws such as CCPA or HIPAA where relevant.
Can I revoke a previously submitted notice?
Employees may amend or withdraw disclosures subject to employer policy; employers should record revocations and any impacts on prior approvals.

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