Is an electronic signature valid?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures generally have the same legal effect as handwritten signatures when intent and attribution are clear.

Do delivery forms require notarization?

Generally no for routine equipment transfers. Notarization is only required when a statute or internal policy mandates it or when you need a notarized acknowledgment for legal purposes.

Can I use remote notarization?

Many states permit remote online notarization; rules vary. Verify your state notary commission for identity-proofing and recording requirements before using RON services.

How long should we retain completed forms?

Retain records per business needs and law: at minimum keep documents for the term plus several years; I-9 and HIPAA records have specific federal retention rules to follow.

How do I correct a signed form?

Do not alter a signed record. Create an amendment or replacement form signed by the same parties and reference the original document to preserve auditability.

What authentication is recommended for eSigning?

Use at minimum email or SMS code verification for routine deliveries; adopt stronger signer authentication for high-value assets or sensitive data access to reduce repudiation risk.

Electronic Signature
Templates
HR
Employee Delivery Form

Employee Delivery Form

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

EMPLOYEE DELIVERY FORM

Personal Information

Full Name Address

Phone:

Email:

Position Information

Job Title Department

Reporting Manager:

Start Date:

Salary / Pay Rate

Employment History

Employer 1 — Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Degree Institution

Graduation Date:

References (Professional)

Reference 1

Phone:

Email:

Relationship:

Reference 2

Phone:

Email:

Relationship:

Reference 3

Phone:

Email:

Relationship:

Items Delivered / Issued

The following equipment, credentials, and materials have been issued to the employee listed above. The employee acknowledges receipt of each item, accepts responsibility for care and return upon separation, and understands the company may recover the value of unreturned items.

Item Serial # Qty Condition

Employee Initials:

Item Serial # Qty Condition

Employee Initials:

Item Serial # Qty Condition

Employee Initials:

Other items issued (describe)

Company Policies and Disclosures

At-Will Employment: Employment with the company is at-will. Nothing in this document or in any company communications creates a contract guaranteeing employment for any specific term. Either the employee or the company may terminate employment at any time, with or without cause or notice, except where otherwise prohibited by law.

Equal Employment Opportunity: The company prohibits unlawful discrimination and provides equal employment opportunity regardless of race, color, religion, sex, national origin, age, disability, or any other protected characteristic. Employees are expected to comply with company policies and report concerns promptly.

Certification and Authorizations

I certify that all information provided on this form is true and complete to the best of my knowledge. I acknowledge receipt of the items listed above and accept responsibility for their care. I agree to return all company property upon request or upon termination of employment. I understand the company may recover replacement or repair costs for items not returned in acceptable condition.

Authorization to Contact Prior Employers and Conduct Background Checks: I authorize the company to contact prior employers, references, and educational institutions to verify the information I have provided and to obtain background information as permitted by law. I understand that any adverse information obtained may be considered in employment determinations.

Consent to Background Check

I consent to a background check and verification of information provided.

Acknowledgment of Return Obligations

I acknowledge that items issued must be returned upon separation and that failure to return items may result in payroll deduction or other recovery actions as permitted by law.

Applicant Certification

I certify under penalty of law that the statements made on this form are true and complete. I understand that any falsification, omission, or misrepresentation may disqualify me from employment or lead to disciplinary action, including termination.

Employee Printed Name:

Signature:

Date:

What the Employee Delivery Form Is and When to Use It

An Employee Delivery Form documents transfer of company property, documents, or credentials to an employee and records condition, serial numbers, return obligations, and acknowledgement of receipt. Organizations use it at onboarding, reassignment, temporary checkout, or offboarding to create a clear record and chain of custody. A completed form helps HR, IT, and asset managers track inventory, assign liability, and demonstrate that an employee accepted specified items on a given date. The form may be completed on paper or as a secure electronic record that preserves signer attribution and an audit trail.

Why a Clear Delivery Record Matters

A documented receipt reduces disputes, clarifies return responsibilities, supports internal audits, and preserves evidence of acceptance for payroll or recovery calculations while improving operational tracking.

Who Prepares and Who Signs an Employee Delivery Form

Typical participants include HR, IT, facilities, and the employee receiving the items.

HR administrators complete form entries and retain a personnel file copy.
IT or asset managers record serial numbers, device condition, and configuration details.
Employees sign to acknowledge receipt, condition, and the return policy.

The completed form should be copied to personnel records, asset inventory, and the employee's supervisor for accountability.

Essential Sections to Include on a Professional Form

A thorough Employee Delivery Form balances clarity and brevity; include fields that identify parties, list items precisely, and capture signatures plus dates to ensure enforceable acknowledgement.

Recipient Info

Employee legal name, employee ID, department, and contact details so the record unequivocally identifies the person accepting responsibility for the items.

Itemized Inventory

Separate line items for each piece of equipment or document, including description and model to avoid ambiguity when matching returned items to the original delivery.

Serial Numbers

Unique device identifiers or license numbers recorded for each item to support tracking, warranty claims, and loss recovery calculations.

Condition Notes

Pre-delivery condition and any existing damage should be noted to prevent disputes about preexisting defects versus later damage.

Return Terms

Clear deadlines, acceptable condition on return, and financial liability or replacement cost terms that apply if items are lost or damaged.

Signatures & Dates

Employee signature, preparer signature, printed names, and dates to confirm acceptance and to establish an exact effective date for obligations.

Required Fields at a Glance

Employee Name: Full legal name

Employee ID: Company-assigned identifier

Item Description: Model and type

Serial Number: Unique device ID

Condition: New, good, fair, damaged

Signatures: Signed and dated

Step-by-Step: Completing the Employee Delivery Form

Follow these sequential steps to capture a complete, auditable delivery record suitable for personnel files and asset tracking systems.

01

Identify Parties: Enter employee details and preparer information accurately.
02

List Items: Record each item with description and serial number.
03

Note Condition: Describe visible condition before handing over.
04

Obtain Signatures: Have employee and preparer sign and date the form.

How to Set Up a Digital Delivery Workflow

Configure an online workflow that routes forms to preparer, employee, and records storage automatically for completion and retention.

Field	Configuration
Recipient Field	Populate from HR directory
Asset Table Field	Allow multiple line items
Signature Field	Require signer and timestamp
Storage Destination	Auto-save PDF to personnel folder

Where Completed Forms Should Be Sent

Designate a clear routing path so HR, IT, and the employee each receive a copy and the record feeds asset inventory systems.

Employee Copy: Delivered to employee via email or portal
HR Records: Stored in personnel file for compliance
IT Inventory: Imported to asset management system
Supervisor: Optional notification for visibility

Distribution Channels and Technical Requirements

Choose delivery methods that meet accessibility, authentication, and retention needs for your organization.

Supported Formats: PDF, DOCX accepted
Authentication: Email, SMS code, or stronger
Integrations: HRIS, Google Drive, or Box

Typical Timing and Processing Expectations

Set internal deadlines so records are captured promptly and asset registers remain current; different teams must adhere to turnaround standards.

Onboarding Delivery:

Deliver items at or before employee start date

Form Completion:

Complete and sign within 24–72 hours of delivery

Inventory Update:

Update asset register within 48 hours

Return Deadline:

Specify return due date at separation

Retention Start:

Record retention begins on signature date

Common Preparation Mistakes to Avoid

Omitting serial numbers: missing identifiers make reconciliation and replacement chargebacks difficult and can delay warranty or theft investigations.
Using vague descriptions: listing 'device' without make, model, or serial number increases dispute risk when items are returned.
Neglecting return terms: unclear timelines or condition standards create ambiguity about who bears replacement costs after separation.
Failing to store copies securely: lost or inaccessible records impede audits and can weaken legal positions in recovery actions.

Short Risks and Consequences of Incomplete Records

Liability Exposure: Possible replacement costs

Dispute Risk: Harder to resolve claims

Audit Failure: Noncompliance with internal controls

Payroll Adjustments: Potential deductions or chargebacks

Data Loss: Security or privacy incidents

Legal Weakness: Weaker evidence in litigation

Real-World Examples of Delivery Forms in Use

These brief arcs show how organizations apply delivery forms to onboarding, asset tracking, and remote closings in practice.

Martin Properties — Onboarding

The property manager standardized device handoffs to tenants and new hires to reduce disputes.

Process alignment improved tracking across sites.
I can process and execute all of these documents online with 100% compliance and built-in security. Whether on mobile or working offline, I can get forms back to their necessary parties efficiently.

Fertility Centers of Illinois — Clinical Equipment

The clinical director required serial-numbered inventory for sensitive devices and consumables.

Adding a return policy clarified liability and costs.
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

Practical Tips for Accurate and Efficient Completion

Follow these practices to reduce errors, simplify audits, and maintain a reliable chain of custody for delivered items.

Use Standardized Templates

Adopt a single company template to ensure consistent fields, reduce omissions, and make automation and reporting reliable across departments.

Capture Identifiers

Always record serial numbers and asset tags; these fields enable matching, insurance claims, and accurate depreciation calculations.

Require Signer Attribution

Collect printed name, signature, and date; for electronic signing ensure the platform captures timestamp, IP, and signer identity evidence for audit purposes.

Automate Storage

Automatically route completed forms to HR, IT, and secure cloud storage to avoid manual filing errors and to preserve accessibility for audits.

eSignature Pricing Comparison for Document Execution

Compare common vendor pricing and compliance features that matter when you deploy an electronic Employee Delivery Form; signNow is listed first per vendor comparison guidelines.

	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 card required	Varies by plan	Varies by plan	Varies by plan	Varies by plan
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 by plan	Varies by plan	Varies by plan

Frequently Asked Questions About Employee Delivery Forms

Answers to common questions about validity, electronic signatures, notarization, retention, and correcting completed forms.

Need help? Contact support

Is an electronic signature valid?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and state UETA laws, electronic signatures generally have the same legal effect as handwritten signatures when intent and attribution are clear.
Do delivery forms require notarization?
Generally no for routine equipment transfers. Notarization is only required when a statute or internal policy mandates it or when you need a notarized acknowledgment for legal purposes.
Can I use remote notarization?
Many states permit remote online notarization; rules vary. Verify your state notary commission for identity-proofing and recording requirements before using RON services.
How long should we retain completed forms?
Retain records per business needs and law: at minimum keep documents for the term plus several years; I-9 and HIPAA records have specific federal retention rules to follow.
How do I correct a signed form?
Do not alter a signed record. Create an amendment or replacement form signed by the same parties and reference the original document to preserve auditability.
What authentication is recommended for eSigning?
Use at minimum email or SMS code verification for routine deliveries; adopt stronger signer authentication for high-value assets or sensitive data access to reduce repudiation risk.

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