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Employee Hire Agreement

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EMPLOYEE HIRE AGREEMENT

Parties and Effective Date

This Employee Hire Agreement (the Agreement) is made between Employer Name: and Employee Name: .

Effective Date:

Personal Information

Position and Compensation

Anticipated Start Date:

Full-Time    Part-Time    Exempt    Non-Exempt

Pay Period:    Eligible for Bonus:

Term, Duties and At-Will Employment

Term: The employment shall commence on the Anticipated Start Date specified above and shall continue until terminated in accordance with this Agreement.

Duties: Employee shall perform the duties and responsibilities customarily associated with the Job Title and such other duties as reasonably assigned by Employer. Employee agrees to devote full working time and best efforts to the performance of such duties.

At-Will Employment: Unless otherwise set forth in a separate written agreement signed by an authorized representative of Employer, employment is at-will and may be terminated by either party at any time, with or without cause and with or without notice.

Benefits, Withholding and Policies

Benefits: Employee may be eligible to participate in Employer benefit plans to the extent permitted by the plan documents. Eligibility, coverage, and benefits are governed by the applicable plan documents and policies, which Employer may amend from time to time.

Withholding: Employer will withhold from Employee’s compensation all federal, state, and local taxes and other deductions required by law.

Policies: Employee agrees to comply with all written workplace policies and procedures adopted by Employer, including any handbook, safety, and confidentiality policies.

Probationary Period and Performance Review

Probationary Period: Employee shall be subject to a probationary period of during which performance will be evaluated. Employer may extend or waive the probationary period in its discretion.

Reviews: Performance reviews will be conducted in accordance with Employer’s standard practice. Any increase in compensation is at Employer’s discretion.

Confidentiality and Proprietary Rights

Confidential Information: Employee will not, during employment or thereafter, disclose or use Employer’s confidential, proprietary, or trade secret information except as required in the performance of duties. Confidential Information includes business plans, financial information, customer lists, pricing, and technical information.

Inventions and Assignment: To the extent permitted by law, Employee hereby assigns to Employer all rights, title, and interest in any invention, discovery, work product, or improvement made during employment relating to Employer’s business or developed using Employer resources. Employee agrees to execute documents necessary to confirm such assignment.

Restrictive Covenants (IF APPLICABLE)

Non-Solicitation: During employment and for a period of following termination, Employee will not solicit Employer’s customers or employees for purposes competitive with Employer.

Non-Competition: To the extent permitted by applicable law, Employee agrees that for following termination, Employee will not engage in a substantially similar business within . These restrictions will be applied only to the extent reasonable and enforceable.

Termination

Termination for Cause: Employer may terminate for cause for material breach, willful misconduct, fraud, or other serious violations as set forth in Employer policy. Termination without Cause: Employer may terminate employment without cause in accordance with applicable law.

Severance: Any severance arrangement must be in a separate written agreement signed by Employer.

Return of Property and Post-Termination Obligations

Upon termination, Employee shall promptly return all Employer property, confidential materials, and documents. Employee’s obligations under Confidentiality and Invention Assignment shall survive termination.

Notices, Governing Law, Severability, Entire Agreement

Notices: Notices under this Agreement shall be in writing and delivered to the addresses indicated in this Agreement or as otherwise provided in writing.

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the state specified by Employer, without regard to conflict of law rules.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions will remain in full force and effect.

Entire Agreement: This Agreement, together with any separate written agreements referenced herein, constitutes the entire agreement between the parties with respect to the subject matter.

Employment History (Prior Employers)

From:    To:

From:    To:

Education

Graduation Date:

References

Authorizations and Certifications

Background Check Authorization: Employee authorizes Employer to obtain background checks, verify employment history, and contact references and prior employers as necessary. Employee understands that employment is contingent upon satisfactory background check results when required.

Certification: I certify that all information provided in or with this Agreement is true and complete to the best of my knowledge. I acknowledge that any material misrepresentation or omission may result in denial of employment or termination.

Equal Opportunity: Employer is an equal opportunity employer. All employment decisions are made without regard to protected characteristics as defined by applicable law.

Miscellaneous Acknowledgements

Employee acknowledges receipt of a copy of this Agreement and understands the terms contained herein. Employee also acknowledges that no other verbal statements or representations constitute part of this Agreement unless reduced to writing and signed by Employer’s authorized representative.

Employer Printed Name:

By:

Date:

Employee Printed Name:

By:

Date:

Enter text✕

What an Employee Hire Agreement Covers

An Employee Hire Agreement is a written contract between an employer and a new employee that sets the terms of employment. Typical elements include position and duties, start date, compensation and benefits, work schedule, at-will or term provisions, confidentiality and IP assignment, probationary periods, and termination conditions. The agreement documents expectations for both parties, supports payroll and compliance processes, and serves as an evidentiary record if disputes arise. It can be executed on paper or electronically when ESIGN/UETA requirements are met.

Why Use a Formal Employee Hire Agreement

A clear written agreement reduces misunderstandings, documents legal rights and obligations, supports consistent onboarding, and helps employers meet statutory obligations such as tax withholding and I-9 verification.

Why Use a Formal Employee Hire Agreement

Who Prepares and Signs Employee Hire Agreements

Typical preparers include HR teams, hiring managers, and in-house or external counsel responsible for onboarding and compliance.

  • HR professionals managing offer letters and benefit enrollment for new hires
  • Hiring managers or department leads approving role, duties, and start dates
  • Company legal counsel or outside attorneys reviewing special terms or equity grants

Signers normally include the employee and an authorized company representative; executives or HR designees commonly sign on the employer's behalf.

Core Sections to Include in the Agreement

A professional Employee Hire Agreement organizes essential terms so each party understands obligations and remedies.

Parties & Recitals

Identify employer and employee using full legal names and addresses; include a brief recital that explains the purpose of employment and relationship context.

Position & Duties

Describe the job title, reporting line, primary responsibilities, expected location of work, travel expectations, and any at-will or fixed-term status.

Compensation & Benefits

Specify base salary or wages, pay frequency, bonus eligibility, equity or commission terms, and benefits enrollment details including effective dates.

Term & Termination

State the employment start date, notice requirements, any probationary period, severance terms if applicable, and grounds for immediate termination.

Confidentiality & IP

Include confidentiality obligations, IP assignment or invention assignment clauses, and any non-compete or non-solicit restrictions where enforceable.

Governing Law & Notices

Name the governing state law, specify how notices must be delivered, and identify authorized signatories for the employer and employee.

Step-by-Step: Completing and Executing the Agreement

Follow these steps to prepare, review, and finalize an Employee Hire Agreement with required compliance checks.

  • 01
    Prepare Template: Load company-approved template and populate core fields.
  • 02
    Complete Details: Fill name, title, compensation, start date, and benefits sections.
  • 03
    Legal Review: Have counsel review non-competes, IP, or equity clauses.
  • 04
    Execute Signatures: Obtain employee and authorized employer signatures, in-person or electronically.

Configuring an Online Onboarding Workflow

Key settings streamline routing, approvals, and integration with HR systems when using an eSignature platform.

Field Configuration
Routing Order Set signer order: employee first, HR second, manager last
Authentication Choose email link or SMS code; use stronger auth for sensitive hires
Reminders Enable automated reminders at configurable intervals
HR Integration Map signed document to HRIS or payroll system

Technical Requirements for eSigning and Storage

Use a platform that supports PDF/DOCX uploads, audit trails, and secure storage to preserve signature evidence and document integrity.

  • File Formats: PDF, DOCX
  • Authentication: Email, SMS code, or stronger
  • Integrations: HRIS, payroll, cloud storage

Ensure the chosen platform provides tamper-evident signed files, export options for recordkeeping, and access controls so only authorized HR and payroll staff can view sensitive employee data.

Typical Routing and Submission Flow

This sequence shows common handoffs from offer acceptance to HR filing and payroll setup.

  • Employee Signs: Employee reviews and signs agreement
  • HR Acknowledges: HR confirms receipt and uploads to HRIS
  • Payroll Setup: Payroll enters compensation and withholding
  • Onboarding Tasks: Benefits enrollment and equipment provisioning begin

Key Deadlines and Timing to Observe

Certain forms and processes have statutory or practical timing requirements during onboarding.

Signed Agreement Before Start:

Obtain signed agreement before or on the employee start date.

I-9 Completion Window:

Complete I-9 within three business days of start (8 CFR §274a.2).

W-4 for Withholding:

Collect employee's W-4 before first payroll run to set tax withholding.

Benefits Enrollment:

Provide benefits election windows per plan documents and carrier deadlines.

Probationary Review:

Conduct performance review at agreed probationary milestone, often 30–90 days.

Common Mistakes to Avoid

  • Using inconsistent names between agreement and tax records, causing payroll and tax delays
  • Failing to state clear compensation formulas for bonuses or commissions, leading to disputes
  • Skipping I-9 or collecting incorrect documentation, creating compliance risk and fines
  • Leaving governing law blank or inconsistent with company registration and operations

Shortlist of Legal and Compliance Risks

Invalid Signature: May void contractual terms
I-9 Violation: Civil fines possible
Tax Withholding Error: Leads to penalties
Breach of IP Clause: Litigation risk
HIPAA Exposure: For healthcare staff only
Ambiguous Terms: Increases litigation likelihood

eSignature Pricing and Feature Comparison

Compare common pricing and feature criteria across major eSignature vendors; signNow appears first in the table for direct comparison.

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 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

Real-World Examples of Use

Organizations across sectors use digital hire agreements to speed onboarding and improve accuracy.

Optica Ventures LLC

Optica standardized onboarding documents to reduce manual steps and speed acceptance

  • Used a single template for all hires across locations
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Fertility Centers of Illinois

Healthcare employer adapted templates to include PHI handling and BAA controls

  • Integrated signed agreements into patient-facing HR workflow
  • "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."

Frequently Asked Questions About Employee Hire Agreements

Answers to common questions about execution, eSigning, notarization, corrections, and retention for hire agreements.


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