Can this agreement be signed electronically?

Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Do I need a notarized signature?

Not usually for routine employment agreements; notarization is only required if state law or a specific clause demands it. Check state-specific rules or consult counsel for high-risk clauses.

How do I update the agreement later?

Execute an amendment signed by all parties or replace the agreement with a new signed version. Retain both originals and tag records with effective and termination dates.

Who must sign on behalf of the employer?

A duly authorized signatory such as an HR director, officer, or delegated manager. Document the signer's authority in corporate records to avoid enforcement challenges.

What privacy protections are required?

If medical information is collected, include HIPAA-compliant language and obtain authorizations. Limit data access, and store records under encryption and access controls.

How long should I retain the signed agreement?

Retain for the agreement term plus a minimum of three years; retain health-related records for six years per HIPAA (45 CFR §164.530(j)) and follow any longer state or industry retention rules.

Electronic Signature
Templates
HR
Employee Inclusion Agreement

Employee Inclusion Agreement

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

EMPLOYEE INCLUSION AGREEMENT

This Employee Inclusion Agreement (the Agreement) is entered into between Company: and Employee Name: , effective as of .

Personal & Position Information

Employee Contact Information Position Details

Start Date:

Inclusion Commitments of the Employer

The Company commits to maintaining a workplace free from unlawful discrimination and harassment and to proactively foster diversity, equity, and inclusion. The Company will:

1. Provide regular training on inclusive behavior, unconscious bias, and bystander intervention; implement documented procedures for receiving and investigating concerns; and apply corrective measures where appropriate.

2. Make reasonable accommodations for employees with disabilities or sincerely held religious beliefs in accordance with applicable law, subject to operational requirements.

3. Collect voluntary inclusion-related data in a confidential manner, use aggregate reporting to measure progress, and restrict access to personally identifiable inclusion data to authorized personnel only.

Employee Commitments

The Employee agrees to contribute to an inclusive workplace by:

1. Participating in required inclusion and workplace-conduct training and engaging respectfully with colleagues.

2. Reporting concerns of discriminatory conduct, harassment, or retaliation promptly through established reporting channels.

3. Cooperating with reasonable requests in investigations and providing truthful information.

Voluntary Self-Identification (Confidential)

Providing the information below is entirely voluntary. This information will be used only for lawful, aggregate reporting and accommodation purposes.

Race / Ethnicity (select all that apply)

White Hispanic or Latino Black or African American Asian

American Indian or Alaska Native Native Hawaiian or Other Pacific Islander Other

Gender Identity

Male Female Non-binary/Third gender Prefer not to say

Veteran Status

I am a veteran I am not a veteran

Disability Status

I have a disability I do not have a disability Prefer not to say

Reasonable Accommodation Request (optional)

Privacy, Data Handling, and Confidentiality

Inclusion-related information, including voluntary self-identification and accommodation requests, will be treated as confidential and maintained separately from personnel files when practicable. Access to personally identifiable inclusion data will be limited to individuals with a legitimate business need. Aggregate metrics may be published without personally identifiable details.

Non-Retaliation and Reporting

The Company prohibits retaliation against any individual who in good faith reports a concern, participates in an investigation, or requests an accommodation. Violations of this prohibition will result in disciplinary action up to and including termination.

Legal Disclosures

At-Will Employment: Nothing in this Agreement modifies the at-will nature of employment unless the parties enter into a separate written agreement signed by an authorized representative of the Company. Either party may terminate the employment relationship at any time, with or without cause or notice, unless explicitly stated otherwise in a separate written contract.

Equal Opportunity: The Company is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected characteristics under applicable law.

Employment History

Previous Employer 1 - Company

Dates Employed:

Responsibilities Previous Employer 2 - Company

Dates Employed:

Responsibilities

Education

Graduation Date:

References (Professional)

Reference 1 Reference 2 Reference 3

Certifications and Authorizations

I certify that the information provided in this Agreement and accompanying materials is true and complete to the best of my knowledge. I understand that false statements or omissions may be grounds for corrective action, up to and including termination of employment.

Background Check Authorization: I authorize the Company and its agents to obtain background information, consumer reports, and other lawful inquiries as needed for employment purposes.

Employer and Reference Contact Authorization: I authorize the Company to contact my previous employers and listed references for the purpose of verifying employment history and eligibility.

Data Release: I consent to the collection and use of voluntary self-identification data consistent with the privacy terms of this Agreement.

Acknowledgment

By signing below, the parties acknowledge receipt of this Agreement, confirm they understand their respective commitments, and agree to abide by the terms herein. This Agreement may be amended only by a written document signed by both parties.

Employer (Company) - Print Name:

By:

Date:

Employee - Print Name:

By:

Date:

What the Employee Inclusion Agreement Covers

An Employee Inclusion Agreement is a written contract between an employer and an employee that documents terms for participation in an inclusion program, diversity initiative, or workplace accommodation plan. It typically describes the scope of the program, responsibilities of each party, confidentiality or data-handling expectations, effective dates, duration, and any compensation or benefits tied to participation. The agreement clarifies obligations and helps reduce misunderstandings about eligibility, performance measures, and privacy protections for personally identifiable information or health-related data.

Why use a formal Employee Inclusion Agreement

A written agreement creates clear expectations, documents consent, and reduces legal uncertainty for both parties. It supports compliance with workplace laws, preserves records for audits, and provides a reference if disputes arise over accommodations, confidentiality, or program exit terms.

Who prepares and signs this agreement

Typical users include HR professionals, hiring managers, diversity officers, and individual employees entering an inclusion or accommodation arrangement.

HR teams and general counsel managing program design and compliance
Line managers coordinating duties, schedules, or accommodations for an employee
Employees who accept program terms or request reasonable accommodations

Use the agreement when documenting enrollment, changes to role or schedule, confidentiality obligations, or when evidence of consent and retention is required for regulatory or internal audit purposes.

Core sections to include in a professional agreement

A complete Employee Inclusion Agreement combines administrative details, legal clauses, and operational provisions so both parties understand expectations and remedies.

Parties

Identify employer legal entity and employee with full legal names and job titles; include appropriate departmental contacts and HR representative information for notices and escalation.

Scope

Define the specific program or accommodation being provided, including duties, working hours, location changes, performance expectations, and any project or reporting requirements tied to participation.

Term

Specify effective date and termination conditions, including automatic expiry, renewal terms, and grounds for early termination by either party with notice periods.

Compensation

Detail any pay changes, stipends, reimbursements, or non-monetary benefits linked to the agreement; state if existing pay and benefits continue unchanged.

Privacy

Describe how personal and health-related information will be handled, stored, and shared; reference HIPAA protections where medical information is involved and note required authorizations.

Dispute & Governing Law

Include governing state, dispute resolution (mediation/arbitration), and any required notice process; this clarifies jurisdiction and reduces later procedural disputes.

Step-by-step: completing the Employee Inclusion Agreement

Follow these sequential steps to prepare, review, and finalize the agreement with minimal friction.

01

Prepare draft: Populate party names, program scope, term, and compensation.
02

Review internally: Have HR and legal review for compliance and policy alignment.
03

Send to employee: Share via secure eSignature or internal HR portal.
04

Execute and retain: Collect signatures, store final copy, and record retention metadata.

Online configuration checklist for digital completion

Configure these settings in your eSignature or document-management platform before sending the agreement.

Field	Configuration
Signer Order	Employee first, then HR or manager
Authentication	Email link or SMS code; use stronger methods for sensitive data
Required Fields	Make name, date, and signature fields mandatory
Retention Tag	Add metadata: program name, effective date, retention period

Digital signing and platform requirements

Choose a secure eSignature platform that supports required authentication, audit trails, and storage controls for personal or health-related data.

Authentication: Email, SMS code, or stronger
Audit Trail: Timestamp and IP logging
Integrations: HRIS, payroll, or document storage

Ensure the provider supports applicable compliance frameworks (ESIGN, UETA, HIPAA BAA where needed), and integrates with HR and records systems for consistent retention.

Typical routing: where to send the completed agreement

Identify the internal and external recipients and the final storage location to support workflows and retention.

Employee: Sign and keep personal copy
HR records: Store signed agreement in employee file
Manager: Receive notification and maintain local record
Legal: Retain for compliance and dispute defense

Key timing and processing expectations

Be aware of typical deadlines that affect execution, payroll, and retention to avoid delays or reporting issues.

Effective date entry:

Enter before signatures to clarify obligation start

Payroll changes:

Submit to payroll by cutoff to take effect on next cycle

Internal review:

Allow 3–5 business days for HR and legal review

Document delivery:

Signed copies should be delivered to all parties immediately

Retention tagging:

Apply retention metadata within 7 days of execution

Common mistakes to avoid when preparing the agreement

Leaving the effective date blank or using ambiguous phrasing that creates disputes over when obligations begin
Failing to specify compensation or benefits clearly, which can lead to payroll errors or legal claims
Using inconsistent party names (payroll vs legal entity) that complicate enforcement and tax reporting
Not addressing privacy for medical or sensitive information, which can breach HIPAA or internal policy

Short list of legal risks and potential penalties

Payroll errors: Wage claims possible

I-9 noncompliance: Citations under 8 CFR §274a.2

HIPAA violation: Civil penalties apply

Tax reporting: Backup withholding triggers

Breach of contract: Remedies and damages

Evidence gaps: Undermined enforceability

Real-world examples of use and outcomes

These brief examples illustrate how organizations document inclusion arrangements and the practical results they report.

Optica Ventures — COO

A small venture firm used a written inclusion agreement to formalize part-time return-to-work terms after parental leave, clarifying hours and deliverables.

The arrangement reduced scheduling conflicts and preserved benefits continuity.
Brian Fitzgibbons said the simple interface made it easy for the team and their customers, and the documented terms cut follow-up questions during reintegration.

Fertility Centers of Illinois — Founder

A healthcare provider recorded accommodations for clinicians with temporary restrictions, specifying duties and supervision requirements.

The agreement aligned payroll and credentialing updates.
John Butler noted that the secure process and compliance features helped maintain records and supported audits without disrupting patient care.

eSignature vendor comparison for signing Employee Inclusion Agreements

Use this high-level pricing and feature snapshot when evaluating eSignature platforms for secure execution and compliance support.

	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
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about the Employee Inclusion Agreement

Answers to common questions about legality, signatures, revisions, and secure storage for Employee Inclusion Agreements.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notarized signature?
Not usually for routine employment agreements; notarization is only required if state law or a specific clause demands it. Check state-specific rules or consult counsel for high-risk clauses.
How do I update the agreement later?
Execute an amendment signed by all parties or replace the agreement with a new signed version. Retain both originals and tag records with effective and termination dates.
Who must sign on behalf of the employer?
A duly authorized signatory such as an HR director, officer, or delegated manager. Document the signer's authority in corporate records to avoid enforcement challenges.
What privacy protections are required?
If medical information is collected, include HIPAA-compliant language and obtain authorizations. Limit data access, and store records under encryption and access controls.
How long should I retain the signed agreement?
Retain for the agreement term plus a minimum of three years; retain health-related records for six years per HIPAA (45 CFR §164.530(j)) and follow any longer state or industry retention rules.

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