Can employees sign electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and reliable retention are met.

Do policies require notarization?

No. Employment policies generally do not require notarization or witnesses; retain signed acknowledgments in personnel files instead.

What if an employee refuses to acknowledge?

Document refusal, follow established steps for in-person delivery or written receipt, and consult legal counsel before taking adverse employment action.

How to handle anonymous reports?

Accept and investigate anonymous complaints where feasible, noting that anonymity may limit evidence collection and follow-up options.

When to involve legal counsel?

Involve counsel when complaints allege criminal conduct, pattern of misconduct, or potential regulatory exposure to ensure appropriate legal protections.

How to update the policy?

Issue a revised version with an effective date, notify employees, and collect new acknowledgments; keep prior versions in the record for the retention period.

Electronic Signature
Templates
HR
Employee Nonharassment Policy

Employee Nonharassment Policy

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

EMPLOYEE NONHARASSMENT POLICY

Effective Date:

Purpose and Scope

The Company is committed to maintaining a workplace free from harassment. This policy prohibits unlawful harassment based on protected characteristics and sets forth reporting, investigation, and remedial procedures. This policy applies to all employees, contractors, interns, volunteers, applicants, clients, vendors, and any individual conducting business with the Company.

Definitions

Harassment: Any unwelcome verbal, visual, or physical conduct that creates an intimidating, hostile, or offensive work environment or that interferes with work performance.

Sexual Harassment: Unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when submission or rejection is used as the basis for employment decisions, or when such conduct has the purpose or effect of unreasonably interfering with work performance or creating an intimidating, hostile, or offensive work environment.

Protected Characteristics: Attributes including but not limited to race, color, religion, sex, pregnancy, national origin, age, disability, genetic information, marital status, sexual orientation, gender identity, veteran status, or any other status protected by applicable law.

Policy Statement

The Company prohibits harassment of employees, applicants, and other covered individuals. Harassing conduct is unacceptable whether it is carried out by supervisors, co-workers, clients, vendors, or third parties. All complaints will be taken seriously and addressed promptly and impartially.

Prohibited Conduct

Prohibited conduct includes derogatory comments, slurs, epithets, unwanted touching, sexual advances, offensive jokes, the display of offensive materials, threats, or any conduct that unreasonably interferes with an individual's work performance or creates an intimidating, hostile, or offensive work environment.

Reporting Procedure

Employees are required to report allegations of harassment promptly. Reports may be made to the employee's immediate manager, Human Resources, or any designated officer. Reports may be made orally or in writing and should include details, names of involved parties, dates, locations, and any witnesses.

Primary Reporting Contact Alternate Reporting Contact

Investigation and Response

The Company will promptly investigate all reports of harassment in a fair and objective manner. Investigations will be conducted confidentially to the extent practicable, will include interviews with the complainant, the respondent, and relevant witnesses, and will collect and preserve relevant evidence. The Company will take reasonable interim steps to protect involved parties during the investigation.

Corrective Action

If an investigation determines that prohibited conduct occurred, the Company will take timely and effective remedial action. Discipline may include counseling, training, transfer, suspension, demotion, or termination depending on the severity of the misconduct.

Non-Retaliation

The Company prohibits retaliation against any individual who reports harassment, participates in an investigation, or opposes discriminatory conduct. Retaliation is a violation of this policy and will be subject to disciplinary action.

I understand that retaliation is prohibited and that I may report retaliation if it occurs:

I acknowledge and understand

Employee and Management Responsibilities

Employees are responsible for maintaining a professional work environment and reporting conduct that may violate this policy. Managers and supervisors have a heightened responsibility to ensure compliance, to model appropriate behavior, and to promptly report and address complaints.

Training and Prevention

The Company will provide periodic training to employees and supervisors regarding harassment prevention, reporting obligations, and investigation procedures. Attendance may be required for certain positions.

Records and Confidentiality

Records of complaints and investigations will be maintained securely. The Company will limit disclosure of information to those with a legitimate need to know and will comply with applicable legal obligations regarding record retention.

Legal Remedies

This policy complements, and does not replace, any legal remedies available under local, state, or federal law. Employees retain the right to file complaints with governmental agencies in addition to or instead of internal reporting.

Personal Information

Full Legal Name Home Address Phone Number Email Address

Position Information

Job Title Department Reporting Manager Start Date Salary or Rate

Employment History (Most Recent)

Employer 1 - Company Name Employer 1 - Job Title Employer 1 - Dates Employed Employer 1 - Primary Responsibilities Employer 1 - Reason for Leaving

Employment History (Previous)

Employer 2 - Company Name Employer 2 - Job Title Employer 2 - Dates Employed Employer 2 - Primary Responsibilities Employer 2 - Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

Professional References

Reference 1 - Name Reference 1 - Phone Reference 1 - Email Reference 1 - Relationship Reference 2 - Name Reference 2 - Phone Reference 2 - Email Reference 2 - Relationship Reference 3 - Name Reference 3 - Phone Reference 3 - Email Reference 3 - Relationship

Legal Disclosures

At-Will Employment: Where applicable, employment with the Company is at-will. Nothing in this policy alters the at-will relationship unless expressly provided in a separate written agreement signed by an authorized Company representative.

Equal Opportunity: The Company provides equal employment opportunity to all employees and applicants and prohibits discrimination and harassment based on protected characteristics.

Authorization and Certification

By signing below, I certify that the personal information provided on this form is true and complete to the best of my knowledge. I authorize the Company to contact former employers and listed references for purposes of verifying employment history and other job-related information and to conduct such background checks as permitted by law.

I authorize contact with prior employers and references for verification purposes.

I authorize the Company to conduct background checks and investigations as permitted by applicable law.

I acknowledge receipt of the Employee Nonharassment Policy and agree to comply with its terms.

Additional Comments (optional)

Employee Certification

I certify under penalty of perjury that the information provided is true and correct. I understand my responsibility to comply with the Company’s policies and to report any conduct that may violate this Nonharassment Policy.

Employee Name:

Signature:

Date:

What an Employee Nonharassment Policy Is and Why It Matters

An Employee Nonharassment Policy is a workplace document that defines unacceptable conduct, outlines reporting channels, and sets procedures for investigating and resolving harassment complaints. It typically covers protected characteristics, examples of prohibited behavior, reporting options (including anonymous reporting), nondiscrimination commitments, confidentiality limits, and potential corrective actions. The policy establishes expectations for managers and employees, supports regulatory compliance, and helps create a safer work environment by documenting how allegations will be handled and what remedies may follow.

Why a Clear Nonharassment Policy Protects People and the Organization

A concise, enforceable policy reduces legal risk by demonstrating proactive prevention, consistent complaint handling, and a documented culture of respect. It supports compliance with federal protections and helps limit liability through prompt investigation, corrective action, and record retention.

Who Should Adopt and Maintain This Policy

Human resources teams, company leadership, and legal counsel are primarily responsible for adopting and maintaining an Employee Nonharassment Policy.

HR professionals and people managers who implement training and manage complaints.
Executives and business owners who set organizational tone and enforce accountability.
In-house or external legal counsel who review language for regulatory and litigation risk.

Employees across the organization should receive the policy and confirm acknowledgment; supervisors require separate guidance on investigation and discipline.

Core Elements Every Professional Policy Should Include

The policy should be clear, accessible, and include definitions, reporting options, investigative procedures, discipline ranges, confidentiality expectations, and nonretaliation assurances.

Scope

Define who is covered (employees, contractors, interns) and where the policy applies, including off-site and remote interactions.

Prohibited Conduct

List examples of harassment and discriminatory behavior, including verbal, physical, visual harassment, and conduct based on protected characteristics.

Reporting Options

Specify multiple reporting channels (supervisor, HR, hotline, anonymous) and describe how to escalate urgent matters.

Investigation Process

Explain initial intake, investigator selection, fact-gathering steps, timeline expectations, and how findings are documented.

Corrective Actions

Describe possible disciplinary measures, remedial steps for complainants, and follow-up monitoring to prevent recurrence.

Nonretaliation

Commit to protecting reporters from retaliation and outline consequences for retaliatory conduct.

Essential Information to Include on the Policy Form

Company Name: Legal entity name

Effective Date: MM/DD/YYYY

Policy Owner: HR or legal contact

Scope Details: Covered roles

Reporting Contacts: Names and channels

Revision History: Version and date

Step-by-Step: How to Complete and Issue the Policy

Follow a consistent sequence from drafting to distribution to ensure legal review, employee acknowledgment, and enforceable procedures.

01

Draft: Compile definitions, reporting steps, and remedies.
02

Legal Review: Have counsel check compliance with federal and state law.
03

Approval: Obtain executive sign-off and document versioning.
04

Distribute: Share to all employees and record acknowledgments.

How to Configure the Policy for Online Use

Set up the digital workflow to collect acknowledgments, route reports, and maintain an audit trail with secure storage.

Field	Configuration
Acknowledgment Field	Required checkbox \| date field
Signature Field	eSignature with timestamp
Routing Logic	Route to HR then legal
Retention Rule	Auto-archive after review

Where to File, Send, and Store Completed Policies

Decide authoritative storage locations and notification pathways so records are discoverable and secure after execution.

HR Records: Primary personnel file storage
Legal Archive: Retain investigative files
Secure Cloud: Encrypted document repository
Access Logs: Maintain audit trail

How to Share and Distribute the Policy Electronically

Choose delivery channels that preserve signatures, maintain an audit trail, and support secure storage.

Email Distribution: For broad notifications
Secure Link: Controlled access with authentication
HR Portal: Centralized employee access

Use a platform that supports audit trails, granular access controls, and export options to PDF or DOCX to keep a tamper-evident record.

Key Timelines and Response Expectations

Establish and communicate predictable timelines for reporting, initial response, investigation, and follow-up to ensure fairness and regulatory defensibility.

Report Promptly:

Encourage reporting as soon as possible after the incident

Initial Acknowledgment:

Respond to complainant within 2–5 business days

Investigation Period:

Complete fact-finding within 30 calendar days if practicable

Interim Measures:

Implement protective steps immediately when necessary

Closure Notice:

Provide outcome summary and next steps in writing

Common Mistakes to Avoid When Preparing the Policy

Using vague standards that fail to define prohibited conduct clearly, leading to inconsistent enforcement and confusion among staff.
Setting no alternative reporting channels or relying on a single manager, which can discourage reporting and create conflicts of interest.
Failing to document investigations or preserve evidence, weakening the employer’s ability to defend decisions in disputes or litigation.
Overpromising confidentiality; staff should be told limits to confidentiality to avoid unrealistic expectations during investigations.

Consequences of an Inadequate or Incorrect Policy

Regulatory Risk: Exposure to EEOC or state agency charges

Litigation Risk: Increased vulnerability to civil damages

Reputational Harm: Public trust and retention impact

Operational Disruption: Productivity and morale declines

Statutory Noncompliance: Failure to follow laws like 15 U.S.C. §7001 risks enforceability issues

Recordkeeping Deficit: Missing records undermine defense in disputes

eSignature Vendor Comparison for Policy Distribution and Acknowledgment

Key pricing and capability distinctions to consider when choosing an eSignature provider for distributing an Employee Nonharassment Policy; verify vendor terms and feature availability before purchasing.

	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	Varies	Varies	Varies
Bulk Send	Yes (Business Premium)	Varies	Varies	Varies	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes

Frequently Asked Questions About Employee Nonharassment Policies

Answers to common questions about drafting, distributing, and enforcing a nonharassment policy, including electronic acknowledgments and recordkeeping.

Need help? Contact support

Can employees sign electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided intent, consent, attribution, and reliable retention are met.
Do policies require notarization?
No. Employment policies generally do not require notarization or witnesses; retain signed acknowledgments in personnel files instead.
What if an employee refuses to acknowledge?
Document refusal, follow established steps for in-person delivery or written receipt, and consult legal counsel before taking adverse employment action.
How to handle anonymous reports?
Accept and investigate anonymous complaints where feasible, noting that anonymity may limit evidence collection and follow-up options.
When to involve legal counsel?
Involve counsel when complaints allege criminal conduct, pattern of misconduct, or potential regulatory exposure to ensure appropriate legal protections.
How to update the policy?
Issue a revised version with an effective date, notify employees, and collect new acknowledgments; keep prior versions in the record for the retention period.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now