Are electronic organizing cards legally valid?

Electronic signatures can be legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and record retention are demonstrable. Confirm any additional NLRB or local requirements before submitting electronic cards as petition evidence.

How should signers be authenticated?

Use documented methods such as government ID checks, SMS codes, knowledge‑based authentication, or RON where permitted. Record the method used on each card so authenticity can be demonstrated during verification or dispute resolution.

Can a card be revoked after signing?

Yes. A signer may revoke or withdraw support; document any revocation in writing with date and, if electronic, the authentication method. Maintain a clear revocation log to avoid double counting.

Do cards require notarization or witnesses?

Most organizing cards do not require notarization, but state notary or witness rules and RON availability vary. Use local notary guidance where a notarized authorization is desired or required by local practice.

How long should cards be retained?

Retain originals and authenticated electronic copies for the campaign duration and at least three years thereafter; extend retention if records include PHI (HIPAA 45 CFR §164.530(j)) or if state rules require longer.

What if an employer disputes card authenticity?

Preserve audit trails, authentication records, and originals. Detailed logs of signer authentication and tamper‑evident copies strengthen defenses during NLRB review or litigation.

Electronic Signature
Templates
HR
Employee Organizing Card

Employee Organizing Card

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

EMPLOYEE ORGANIZING CARD

Personal Information

Employee Name:

Home Address

Phone:

Email:

Employee ID or Badge #: Date of Hire:

Position Information

Current Job Title Department / Unit

Immediate Supervisor: Work Location / Site:

Employment History (Most Recent Two Employers)

Employer 1 - Company

Job Title: Dates Employed From: To:

Primary Responsibilities Reason for Leaving

Employer 2 - Company

Job Title: Dates Employed From: To:

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Graduation Date:

References (Professional)

Reference 1

Phone: Email:

Reference 2

Phone: Email:

Reference 3

Phone: Email:

Organizing Intent & Authorizations

I hereby indicate my support for employee organizing and authorize designated representatives to contact me and to represent me in collective representation efforts. This card signifies my affirmative statement of interest and may be used for internal organizing and verification purposes.

I consent to be contacted by organizing representatives at the contact information provided.

I authorize representatives to include my name on petitions, authorization cards, or other documentation demonstrating support for representation.

Preferred Contact Method: Phone Email Text Message

Additional Notes (optional)

Legal Disclosures

At-Will Employment: Nothing in this card alters the at-will employment relationship unless a separate, written agreement signed by the employer and employee is executed. Either the employee or the employer may terminate employment at any time, with or without cause, subject to applicable law.

Equal Opportunity Statement: The organizing effort and any representative organization will adhere to applicable nondiscrimination requirements. Support or participation will not be conditioned on membership in any particular class or category of employees not permitted by law.

Certification & Authorization to Contact

I certify that the information provided on this card is true and complete to the best of my knowledge. I understand that false statements may be grounds for rejection of this card from organizing documentation. I authorize designated representatives to contact my prior employers and references listed above for the purpose of verifying employment history, references, and other information relevant to organizing and representation efforts.

I further authorize the use and disclosure of the personal contact information provided herein to designated representatives solely for the purposes of organizing communications and representation. I understand that this information will be handled in accordance with applicable privacy laws and used only for the stated purposes.

I certify the above and provide authorization as stated.

Signature

Printed Name:

Signature:

Date:

What an Employee Organizing Card Is and When It’s Used

An Employee Organizing Card is a signed authorization from an employee indicating support for representation by a labor organization or union. Cards are used to document individual intent, demonstrate majority support during an organizing campaign, and may be submitted as authorization evidence in a representation petition to the National Labor Relations Board (NLRB). Cards can be completed on paper or electronically; electronic execution must meet applicable e-signature law requirements (ESIGN, UETA) and employer or NLRB rules for authentication and retention. Maintain clear records of collection, authentication, and any revocations.

Why a Clear, Compliant Card Matters

A properly completed card creates clear evidence of employee intent and reduces disputes over membership and representation eligibility.

Who Completes and Relies on Organizing Cards

Different parties interact with organizing cards during campaigns and filings; accuracy affects legal weight.

Employees seeking representation — Use cards to record clear, dated support for a union.
Union organizers and representatives — Collect and verify cards to demonstrate majority support.
Labor counsel and advocates — Review cards for authenticity before filing petitions or presenting evidence.

Understand each party’s role to reduce errors and protect employee choices.

Essential Parts of a Professional Employee Organizing Card

A complete organizing card contains standardized fields and a clear authorization statement so signatures can be verified and counted reliably.

Authorization Statement

A concise sentence stating the employee authorizes the union to represent them; must be explicit and signed to evidence intent and scope.

Employee Identity

Full legal name and employer details so the signer can be linked to payroll records and to prevent duplicate or misattributed cards.

Work Classification

Job title or department to support unit determination and show the signer belongs to the appropriate bargaining unit.

Signature and Date

Handwritten or electronic signature plus date of signing; dates establish timeline and are essential for petition evidence.

Authentication Note

Method used to verify signer identity (ID check, SMS code, RON, or witness) recorded on the card for auditability.

Revocation/Withdrawal

Optional line allowing the signer to later revoke support; specify process and effective date to avoid confusion.

Step-by-Step: How to Collect and Preserve Cards

Follow a consistent sequence to collect, authenticate, and store organizing cards to maintain their evidentiary value.

01

Prepare Form: Use a standard card template with required fields and clear authorization language.
02

Verify Identity: Authenticate signer via ID check, SMS code, KBA, or other documented method.
03

Capture Signature: Collect handwritten or electronic signature and record the signing date.
04

Store Securely: Retain originals and copies in a secure, tamper‑evident repository with access controls.

Where Cards Typically Travel After Collection

Understand typical routing so records are available for verification, petition filing, and potential NLRB review.

Local Organizer Files: Cards are collected and stored by the organizing committee or local representative.
Union Headquarters: Aggregated cards move to the union or counsel for review and counting.
NLRB Submission: Selected cards may be submitted with a representation petition or as evidence during hearings.
Retention Repository: Maintain originals and authenticated copies for the campaign’s official records.

Configuring an Online Card Collection Workflow

Map digital fields and authentication steps before sending electronic cards to signers to ensure legal sufficiency.

Field	Configuration
Signatory Field	Required; capture signature timestamp and IP address
Authentication	SMS code or government ID upload recommended
Conditional Fields	Show employer details only when needed
Audit Trail	Enable full event logging for every signer action

Technical Considerations for Electronic Collection

Choose platform settings that preserve audit trails, support strong authentication, and export standard audit reports.

Audit Trail: Capture IP, timestamp, and actions
Integrations: Connect to HR and storage systems
Export Formats: PDF and CSV for records

Timing and Practical Deadlines for Cards

Plan collection and retention around campaign milestones and any planned NLRB filings to avoid gaps in evidentiary records.

Start Collection Early:

Begin collecting cards well before filing to build a reliable support pool.

Before Petition Filing:

Verify and finalize card counts before submitting a representation petition to NLRB.

During Campaign:

Record any revocations immediately and update counts in real time.

Post‑Election Retention:

Keep campaign records until appeals or challenges are resolved.

Periodic Review:

Audit card records periodically during high-volume campaigns.

Key Data Elements to Capture on Every Card

Employee Name: Full legal name

Employer Name: Company or worksite

Job Title: Position or classification

Work Location: Address or site

Signature: Handwritten or e-sign

Date: MM/DD/YYYY

Common Mistakes to Avoid When Preparing Cards

Collecting unsigned or undated cards that cannot be counted during verification or hearings.
Using inconsistent name formats that prevent matching to employer payroll or personnel records.
Failing to document the authentication method used for electronic signatures or identity verification.
Not preserving original files or audit trails, which complicates dispute resolution with employers or regulators.

Risks from Incorrect or Incomplete Cards

Noncountable Cards: Cards may be rejected

Campaign Delays: Petition timing affected

Legal Challenge: Increased litigation risk

Record Disputes: Verification becomes harder

Privacy Exposure: Sensitive data mishandled

Loss of Trust: Employee confidence erodes

Practical Examples of Card Use and Recordkeeping

Two condensed scenarios show typical collection and recordkeeping approaches relevant to organizing campaigns.

Local Campaign Example

A regional organizer used a standardized card template and logged authentication methods for each signer

The organizer used SMS codes and photocopied IDs for verification
Secure storage of originals with timestamps and an audit log minimized disputes during the regional petition review and expedited verification by counsel.

Remote Collection Example

A dispersed workforce completed cards electronically with documented identity checks

Remote Online Notarization (RON) was used where permitted
Maintaining a tamper‑evident PDF with an embedded audit trail and clear signer attribution preserved evidentiary value during later reviews.

Representative eSignature Vendor Pricing and Feature Snapshot

Compare common plan entry pricing and feature availability for e-signature platforms used to collect and manage authorization cards. Verify current pricing and plan features directly with each vendor.

	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	Yes	Yes	Yes	Yes
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	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 Organizing Cards

Answers address common legal, technical, and procedural issues when collecting and using organizing cards.

Need help? Contact support

Are electronic organizing cards legally valid?
Electronic signatures can be legally valid under the ESIGN Act (15 U.S.C. §7001) and state UETA laws when intent, consent, attribution, and record retention are demonstrable. Confirm any additional NLRB or local requirements before submitting electronic cards as petition evidence.
How should signers be authenticated?
Use documented methods such as government ID checks, SMS codes, knowledge‑based authentication, or RON where permitted. Record the method used on each card so authenticity can be demonstrated during verification or dispute resolution.
Can a card be revoked after signing?
Yes. A signer may revoke or withdraw support; document any revocation in writing with date and, if electronic, the authentication method. Maintain a clear revocation log to avoid double counting.
Do cards require notarization or witnesses?
Most organizing cards do not require notarization, but state notary or witness rules and RON availability vary. Use local notary guidance where a notarized authorization is desired or required by local practice.
How long should cards be retained?
Retain originals and authenticated electronic copies for the campaign duration and at least three years thereafter; extend retention if records include PHI (HIPAA 45 CFR §164.530(j)) or if state rules require longer.
What if an employer disputes card authenticity?
Preserve audit trails, authentication records, and originals. Detailed logs of signer authentication and tamper‑evident copies strengthen defenses during NLRB review or litigation.

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