Is an electronic signature valid?

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

Do I need a notary or witness?

Typically no for routine position deliveries. Notarization or witnesses are only required if the document also conveys powers or creates legal instruments that state law requires to be acknowledged.

What if the employee disagrees with the delivery?

Document the disagreement in writing, preserve the original delivery, and follow your internal dispute or grievance procedures; consult counsel if contractual rights or compensation are contested.

How should I correct an error after signing?

Issue an amended delivery with a clear amendment date and signature blocks for all parties, or execute a replacement document; retain both original and amended versions for audit purposes.

How long must I keep the delivery?

Retain for at least 3 years after termination for tax and payroll purposes; if healthcare information is included follow HIPAA six-year retention rules (45 CFR §164.530(j)).

Can I use conditional fields in the form?

Yes. Use conditional or formula fields to populate pay or benefit changes automatically, but test logic thoroughly to prevent incorrect payroll changes.

Electronic Signature
Templates
HR
Employee Position Delivery

Employee Position Delivery

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

Employee Position Delivery

This Employee Position Delivery confirms the terms under which the position is being delivered to the Employee by the Employer. Employer Name: and Employee Name: agree as follows.

Personal Information

Full Legal Name Address

Phone

Email

Position Information

Job Title: Department:

Reporting Manager

Start Date: Probationary Period Ends:

Primary Work Location

Compensation & Benefits

Base Salary (gross): $ Pay Frequency: Weekly Bi-weekly Monthly

Bonus / Commission Structure (if any) Benefits Provided

Duties and Responsibilities

Employment History (most recent first)

Employer 1 — Company

Primary Responsibilities

Employer 2 — Company

Primary Responsibilities

Education

Highest Degree

References

Reference 1

Reference 2

Reference 3

Legal Disclosures & Authorizations

At-Will Employment: Employment with the Employer is at-will unless a separate written agreement signed by an authorized representative of the Employer explicitly provides otherwise. Nothing in this document is intended to create a contract of employment for any specific duration.

Equal Opportunity: The Employer is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other status protected by law.

Authorization to Verify: By signing below, the Employee authorizes the Employer to contact prior employers, educational institutions, and references to verify information supplied herein and to obtain background reports, including criminal and credit reports where permitted by law.

I authorize background checks and verification of prior employment and education.

Applicant Certification

I certify that all information provided in this Employee Position Delivery and accompanying materials is true, complete, and correct to the best of my knowledge. I understand that any material misrepresentation or omission may be grounds for withdrawal of this delivery or termination of employment.

I certify that the information provided is true and complete, and I accept the position terms set forth in this document.

Additional Terms

Confidentiality and Proprietary Rights: The Employee agrees to abide by the Employer's confidentiality policies and acknowledges that inventions, work product and confidential information made or conceived in the course of employment are the property of the Employer to the extent permitted by applicable law. The Employee may be required to execute separate confidentiality and assignment agreements as a condition of employment.

Other special conditions (if any)

By signing below, the parties acknowledge receipt of this Employee Position Delivery and agree that the terms set forth constitute the current position delivery between Employer and Employee.

Employer (Printed Name):

By:

Date:

Employee (Printed Name):

By:

Date:

What an Employee Position Delivery Is

An Employee Position Delivery is a written record used by employers to notify an employee of placement, reassignment, promotion, or transfer into a specific position and to document the related terms. Typical content includes the position title, department, supervisor, duties summary, effective date, compensation or salary changes, work location, and any probationary or review periods. The document creates an auditable personnel record for HR, payroll, and benefits administration and can serve as evidence of agreed job terms when retained in the employee file.

Why a Clear Employee Position Delivery Matters

A properly completed delivery reduces disputes about responsibilities, pay, and reporting relationships; it aligns HR, payroll, and compliance records and supports defensible personnel decisions under federal and state employment rules.

Who Prepares and Receives the Employee Position Delivery

This document sits at the intersection of HR, management, and payroll and is prepared whenever an employee changes position or terms.

HR administrators — draft the delivery, ensure policy compliance, and file in the personnel record.
Hiring managers — confirm duties, reporting relationships, and any probationary expectations before sending.
Payroll and benefits teams — update compensation, withholding, and benefit eligibility based on the delivery.

Clear distribution to HR, payroll, the hiring manager, and the employee ensures systems update and legal obligations are recorded.

Step-by-Step: Completing an Employee Position Delivery

Follow these sequential steps to prepare, approve, sign, and distribute the delivery so HR and payroll updates occur without delay.

01

Draft Document: Populate job title, duties, effective date, and compensation details.
02

Manager Review: Manager confirms duties and any probation period before approval.
03

HR Approval: HR verifies classification, benefits impact, and policy compliance.
04

Sign and Distribute: Obtain required signatures and send copies to HR, payroll, and the employee.

Typical Workflow for Online Completion and Routing

An electronic workflow speeds approval and preserves an audit trail; these are the common stages when using a digital signing platform.

Upload and Tag: Upload the template and place signature, date, and data fields.
Assign Signers: Enter signer emails and set signing order if needed.
Authenticate: Choose signer authentication level (email, SMS, or stronger).
Complete and Archive: Capture signatures, generate audit trail, and file in HR system.

Configuring an Electronic Workflow for Position Deliveries

Configure these fields and settings to align the delivery with internal approval rules and recordkeeping systems.

Field	Configuration
Signer Order	Manager -> HR -> Employee
Authentication	Email by default; SMS or KBA for higher assurance
Retention	Automatically archive signed PDF in HRIS
Notifications	Email reminders at 2 and 5 days until signed

Technical Options for eSigning and Delivery

Choose platform capabilities that support secure eSigning, audit trails, and integration with HR systems.

File Formats: PDF, DOCX, and editable templates
Integrations: Connectors for HRIS, payroll, and document storage
Security: TLS in transit; AES-256 at rest

Common Problems to Avoid

Mismatched names between delivery and payroll causing TIN or W-2 delays.
Missing effective date or ambiguous date formats that delay benefit enrollment.
Skipping required approvals and later reversing compensation changes.
Failing to retain an audit trail when signing electronically, which complicates disputes.

Risks and Consequences of Incorrect Deliveries

Payroll Corrections: Late or incorrect pay adjustments can trigger wage disputes and require back pay.

Tax Withholding Errors: Incorrect compensation details can lead to withholding mistakes and IRS notices.

Benefits Mis-enrollment: Delayed effective dates may cause missed open enrollment or eligibility windows.

Regulatory Exposure: Inconsistent records can complicate responses to audits under FLSA or IRS rules.

Employee Relations: Ambiguity in duties or reporting can increase grievances and turnover risk.

Recordkeeping Failures: Poor retention may prevent defense in legal claims or regulatory reviews.

eSignature Pricing Snapshot for Employee Position Delivery Workflows

Compare common pricing and feature criteria for eSignature vendors; signNow appears first per editorial format and pricing varies by billing term and plan.

	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)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No envelope cap	100 envelopes/user/year limit	Varies	Varies	Varies

Essential Elements to Include in a Professional Delivery

Ensure each delivery contains the elements below so stakeholders and systems can act on the change without ambiguity.

Position Details

Clear job title, department, and a concise list of primary duties and responsibilities to guide performance expectations.

Effective Date

A precise effective date in MM/DD/YYYY format to align payroll, benefits, and scheduling systems.

Compensation

Statement of salary or hourly rate, pay frequency, and any bonus or commission structure with calculation specifics.

Reporting Line

Name and title of direct supervisor and any matrix reporting relationships relevant to approvals and reviews.

Probation/Review

Any introductory period, review schedule, or performance milestones tied to confirmation or continued employment.

Signatures

Signature block for required signers with dates and space for HR and employee acknowledgements, including electronic signature metadata.

Frequently Asked Questions About Employee Position Delivery

Answers to common questions about format, signatures, legal validity, storage, and corrections when issuing position deliveries.

Need help? Contact support

Is an electronic signature valid?
Yes. Electronic signatures are legally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the transaction meets intent, consent, attribution, and record retention requirements.
Do I need a notary or witness?
Typically no for routine position deliveries. Notarization or witnesses are only required if the document also conveys powers or creates legal instruments that state law requires to be acknowledged.
What if the employee disagrees with the delivery?
Document the disagreement in writing, preserve the original delivery, and follow your internal dispute or grievance procedures; consult counsel if contractual rights or compensation are contested.
How should I correct an error after signing?
Issue an amended delivery with a clear amendment date and signature blocks for all parties, or execute a replacement document; retain both original and amended versions for audit purposes.
How long must I keep the delivery?
Retain for at least 3 years after termination for tax and payroll purposes; if healthcare information is included follow HIPAA six-year retention rules (45 CFR §164.530(j)).
Can I use conditional fields in the form?
Yes. Use conditional or formula fields to populate pay or benefit changes automatically, but test logic thoroughly to prevent incorrect payroll changes.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now