Can this form be signed electronically?

Yes. Electronic signatures are 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.

When is notarization required?

Notarization is only required when the underlying action or state law requires it; check state law for deed, affidavit, or certain power-of-attorney scenarios before notarizing.

How long should I keep completed forms?

Retain according to applicable federal rules (e.g., IRS: 3 years IRC §6501(a); HIPAA: 6 years 45 CFR §164.530(j)) and any longer state or industry requirements.

What authentication level is recommended?

Use stronger authentication (SMS code, KBA, government ID) for sensitive personnel actions; basic email links are acceptable for low-risk administrative forms.

What happens if fields are filled incorrectly?

Incorrect or missing fields can trigger re-submission, delay processing, and increase legal risk; follow fillable field guidance precisely to avoid errors.

Can I update the form after approval?

Yes, create an amendment record that references the original form, include dated signatures, and archive prior versions to preserve an audit trail.

Electronic Signature
Templates
HR
Employee Solution Form

Employee Solution Form

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

EMPLOYEE SOLUTION FORM

Employee Information

Full Legal Name Address

Phone:

Email:

Employee ID (if applicable)

Position Information

Job Title Department Reporting Manager

Start Date:

Employment Type

Full-Time Part-Time Temporary/Contract

Salary / Rate

Employment History (Most Recent)

Employer 1 — Company Name

Title:

From:

To:

Primary Responsibilities Reason for Leaving

Employment History (Previous)

Employer 2 — Company Name

Title:

From:

To:

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

Major / Concentration

References (Professional)

Reference 1 Reference 2 Reference 3

Proposed Solution Summary

Provide a concise description of the issue, the recommended corrective or accommodation measures, expected outcomes, and the rationale for the proposed solution.

Action Plan & Timeline

List specific actions, responsible party, target completion date, and success criteria. HR will monitor progress and record outcomes against these milestones.

Action Item 1

Target Date:

Action Item 2

Target Date:

Action Item 3

Target Date:

Resources Required

Training Equipment/Software Schedule Adjustment Other

If Other, describe required resources

Monitoring, Review, and Success Criteria

Describe how progress will be measured, dates for formal review, and criteria that will constitute successful resolution. Include escalation steps if objectives are not met within the agreed timeline.

Legal Disclosures & Authorizations

At-Will Employment: Nothing in this form creates an employment contract for any specific duration. Employment remains at-will and may be terminated by the employer or employee at any time, with or without cause or notice, except where prohibited by law or a separate written agreement signed by an authorized company officer.

Equal Employment Opportunity: The employer is an equal opportunity employer. Decisions regarding accommodations, corrective actions, or other employment matters are made without unlawful discrimination. Any concerns regarding discriminatory treatment should be reported through normal company complaint processes.

Background and Reference Checks: By checking the box below and signing this form, the undersigned authorizes the employer and its agents to verify any information provided in this form, to contact listed and other prior employers or references, and to obtain background checks, including criminal record searches, employment verification, and education verification, where permitted by law. The undersigned understands that any adverse information discovered may be considered in determining appropriate action under the proposed solution.

I authorize reference checks and background investigations as described above.

Applicant / Employee Certification

I certify under penalty of perjury that the information I have provided in this Employee Solution Form is true, complete, and correct to the best of my knowledge. I understand that knowingly providing false information or omitting material information may result in disciplinary action, up to and including termination. I further authorize the employer to contact former employers and references to verify statements made in this form.

I certify that all information provided is true and complete.

Printed Name:

Signature:

Date:

What the Employee Solution Form Is and When It Applies

The Employee Solution Form is a standardized HR form used to document an employee request, incident, or proposed workplace solution and the employer's response. Typical uses include accommodation requests, corrective action plans, benefits adjustments, or onboarding checklists. The form records identifying information, the nature of the request or issue, proposed remedies, timeframes, and approvals. It creates a written record that supports consistent decision-making, traceability of actions, and compliance with internal policies and applicable U.S. law such as anti-discrimination and employment recordkeeping requirements.

Why a Clear Employee Solution Form Matters

A well-structured Employee Solution Form documents facts, decisions, and approvals so managers and HR can track actions, reduce disputes, and meet regulatory recordkeeping requirements.

Who Completes and Reviews This Form

Typical participants include the employee, a direct manager, HR staff, and any required approver or reviewer.

Employees submitting requests, grievances, or accommodation notices for review.
Managers documenting incident details, proposed fixes, and performance steps.
Human Resources maintaining records, verifying compliance, and issuing final determinations.

Use role-based completion to ensure accountability and to keep a defensible record for audits or disputes.

Essential Components to Include on the Form

Organize the Employee Solution Form into clearly labeled sections so each party can supply consistent, actionable information and approvals.

Employee Info

Full legal name, job title, department, employee ID, contact details and hire date to match payroll and personnel records accurately.

Request Summary

A concise description of the request, incident, or issue including dates, locations, and any immediate actions taken by the employee or manager.

Supporting Evidence

Attach documents, emails, medical notes, or photos that substantiate the request; label attachments and date them for future reference.

Proposed Solution

Detail the remedy or accommodation proposed, its duration, expected outcomes, and any operational impacts or costs.

Approval Workflow

Designated approvers, sign-off fields, and dates for manager, HR, and any executive reviewer to create a clear decision trail.

Follow-up Plan

Scheduled review dates, monitoring actions, and the person responsible for follow-up to ensure outcomes are tracked and recorded.

Step-by-Step: Completing the Employee Solution Form

Follow these steps to ensure the form is complete, auditable, and routed correctly.

01

Prepare details: Gather dates, attachments, and witness names.
02

Fill employee fields: Enter identity, job information, and request summary.
03

Attach evidence: Upload supporting documents and label them.
04

Route for approval: Send to manager and HR for signatures and final decision.

Configuring an Online Approval Workflow

Set up sequential routing and required fields to prevent incomplete submissions and to capture approvals in order.

Field	Configuration
Required Fields	Make name, date, request summary mandatory for submission.
Approval Order	Set manager first, then HR, then optional executive reviewer.
Notifications	Enable email and in-app reminders at each step.
Retention Tagging	Apply classification for retention and legal hold.

Typical Routing for an Employee Solution Form

A clear routing path reduces processing time and preserves an audit trail for each action on the form.

Employee Submits: Form created and attachments uploaded.
Manager Review: Manager evaluates and adds recommendations.
HR Review: HR verifies policy and compliance.
Final Decision: Approver signs and records outcome.

Digital Delivery and Authentication Options

Choose delivery and signer authentication that balance ease of use with the level of identity assurance required.

Guest Signing: Email link with basic authentication.
SMS Code: Two-factor code sent to phone.
Advanced ID: KBA or government ID verification.

Stronger authentication is recommended for sensitive personnel actions and where regulatory compliance requires verified identity.

Time-Sensitive Deadlines to Watch

Certain employee-related actions trigger statutory or administrative deadlines; track submission and response dates carefully.

Employment Records Retention:

Follow CFR and IRS retention periods for payroll and personnel files.

I-9 Documentation:

Retain I-9 for required retention window per 8 CFR §274a.2.

Benefits Enrollment:

Observe enrollment windows set by plan documents and ERISA rules.

Respond to Requests:

Respond to accommodation requests promptly to reduce legal risk.

Document Reviews:

Schedule follow-up reviews and retain outcomes with dates.

Key Processing Milestones

Track these sequential milestones from submission to closure to ensure compliance and timely follow-up.

01

Submission

Employee submits the form and attachments for review.

02

Initial Review

Manager and HR assess facts and identify next steps.

03

Decision

Approver signs and documents any accommodations or corrective actions.

04

Closure

Form is closed, archived, and follow-up actions scheduled.

Common Mistakes to Avoid

Submitting incomplete information or missing dates, which slows review and may require re-submission or manual follow-up.
Failing to attach supporting evidence or mislabeling documents, causing reviewers to miss critical context.
Using informal or ambiguous language rather than factual descriptions, which increases dispute risk during investigations.
Routing to the wrong approver or skipping required signatures, undermining enforceability and auditability of decisions.

Consequences of Incorrect or Missing Records

I-9 Violations: Civil fines possible (8 CFR §274a.2).

Payroll Errors: Wage liability and penalties under FLSA.

Tax Reporting: IRS penalties for incorrect filings (IRC §6721).

HIPAA Exposure: Privacy breaches may trigger HIPAA penalties.

EEO Claims: Incomplete records complicate discrimination defense.

Litigation Costs: Increased legal and discovery expenses.

eSignature Pricing and Feature Comparison

Comparison of starting prices and core features for common eSignature vendors; signNow is listed first per table convention.

	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, no card	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 and Troubleshooting

Answers to common procedural and technical questions about completing and managing the Employee Solution Form.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are 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.
When is notarization required?
Notarization is only required when the underlying action or state law requires it; check state law for deed, affidavit, or certain power-of-attorney scenarios before notarizing.
How long should I keep completed forms?
Retain according to applicable federal rules (e.g., IRS: 3 years IRC §6501(a); HIPAA: 6 years 45 CFR §164.530(j)) and any longer state or industry requirements.
What authentication level is recommended?
Use stronger authentication (SMS code, KBA, government ID) for sensitive personnel actions; basic email links are acceptable for low-risk administrative forms.
What happens if fields are filled incorrectly?
Incorrect or missing fields can trigger re-submission, delay processing, and increase legal risk; follow fillable field guidance precisely to avoid errors.
Can I update the form after approval?
Yes, create an amendment record that references the original form, include dated signatures, and archive prior versions to preserve an audit trail.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now