Can an employee sign electronically?

Yes. Electronic signatures are legally valid for most employment contracts under the ESIGN Act and UETA. Ensure the signer demonstrates intent and that the record can be retained and reproduced.

Is notarization required?

Typically no for standard employment agreements. Notarization is only necessary when a state statute or a specific clause requires an acknowledgment or notarized signature.

Who should sign on behalf of the employer?

An authorized company representative—often an HR director or officer—should sign. Confirm delegated authority internally to prevent disputes over signature validity.

How do I correct a signed contract?

Do not alter a signed document. Prepare an amendment or replacement agreement that both parties sign, or execute a signed addendum referencing the original contract.

What happens if fields are filled incorrectly?

Incorrect names, dates, or tax identifiers can delay payroll and create compliance exposure; correct errors through a signed amendment or re-execution if necessary.

How long should I keep signed starter contracts?

Follow your retention schedule: keep active files during employment and preserve records for at least three years after termination, longer if industry regulation requires it.

Electronic Signature
Templates
HR
Employee Starter Contract

Employee Starter Contract

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

EMPLOYEE STARTER CONTRACT

This Employee Starter Contract (the "Agreement") is made and entered into by and between Employer Name: with principal place of business at Address for Employer: and Employee Name: . Effective Date: .

1. Position and Duties

Employer hereby employs Employee in the capacity of Job Title: , reporting to Manager: . Employee shall faithfully perform the duties reasonably assigned, comply with company policies, and devote full working time and best efforts to the business of Employer, subject to reasonable absences for vacation and illness.

2. Term and Employment Status

Employment will commence on Start Date: and shall continue until terminated in accordance with this Agreement. The parties acknowledge that employment is at-will and may be terminated by either party at any time, with or without cause, subject only to any express written severance or statutory rights set forth herein.

3. Compensation and Benefits

Base Salary Pay Period Bonus Eligibility (if any) Benefits Commencement Date Probationary Period

4. Paid Time Off and Leave

Employee will accrue paid time off in accordance with Employer policies. Sick leave, holiday entitlement, and other leaves will be as set forth in Employer policies and applicable law. Initial PTO accrual rate:

5. Confidentiality; Intellectual Property

Employee acknowledges that, during employment, Employee will have access to confidential, proprietary, and trade secret information. Employee agrees to hold in confidence and not to disclose or use, except in authorized performance of duties, any such information. Employee hereby assigns to Employer all right, title, and interest in inventions, works of authorship, designs, discoveries and other results of Employee's work for Employer. Employee will execute documents as reasonably requested to effectuate such assignment.

6. Non-Solicitation and Non-Competition

During the term of employment and for a period of following termination, Employee shall not solicit Employer's employees or actively solicit Employer's customers for a competing business within the geographic area where Employer conducts substantial business, provided that any restriction shall be no broader than necessary to protect Employer's legitimate business interests and to the extent enforceable under applicable law.

7. Termination

Employer may terminate Employee for cause for material breach, misconduct, willful neglect of duties, material violation of law, or material breach of policy. Employer may also terminate without cause upon written notice. If Employer terminates without cause and any severance is offered, severance terms will be set forth in a separate written agreement. Employer's obligation to provide compensation shall cease as of the termination date except for wages accrued and any benefits required by law.

8. Notices

Employer Notice Address Employee Notice Address

9. Governing Law; Dispute Resolution

This Agreement shall be governed by the laws of the state specified by Employer's principal place of business, without regard to conflict of law principles. The parties agree to attempt to resolve disputes through good faith negotiation. If unresolved, disputes shall be resolved by final and binding arbitration administered in accordance with standard arbitration rules, except where injunctive or equitable relief is sought to enforce confidentiality or intellectual property rights.

10. Miscellaneous

If any provision of this Agreement is held invalid, the remainder shall continue in full force and effect. This Agreement constitutes the entire agreement between the parties with respect to the subject matter and supersedes all prior agreements. Amendments must be in writing and signed by both parties. This Agreement may be executed in counterparts, each of which shall be deemed an original.

Personal Information

Full Legal Name Address

Phone

Email

Employment History (most recent first)

Employer 1 — Company Name

Responsibilities Reason for Leaving Employer 2 — Company Name

Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References

Reference 1

Reference 2

Reference 3

Legal Disclosures

At-Will Employment: The parties agree that Employee's employment is at-will and may be terminated by either party at any time, with or without cause and with or without notice, except as agreed otherwise in writing.

Equal Opportunity: Employer is an equal opportunity employer and does not unlawfully discriminate on the basis of protected characteristics under applicable law. Employer will make reasonable accommodations as required by law.

Background Check and References Authorization

Employee authorizes Employer to contact prior employers, references, and educational institutions to verify information provided and to conduct background checks as permitted by law. Employee consents to such inquiries and acknowledges that any offer may be conditioned on satisfactory background results.

I authorize contact and background checks:

I consent to background checks and reference verification.

Applicant Certification

I certify that all information provided in connection with my application and this Agreement is true, complete, and correct to the best of my knowledge. I understand that falsification, omission, or misrepresentation may be grounds for denial of employment or immediate termination, regardless of when discovered.

I acknowledge receipt of this Agreement and agree to be bound by its terms upon execution by both parties.

Employee Printed Name:

By:

Date:

Employer Printed Name:

By:

Date:

What an Employee Starter Contract Is

An Employee Starter Contract is a written agreement used at the beginning of an employment relationship to document role, compensation, start date, basic duties, confidentiality obligations, and other onboarding terms. It establishes the legal relationship between employer and new hire, clarifies expectations, and creates a record used for payroll, benefits enrollment, and compliance. These contracts may be standalone offer letters, short-form employment agreements, or part of a broader onboarding packet that includes tax forms, policy acknowledgements, and direct-deposit authorizations.

Why a Clear Starter Contract Matters

A concise starter contract reduces ambiguity about pay, duties, and probationary terms, lowering disputes and onboarding friction. It also creates a documented basis for payroll setup and benefits eligibility while supporting regulatory compliance for recordkeeping and I-9 verification.

Who typically completes an Employee Starter Contract

Each party should retain a signed copy and confirm that names and dates match supporting records to avoid downstream issues.

HR teams preparing standardized offer templates and collecting supporting forms during onboarding.
Hiring managers who confirm role specifics and approve any manager-level changes before signature.
New employees who review, sign, and return the contract and complete required tax and identity forms.

Core sections to include in a professional starter contract

A complete starter contract balances clarity with brevity. Include essential legal and operational items so both parties understand obligations from day one.

Parties

Identify the employer entity and the employee by full legal name and business title, including employer address to avoid ambiguity.

Position

Describe job title, reporting manager, primary duties, and whether the role is exempt or nonexempt under the Fair Labor Standards Act.

Compensation

State salary or hourly rate, pay frequency, bonus eligibility, and any sign-on or relocation payments with clear payment timing.

Start Date

Specify the effective start date in MM/DD/YYYY format and any onboarding milestones or probationary period length.

Confidentiality

Include non-disclosure obligations, IP assignment terms if applicable, and any restrictions on use of proprietary information.

At-Will / Term

State whether employment is at-will or for a fixed term and include dispute resolution, governing law, and arbitration clauses if used.

Step-by-step: completing the Employee Starter Contract

Follow these sequential steps to prepare, sign, and store the starter contract correctly.

01

Prepare template: Select the appropriate offer template and customize role and pay details.
02

Attach forms: Include W-4, I-9 instructions, direct deposit form, and policy acknowledgements.
03

Send to signer: Deliver electronically or in person to the new hire for review and signature.
04

Store record: Save signed copies in HRIS and secure file storage per retention policy.

Configuring an online starter contract workflow

When automating the starter contract process, configure fields, signer order, and authentication to match your compliance needs.

Field	Configuration
Template Selection	Choose a standardized template to reduce manual edits and errors.
Signer Order	Set employee to sign first or second depending on whether HR must countersign.
Authentication Level	Use email or SMS codes for hire-level identity; require stronger verification for executive hires.
Reminders & Routing	Set automated reminders and route copies to payroll and HR after completion.

Digital signing and system requirements

Confirm platform compatibility with your HRIS, single sign-on, and retention policies before widespread rollout; ensure HIPAA or other addenda if health data is involved.

File formats: PDF, DOCX accepted
Integrations: HRIS and payroll
Security: TLS and AES encryption

Where to send and file completed starter contracts

Define final recipients and storage locations to ensure payroll and legal teams can access executed agreements quickly.

Employee: Provide a signed copy to the employee for their records.
HR Records: Save the signed document in the employee's HR file and HRIS.
Payroll Team: Send compensation details to payroll for setup.
Legal/Compliance: Retain a copy for any required legal review or disputes.

Supporting documents and file formats to keep with the contract

Collect standard supporting documents and save copies in common formats so all teams can access and process onboarding records.

Tax Forms

W-4 in PDF or DOCX, completed before the first payroll; keep the employee-provided copy and the processed payroll copy.

Identity Documents

I-9 supporting documents (ID, passport) scanned as PDF; follow I-9 retention rules and retain proof of inspection.

Direct Deposit

Bank routing and account details saved securely; mask account numbers in HR views to limit exposure.

Policy Acknowledgements

Signed employee handbook acknowledgements, confidentiality agreements, and arbitration consents stored with the contract.

Time-sensitive items and typical deadlines

Track statutory and internal deadlines tied to onboarding to avoid penalties and ensure benefits enrollment and payroll accuracy.

Tax Withholding Setup:

Complete W-4 before first payroll run.

I-9 Completion:

Employer must complete Form I-9 within three business days of hire.

Direct Deposit Activation:

Allow one payroll cycle for financial institution setup.

Benefits Enrollment:

Follow plan-specific windows, commonly 30–60 days after start date.

Probation Review:

Schedule evaluation at the end of the stated probationary period.

Common mistakes to avoid when preparing starter contracts

Using informal or abbreviated legal names, which creates mismatches across tax and background check records and delays payroll setup.
Leaving compensation terms vague, such as unspecified bonus criteria or unclear commission structures that cause later disputes.
Failing to attach required supporting forms (W-4, I-9) or delaying identity verification, which can lead to regulatory fines.
Not defining signatory authority, causing unsigned or invalid agreements when a manager lacks delegated signing power.

Consequences of incorrect or incomplete starter contracts

Payroll Delays: Late pay or misclassified pay

Tax Withholding: Backup withholding risk

I-9 Violations: Civil fines possible

Benefits Errors: Lost coverage windows

Dispute Exposure: Contract ambiguity risk

Non-compete Issues: Enforceability varies

Frequently asked questions about using an Employee Starter Contract

Answers to common practical and legal questions encountered when creating, signing, and storing starter contracts.

Need help? Contact support

Can an employee sign electronically?
Yes. Electronic signatures are legally valid for most employment contracts under the ESIGN Act and UETA. Ensure the signer demonstrates intent and that the record can be retained and reproduced.
Is notarization required?
Typically no for standard employment agreements. Notarization is only necessary when a state statute or a specific clause requires an acknowledgment or notarized signature.
Who should sign on behalf of the employer?
An authorized company representative—often an HR director or officer—should sign. Confirm delegated authority internally to prevent disputes over signature validity.
How do I correct a signed contract?
Do not alter a signed document. Prepare an amendment or replacement agreement that both parties sign, or execute a signed addendum referencing the original contract.
What happens if fields are filled incorrectly?
Incorrect names, dates, or tax identifiers can delay payroll and create compliance exposure; correct errors through a signed amendment or re-execution if necessary.
How long should I keep signed starter contracts?
Follow your retention schedule: keep active files during employment and preserve records for at least three years after termination, longer if industry regulation requires it.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now