Can this agreement be e-signed?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent and consent are documented.

Do I need a notary or witness?

Not typically for routine employee values agreements. Notarization is only necessary if the employer requires it or state law for a specific clause applies.

What if an employee refuses to sign?

Document the offer to sign and follow internal policies. Counsel can advise whether signature is a condition of employment or a voluntary acknowledgement.

How do I update the agreement later?

Issue a revised agreement, indicate an effective date, and obtain re-acknowledgement. Keep prior versions archived per retention policy.

Who should sign on the employer side?

An authorized company representative with signing authority should sign and include printed name and title for clear attribution.

How long must records be kept?

Retain executive copies per your retention schedule; federally relevant records often have minimums (e.g., 3 years for tax purposes) and HIPAA requires 6 years for PHI.

Electronic Signature
Templates
HR
Employee Values Agreement

Employee Values Agreement

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

EMPLOYEE VALUES AGREEMENT

Employer Name: Employee Name:

Effective Date:

Purpose

This Employee Values Agreement sets forth the fundamental workplace values and behavioral expectations that the Employer requires of the Employee. By signing this Agreement the Employee acknowledges receipt of, understanding of, and commitment to adhere to the values, obligations, and reporting requirements described below as a condition of employment.

Core Values — Acknowledgment

The Employer's core values are central to organizational culture. The Employee indicates understanding and agreement to act consistently with the following statements by checking each box.

Integrity — act honestly and transparently in all professional dealings.

Respect — treat colleagues and clients with dignity and fairness.

Accountability — accept responsibility for decisions, actions, and outcomes.

Collaboration — contribute to team success and share knowledge openly.

Commitments and Employee Obligations

The Employee agrees to conduct work in accordance with the following obligations. Breach of these obligations may result in corrective action, up to and including termination.

1. Professional Conduct: The Employee shall maintain professional behavior that reflects the core values. The Employee shall not engage in harassment, discrimination, intimidation, or retaliation against any individual in the workplace.

2. Confidentiality and Proprietary Information: The Employee will not disclose confidential or proprietary information obtained during employment, either during or after employment, except as required in the course of performance of duties or as required by law. Confidential information includes but is not limited to trade secrets, client data, financial information, product designs, and internal business strategies.

3. Conflicts of Interest: The Employee shall avoid conflicts of interest and shall promptly disclose any actual or potential conflict to the Employee's manager in writing.

4. Compliance with Policies and Laws: The Employee must comply with all Employer policies and applicable laws, including workplace safety, data privacy, and export controls where applicable.

Reporting and Investigation

The Employee is required to report suspected violations of values or policies promptly and cooperatively participate in any related investigation. The Employer will investigate reports in a timely manner and will take reasonable steps to protect confidentiality to the extent practicable. Retaliation against individuals who report in good faith is strictly prohibited.

Consequences and Discipline

Violations of this Agreement or related Employer policies may result in disciplinary measures including counseling, written warnings, suspension, restitution, demotion, or termination. The Employer retains discretion in determining appropriate disciplinary action based on the severity and circumstances of the violation.

Personal Information

Full Legal Name Home Address Phone Email

Position Information

Job Title Department Reporting Manager Start Date Salary / Rate

Employment History (Most Recent)

Employer 1 — Company Name

Company Title Dates Employed Primary Responsibilities Reason for Leaving

Employer 2 — Company Name

Company Title Dates Employed Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

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

Legal Disclosures

At-Will Employment: The Employee understands that employment is at-will unless otherwise expressly agreed in a written contract signed by the Employer's authorized representative. Either the Employee or the Employer may terminate employment at any time, with or without cause, subject to any applicable law.

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

Applicant Certification & Authorization

I certify that all information provided in this Agreement and in associated employment records is true and complete to the best of my knowledge. I understand that false statements or omissions may result in disciplinary action, including termination.

Authorization to Contact and Background Check: I authorize the Employer and its agents to contact former employers, educational institutions, references, and to obtain background checks, criminal history checks, and other verifications as permitted by law to the extent necessary to verify my qualifications and suitability for employment.

I authorize contacts and background checks as described above.

I certify that the information provided is true, complete, and accurate.

Optional Comments

Employee Name:

By:

Date:

Employer Name:

By:

Date:

What an Employee Values Agreement is and when it applies

An Employee Values Agreement documents the behavioral expectations, core values, and mutual commitments between an employer and an individual employee. It typically outlines expected conduct, confidentiality and intellectual property terms, conflict-of-interest rules, reporting obligations, and signature blocks for both parties. Organizations use this agreement to set clear cultural standards, support consistent performance management, and provide a written basis for disciplinary measures or remedial actions when conduct deviates from stated values.

Why an Employee Values Agreement matters for employers and staff

A clear Employee Values Agreement reduces ambiguity about acceptable conduct, supports compliance with industry rules, and documents mutual expectations. For regulated sectors, it helps demonstrate governance controls; for all employers, it provides evidence of communicated standards that can be relied on in internal investigations or disputes and supports consistent HR decision-making.

Who typically prepares and signs this agreement

Organizations and individuals use the Employee Values Agreement to align expectations at hire or when updating workplace policies.

HR managers and talent teams who prepare, approve, and store signed agreements for personnel records.
Employees at onboarding or role change who review, acknowledge, and sign the values statement.
Legal or compliance officers who confirm wording meets regulatory and internal policy standards.

Use the agreement for new hires, internal promotions, or periodic reaffirmation to ensure records reflect current policy and employee assent.

Core components to include in a professional agreement

A robust Employee Values Agreement is structured, concise, and tailored to the employer’s legal and operational context while remaining understandable to employees.

Values Statement

A short, specific list of company values with examples of expected behaviors and concrete illustrations of unacceptable conduct to aid interpretation.

Employee Commitments

Clear obligations the employee accepts, such as respectful conduct, compliance with policies, non-retaliation, and prompt reporting of violations, with scope and limits.

Confidentiality

Non-disclosure language describing proprietary data, client information, and any PHI or PII protections required by law or internal policy.

Dispute and Discipline

Procedures for investigation, corrective action, progressive discipline, and appeal rights, including timelines for internal reviews.

IP and Work Product

Clauses assigning ownership of work product or setting expectations for inventions created during employment, with exceptions if applicable.

Signature Blocks

Designated signature and date fields for employee and authorized company representative, plus witness or notary fields if the employer requires them.

Essential fields to collect and record

Employee name: Full legal name on record

Job title: Official position title

Department: Primary business unit

Effective date: Start date of agreement

Supervisor: Direct manager or approver

Signature and date: Signer and execution date

Step-by-step: completing the Employee Values Agreement

Follow these sequential steps to prepare, distribute, and store a completed Employee Values Agreement for a single hire or group rollout.

01

Prepare the draft: Customize core values and role-specific provisions.
02

Review legally: Have counsel confirm enforceability in chosen jurisdiction.
03

Distribute to signer: Send to employee with clear instructions and deadline.
04

Store executed copy: File signed agreement in the personnel record.

How to configure an online signing workflow

Configure a simple, auditable e-sign workflow so employees can review and sign digitally while HR retains an immutable record.

Fields to add	Signature, date, initials, checkbox for acknowledgement
Authentication	Email plus optional SMS or ID verification
Routing order	Employee signs first, then HR or manager countersigns
Reminders	Automated reminders for unsigned documents
Retention setting	Automatic export to HR records location

Where to send and how to file completed agreements

Clearly assign destinations for executed copies so each stakeholder receives and retains the appropriate record.

Employee copy: Provide signed PDF to employee for personal records
Personnel file: Store final signed agreement in HR system or secure folder
Manager record: Send a copy to the employee’s supervisor for reference
Legal retention: Retain a central signed master for compliance and audits

Digital signing and integration considerations

Ensure the chosen e-sign platform supports required authentication, audit trails, and secure storage for HR records.

Document formats: PDF/X, Word DOCX supported
Integrations: Works with Google Workspace, Microsoft 365, NetSuite
Authentication options: Email link, SMS code, or ID verification

Confirm retention and export options to your HRIS or document management system to keep a consolidated compliance record.

Typical timelines and internal deadlines

Set consistent deadlines so employees review and sign promptly and HR completes filing without delay.

Signature deadline:

Ask employee to sign within 14 days of receipt

HR filing window:

File executed copy within 7 business days

Policy review cycle:

Schedule annual review for language and alignment

Role-change reaffirmation:

Require re-acknowledgement on promotion or transfer

Audit readiness:

Maintain exportable records for three years or longer

Common mistakes to avoid when preparing the agreement

Using vague language that fails to define prohibited conduct precisely, which can hamper enforcement and invite inconsistent discipline.
Omitting signature dates or requiring initials without a clear date, making it difficult to determine when obligations began.
Failing to tailor confidentiality clauses for regulated data (PHI, student data), increasing legal and compliance risk.
Not storing a central executed copy or failing to capture an audit trail for digital signatures, complicating audits.

Potential consequences of a flawed or missing agreement

Enforceability: Ambiguous wording can make discipline unenforceable

Compliance gaps: May violate sector rules if PHI / FERPA mishandled

Reputational harm: Inconsistent enforcement undermines culture

Liability exposure: Unclear IP terms risk ownership disputes

Audit failure: Missing records hinder regulatory response

Operational cost: Remediation and legal review increases expense

Common eSignature vendor comparison for executing Employee Values Agreements

Compare per-user pricing and core features that affect HR rollouts. signNow is listed first per vendor ordering rules.

	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	Yes, 7-day free trial	Varies	Varies	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about Employee Values Agreements

Answers to common questions about e-signing, enforceability, revisions, and recordkeeping for Employee Values Agreements.

Need help? Contact support

Can this agreement be e-signed?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent and consent are documented.
Do I need a notary or witness?
Not typically for routine employee values agreements. Notarization is only necessary if the employer requires it or state law for a specific clause applies.
What if an employee refuses to sign?
Document the offer to sign and follow internal policies. Counsel can advise whether signature is a condition of employment or a voluntary acknowledgement.
How do I update the agreement later?
Issue a revised agreement, indicate an effective date, and obtain re-acknowledgement. Keep prior versions archived per retention policy.
Who should sign on the employer side?
An authorized company representative with signing authority should sign and include printed name and title for clear attribution.
How long must records be kept?
Retain executive copies per your retention schedule; federally relevant records often have minimums (e.g., 3 years for tax purposes) and HIPAA requires 6 years for PHI.

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