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Employee Working Agreement

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EMPLOYEE WORKING AGREEMENT

Parties and Effective Date

This Employee Working Agreement (the Agreement) is made effective as of between Employer Name: with principal place of business at and Employee Name: .

Personal Information

Position and Terms of Employment

Job Title: Department: Reporting Manager: .

Salary Frequency: Work Schedule:

Employment Status:

Exempt Status:

Probationary Period and Duties

Employee will perform duties described in the job description and other reasonable tasks assigned by the Employer. The Employee will observe and comply with Employer policies. The first months constitute a probationary period during which Employer may evaluate Employee performance and suitability for continued employment.

Employment History

Education

References

Legal Disclosures and Agreements

At-Will Employment: Employee's employment with Employer is on an at-will basis, which means either Employer or Employee may terminate the employment relationship at any time, with or without cause and with or without prior notice, except as expressly modified by a written agreement signed by both parties. Nothing in this Agreement shall be construed to alter the at-will nature of the employment unless an explicit written amendment signed by authorized representatives of both parties is attached.

Equal Opportunity: Employer is an equal opportunity employer. Employer does not unlawfully discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable law. Employee acknowledges receipt of Employer's equal employment opportunity policy where provided.

Confidentiality and Proprietary Information: Employee will not disclose, use, or permit the use of any confidential, proprietary or trade secret information of Employer, either during or after employment, except as required to perform Employee's duties or as authorized in writing by Employer. Employee agrees to execute an intellectual property assignment and confidentiality agreement if requested by Employer. All work product conceived, developed, or created by Employee within the scope of employment shall be the exclusive property of Employer.

Non-Solicitation and Restriction: During employment and for a period of months following termination, Employee shall not solicit Employer's clients, customers or employees for purposes competitive with Employer's business to the extent permitted by applicable law. Any such restriction shall be narrowly tailored to protect legitimate business interests.

Termination and Final Pay: Upon termination, Employee will return all Employer property. Final pay will be issued in accordance with applicable wage laws and Employer policy. Employer reserves the right to withhold compensation as permitted by law for valid business reasons.

Governing Law and Remedies: This Agreement shall be governed by the laws of the state in which the Employer's principal place of business is located, without regard to conflict of law principles. The parties agree that injunctive relief is an appropriate remedy for breach of confidentiality or proprietary obligations in addition to other available remedies.

Background Check and Authorization

Employee authorizes Employer and its agents to verify any statements made in this Agreement and to obtain background checks, criminal records, credit checks where permitted by law, and employment and education verification. Employee further authorizes previous employers, educational institutions, and references to provide information to Employer. Employee releases such persons and Employer from liability for providing or relying on such information.

Consent to Background Check:

Applicant Certification and Acknowledgment

I certify that all information provided on and in connection with this Agreement is true, accurate, and complete to the best of my knowledge. I understand that any material misrepresentation, omission, or falsification may result in refusal of employment or, if employed, discipline up to and including termination. I authorize Employer to contact references and prior employers to verify information provided herein.

I have read, understand, and agree to the terms and conditions set forth in this Employee Working Agreement and acknowledge receipt of a copy of this Agreement.

Additional Terms and Notices

Entire Agreement: This Agreement, together with any executed attachments, constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes prior agreements, understandings, and representations, whether written or oral. Any amendment must be executed in writing by both parties.

Severability: If any provision of this Agreement is held invalid or unenforceable, the remaining provisions shall remain in full force and effect to the greatest extent permitted by law.

Acknowledgment of Receipt of Policies

Employee acknowledges receipt of Employer's employee handbook, policies, and any job-specific safety procedures provided on or before the start date. Employee agrees to comply with those policies as a condition of employment.

Signature and Certification

Employer

Printed Name:

By:

Date:

Title:

Employee

Printed Name:

Signature:

Date:

Employee ID (if applicable):

Enter text✕

What an Employee Working Agreement Covers

An Employee Working Agreement is a written contract that defines the working relationship between an employer and an employee. It typically sets out duties and responsibilities, compensation and pay schedule, working hours and remote work rules, confidentiality and intellectual property assignment, notice and termination terms, and applicable governing law. The agreement can be executed as a paper document or electronically; when signed electronically it must meet ESIGN and applicable state e-signature rules to be enforceable. Well-drafted agreements reduce ambiguity about expectations during employment.

Why a Clear Working Agreement Matters

A concise Employee Working Agreement clarifies obligations, protects confidential information and employer IP, and documents compensation and benefits. It reduces onboarding friction and provides a record to resolve disputes or compliance questions without relying on informal communications.

Why a Clear Working Agreement Matters

Who typically prepares and signs this agreement

Human resources teams and hiring managers usually prepare the agreement, while legal or compliance reviews occur for specialized roles or industries.

  • Human resources and hiring managers handle routine preparation and distribution.
  • General counsel or outside counsel review for high-risk positions or custom terms.
  • New hires, promoted employees, and contractors converting to employees sign the agreement.

Both new hires and existing employees moving into new roles sign the document; third parties such as witnesses or notaries are rarely required unless state law or company policy specifies them.

Typical signatories and reviewers

HR Manager

An HR Manager prepares and issues the Employee Working Agreement, ensures fields are complete, and retains a signed copy in the personnel file for the required retention period. They coordinate onboarding, payroll setup, and any follow-up documentation required by company policy.

General Counsel

The General Counsel reviews nonstandard provisions such as restrictive covenants, IP assignment, or termination language, and advises on enforceability across jurisdictions. They may require modifications to comply with state law or to limit legal exposure.

Core elements to include in the agreement

A professional Employee Working Agreement combines role-specific details with standard legal protections to create a clear, enforceable record of employment terms.

Duties

Describe the employee's primary responsibilities, reporting relationships, and measurable performance expectations so both parties understand role scope and accountability.

Compensation

State salary or hourly rate, pay frequency, bonus eligibility, commission structure, and any reimbursement or expense policies affecting total compensation.

Schedule

Specify regular working hours, remote work arrangements, overtime expectations, and procedures for requesting schedule changes or accommodations.

Confidentiality

Include non-disclosure obligations covering proprietary information and trade secrets, duration of confidentiality obligations, and permitted disclosures, if any.

Intellectual Property

Clarify assignment of inventions and work product created during employment, including any exceptions for prior inventions or licensed technology.

Termination

Set notice periods, severance (if applicable), grounds for termination for cause, and post-termination obligations such as return of property or non-compete restrictions where enforceable.

Step-by-step completion and signing process

Follow these steps to prepare, complete, and finalize an Employee Working Agreement for an individual hire.

  • 01
    Prepare the template: Select a standard agreement and tailor role-specific clauses.
  • 02
    Complete required fields: Enter names, dates, pay, and location using specified formats.
  • 03
    Obtain approvals: Route the draft to legal or management for review if needed.
  • 04
    Execute signature: Have the employee and authorized signer sign and date the agreement.

Typical e-signature workflow for this agreement

An electronic workflow reduces turnaround time while preserving an audit trail and signer attribution required for enforceability.

  • Upload document: Upload the agreement as PDF or DOCX to the signing platform.
  • Place fields: Add signature, date, and required input fields for the signer.
  • Send to signer: Email or link distribution, optionally requiring authentication.
  • Complete and store: Signer completes fields; platform captures audit trail and stores the executed copy.

Key workflow settings to configure

Configure these settings before sending to ensure proper routing, authentication, and recordkeeping.

Field Configuration
Authentication method Email link, SMS code, or stronger ID verification
Routing order Sequential or parallel signer order
Conditional fields Show or hide fields based on responses
Integrations Connect to HRIS, payroll, or document storage

Technical delivery and format considerations

Choose a platform that supports standard document formats, captures a verifiable audit trail, and integrates with HR systems to reduce manual steps.

  • File formats: PDF, DOCX supported
  • Integrations: HRIS, payroll, storage
  • Mobile support: Desktop and mobile signing

Vendor pricing and capability snapshot for e-signing agreements

This table compares typical entry-level pricing and common capabilities among popular e-signature vendors. signNow appears first as the platform column for comparison.

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 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

Real-world examples of electronic execution

These customer examples illustrate how organizations used electronic signing and standardized agreements to streamline onboarding and maintain compliance.

Optica Ventures — Brian Fitzgibbons

Optica standardized its onboarding packets including Employee Working Agreements to reduce manual steps and improve candidate experience.

  • Implementation used mobile-friendly signing to accelerate acceptance.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Fertility Centers — John Butler

A healthcare provider moved employee agreements online with added confidentiality and access controls for staff handling PHI.

  • Electronic workflows matched training and credentialing steps.
  • "The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company."

Common preparation mistakes to avoid

  • Using informal language or ambiguous terms for compensation or duties that later lead to differing interpretations and disputes.
  • Failing to identify the correct governing state or work location, which can affect enforceability and tax withholding obligations.
  • Omitting IP assignment or confidentiality language for roles that create proprietary work, leaving ownership unclear.
  • Relying on handwritten notes or unsigned drafts rather than a single executed agreement stored in the personnel file.

Potential consequences of an incorrect agreement

Invalid terms: Ambiguous clauses may be unenforceable
Tax issues: Incorrect withholding or misclassification penalties
I-9 fines: Retention or completion errors can trigger penalties
IP disputes: Unclear assignment can lead to ownership litigation
HIPAA breach: Improper PHI handling carries fines and liability
Onboarding delays: Missing signatures delay access and payroll setup

Security and compliance features to check

Encryption at rest: AES-256 encryption
Encryption in transit: TLS 1.2/1.3
Audit trail: Detailed signing history
HIPAA support: BAA available when needed
ESIGN / UETA: Compliant with U.S. e-signature law
21 CFR Part 11: Available for regulated workflows

Time-sensitive dates and reporting ties

Account for execution dates, tax reporting timelines, and identity verification deadlines when finalizing agreements and onboarding employees.

Execution Effective Date:

Agreement takes effect on the signed Effective Date entered in MM/DD/YYYY format

I-9 completion:

Complete I-9 within three business days of hire to meet employment eligibility review

W-2 / Reporting:

Employers must prepare W-2s and related tax reporting by Jan 31 for the prior tax year

Probation or review:

Note any probationary review date or performance milestones in the agreement

Notice periods:

Observe any contractually required resignation or termination notices

Key milestones from offer to active employment

Track milestone stages to ensure consistent processing from offer acceptance through final onboarding and file retention.

01

Offer Acceptance

Candidate signs the agreement to accept employment terms

02

Prehire Checks

Complete background, credential, and eligibility checks

03

Documentation

Collect signed I-9, tax forms, and completed agreement

04

First Day Onboarding

Finalize payroll enrollment and systems access

Practical tips for accurate and efficient completion

Adopt consistent templates and automated workflows to reduce errors and speed execution while retaining legal compliance.

Standardize templates
Use role-based templates reviewed by legal to limit ad hoc clauses and speed review cycles.
Validate fields
Require standardized formats (MM/DD/YYYY, full state names where needed) and automatic checks for missing data.
Use conditional fields
Show only relevant clauses for exempt vs nonexempt roles or remote vs onsite work to simplify signer experience.
Store securely
Retain signed agreements in an encrypted personnel repository with role-based access and audit logging.

Frequently asked questions about execution and validity

Answers to common questions about e-signing, notarization, revocation, and recordkeeping for Employee Working Agreements.


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