Position
Job title, duties, reporting line, and an attachment or exhibit with a detailed job description to avoid ambiguity about responsibilities.
A clear contract reduces disputes by documenting pay, duties, confidentiality, and termination terms; it supports compliance with wage, tax, and immigration rules and provides an auditable record for HR and legal teams.
Employers, HR professionals, hiring managers, and outside counsel prepare or review employment contracts to ensure legal and policy alignment.
Keep signed copies in HR files and ensure payroll, benefits, and IT teams receive relevant extracts for onboarding.
Job title, duties, reporting line, and an attachment or exhibit with a detailed job description to avoid ambiguity about responsibilities.
Base salary or rate, pay frequency, bonus eligibility, equity terms if any, and any conditions affecting payment or clawbacks.
Employment type (at-will, fixed term), expected hours, probationary period, and conditions for renewal or extension.
Health insurance, retirement plan eligibility, PTO accrual, and any waiting periods or eligibility criteria for benefits.
NDA or confidentiality obligations, trade secret protections, and scope of permitted disclosures during and after employment.
Notice requirements, severance provisions, cause definitions, and post-termination obligations such as noncompete or non-solicit clauses.
| Field | Configuration |
|---|---|
| Routing Order | Sequential routing: HR -> Legal -> Hiring Manager -> Candidate |
| Authentication | Email plus optional SMS code or ID check for higher-risk hires |
| Required Fields | Make Effective Date, Compensation, and Signature mandatory |
| Retention | Store signed PDF with audit trail and restrict edit privileges |
Ensure your chosen eSignature platform supports required authentication, audit trails, and file formats before executing employment contracts.
For regulated industries, confirm HIPAA or 21 CFR Part 11 support and ensure the platform can deliver an immutable audit trail and secure storage.
Complete within three business days of the first day worked per federal rules
Add to payroll before the first payrun to ensure correct tax withholding
Employee must enroll within the plan's eligibility window, often 30–60 days
Obtain W-4 before first payroll to calculate withholding
Document the deadline for accepting the offer to avoid ambiguity
Hiring manager issues a written offer with key terms and response deadline.
Candidate signs the contract and returns the executed copy to HR.
Complete background checks, I-9, and benefits enrollment before start if required.
IT and facilities grant system and physical access on or shortly after start date.
Optica standardized offer templates for scalability and clarity during rapid hiring
A small firm shifted to digital signing for remote hires
| 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 credit card required | Varies by vendor | Varies by vendor | Varies by vendor | Varies by vendor |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |