Can I sign the declaration electronically?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state e-signature laws (UETA or equivalent) unless a specific exception applies. Ensure the signer demonstrates intent, consent to e-records, attribution to the signer, and the record can be retained.

When is notarization required?

Most employment disclosure forms do not require notarization. If your employer or a specific jurisdiction requires notarization, follow local notary rules or RON requirements; confirm with HR or legal counsel before obtaining a notary.

How do I correct a submitted declaration?

If an error is found after submission, submit an amended declaration with the corrected fields and a brief reason for amendment. Retain both versions and the approval or acknowledgment from compliance to preserve auditability.

Who must sign the declaration?

The reporting employee or contractor must sign. Required approvers vary by policy but commonly include the direct manager, HR representative, and compliance officer when conflicts exist.

How can I revoke or cancel a declared approval?

Revocations or cancellations should be documented in writing with reason and date, routed through HR and compliance, and appended to the original record to maintain a complete audit trail.

How long should I keep the completed form?

Follow your organization’s retention schedule. Federal minimums commonly require keeping relevant records for at least 3 years (see IRC §6501(a)), and industry rules such as HIPAA may require 6 years (45 CFR §164.530(j)).

Electronic Signature
Templates
HR
Employment Dealing Declaration

Employment Dealing Declaration

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

EMPLOYMENT DEALING DECLARATION

Applicant Name: Position Applied For: Department:

Personal Information

Full Legal Name Address Phone Email

Position Information

Proposed Job Title Reporting Manager

Proposed Start Date: Salary/Rate:

Employment Type (select applicable)

Full-time Part-time Contract Temporary

Declaration of Dealings and Conflicts

1. Prior or current business dealings with company clients, customers, suppliers, or contractors: Yes

2. Ownership or financial interest in entities that do business with the employer: Yes

3. Receipt of gifts, commissions, payments or other benefits from potential vendors or clients within the last 36 months: Yes

4. Family relationships with current employees, officers, directors, or contractors of the employer: Yes

5. Concurrent employment, consulting, or ownership of businesses that may interfere with duties: Yes

6. Current or prior agreements that may restrict employment (non-compete, non-solicit, confidentiality obligations, etc.): Yes

7. Convictions, pleas, or pending criminal charges that are job-related (excluding sealed or expunged records where applicable): Yes

Employment History

Employer 1 — Company Name Title / Position

Dates Employed: From to

Primary Responsibilities Reason for Leaving Employer 2 — Company Name Title / Position

Dates Employed: From to

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date: Major/Field:

Additional Certifications or Training

References

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

Legal Disclosures

At-Will Employment: I understand and acknowledge that, unless otherwise provided in a signed written agreement, employment with the employer is at-will and may be terminated by either party at any time, with or without cause or notice.

Equal Opportunity: The employer prohibits unlawful discrimination and provides equal opportunity to all applicants and employees. I certify that I understand and will comply with applicable policies.

Acknowledgement: I acknowledge receipt of these statements and understand the policies described above.

Applicant Certification & Authorization

I certify that all information provided on this form and submitted in connection with my application is true, correct and complete to the best of my knowledge. I understand that any false, misleading or omitted information may disqualify me from consideration for employment or may result in discipline or termination if discovered after hire.

I authorize the employer and its agents to contact prior employers, references and educational institutions to verify the information I have provided and to obtain background information, including criminal history and credit information where job related, to the extent permitted by law. I release all parties from liability for providing such information.

Background Check Consent: I consent to background checks and release of relevant records as part of the hiring process.

Certification: I certify that the foregoing statements and responses are accurate and complete.

Applicant Printed Name:

Signature:

Date:

What an Employment Dealing Declaration Is and when it’s used

An Employment Dealing Declaration is a written disclosure used by employers and employees to record outside employment, business interests, gifts, or transactions that could create a conflict with an employee’s duties. The form captures the nature of the dealing, involved parties, effective dates, and any approvals or restrictions. Organizations use it during onboarding, periodic review, or when a new external relationship arises to document consent, manage risk, and create a clear audit trail. When completed electronically, the record should meet ESIGN and applicable state e-signature rules to be admissible.

Why a clear declaration matters for employers and employees

A formal Employment Dealing Declaration clarifies potential conflicts, supports consistent approval decisions, and creates a defensible record for audits and investigations. Accurate disclosures reduce legal exposure and protect both the organization and the individual by documenting consent, limitations, and any required mitigation steps.

Who commonly completes and reviews this declaration

Typical users include HR, compliance, managers, and the employees themselves when disclosing outside dealings.

HR administrators — collect disclosures, record approvals, and retain documentation in personnel files for required retention periods.
Compliance officers — assess conflicts, recommend mitigations, and escalate legal or regulatory issues as needed.
Employees and contractors — report outside work, consulting, investments, or gifts that could influence job performance or create a perceived conflict.

Proper role alignment speeds review, ensures consistent decisions, and places responsibility for oversight where policy requires it.

Step-by-step: completing and finalizing the declaration

Follow these steps to complete, route, and finalize the Employment Dealing Declaration so the record is auditable and enforceable.

01

Prepare information: Gather employer names, dates, compensation, and any agreements before starting.
02

Complete fields: Fill required fields, use MM/DD/YYYY dates, and attach supporting documents.
03

Route for review: Send to HR and compliance for assessment and required approvals.
04

Execute and store: Sign, date, and retain a copy in the personnel file with the audit trail.

Typical electronic workflow for submitting and approving disclosures

An electronic workflow reduces friction and preserves an audit trail from submission through final approval and retention.

Upload or start form: Initiate a new declaration or upload a signed PDF to begin the process.
Auto-field placement: Place signature, date, and attachment fields before sending to the signer.
Signer authentication: Authenticate via email link, SMS code, or stronger verification if required.
Capture completion: System records timestamp, IP, and a certificate of completion for the final record.

Recommended online workflow settings

Configure routing, authentication, and retention settings to match internal policy and regulatory needs.

Field	Configuration
Routing Order	Employee > Manager > HR > Compliance
Authentication	Email link with optional SMS OTP for higher assurance
Attachments	Allow PDF, DOCX, JPEG; require supporting agreement PDFs
Retention Tag	Apply personnel record retention policy automatically

Technical requirements and integrations for e-submission

Ensure the signing platform supports required authentication, audit trails, and enterprise integrations before e-submitting.

File Formats: PDF, DOCX supported
Integrations: HRIS, Microsoft 365, Google Workspace
Security: TLS and AES-256 encryption

Essential elements of a professional Employment Dealing Declaration

A well-designed declaration collects required facts, supports review workflows, provides clear approval fields, and preserves an auditable record for compliance and retention.

Clear disclosure fields

Structured fields for counterparties, compensation, dates, and role give reviewers consistent data to assess potential conflicts and speed approvals.

Approval controls

Designated signature lines for manager, HR, and compliance ensure that required approvers sign in the correct order and record conditions.

Audit trail

An immutable audit trail captures timestamps, signer IPs, and action logs that support compliance and admissibility.

Attachments

Placeholders for contracts, engagement letters, or payment records reduce back-and-forth and consolidate the evidentiary record.

Conditional fields

Use conditional questions to surface additional fields when a dealing creates potential conflicts or requires mitigation.

Retention metadata

Embed retention tags and export settings so records migrate to long-term archives per regulatory requirements.

Security and compliance data points to include

Encryption: TLS 1.2/1.3; AES-256

Access Controls: Role-based permissions

Audit Trail: Timestamp and IP logging

BAA Availability: HIPAA BAA option

Authentication: Email, SMS, or advanced

Storage: Secure cloud archive

Consequences of incomplete or inaccurate declarations

Disciplinary Action: Verifiable internal sanctions

Termination: Possible for serious nondisclosure

Loss of Benefits: Revocation of privileges or approvals

Civil Liability: Contractual or tort exposure

Criminal Risk: Possible in cases of deliberate fraud

Reputational Harm: Damage to individual or employer

Common mistakes to avoid when preparing the declaration

Providing vague descriptions rather than specific counterparties and compensation details, which forces extensive follow-up and delays approval.
Using inconsistent names or abbreviations that do not match HR records, causing verification errors and potential misfiling.
Failing to attach supporting agreements or payment records, which leaves reviewers unable to assess materiality accurately.
Missing timely updates when a disclosed dealing changes, which can convert a minor oversight into a serious compliance issue.

Key submission and processing timelines to track

Set clear deadlines for initial disclosure, updates, and review to maintain compliance and reduce operational risk.

Onboarding submission:

Submit the declaration upon hire or at orientation

Annual disclosure:

Complete yearly or per HR policy

Change reporting:

Report new dealings within 30 days

Review timeframe:

HR/compliance typically respond within 7–14 business days

Retention trigger:

Apply retention schedule after final approval

Comparison of common eSignature providers for form execution and storage

Below is a concise feature and price snapshot across major providers; signNow is listed first per vendor comparison conventions.

	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
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions and quick troubleshooting

Answers to common questions about electronic execution, corrections, notarization, and recordkeeping for Employment Dealing Declarations.

Need help? Contact support

Can I sign the declaration electronically?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state e-signature laws (UETA or equivalent) unless a specific exception applies. Ensure the signer demonstrates intent, consent to e-records, attribution to the signer, and the record can be retained.
When is notarization required?
Most employment disclosure forms do not require notarization. If your employer or a specific jurisdiction requires notarization, follow local notary rules or RON requirements; confirm with HR or legal counsel before obtaining a notary.
How do I correct a submitted declaration?
If an error is found after submission, submit an amended declaration with the corrected fields and a brief reason for amendment. Retain both versions and the approval or acknowledgment from compliance to preserve auditability.
Who must sign the declaration?
The reporting employee or contractor must sign. Required approvers vary by policy but commonly include the direct manager, HR representative, and compliance officer when conflicts exist.
How can I revoke or cancel a declared approval?
Revocations or cancellations should be documented in writing with reason and date, routed through HR and compliance, and appended to the original record to maintain a complete audit trail.
How long should I keep the completed form?
Follow your organization’s retention schedule. Federal minimums commonly require keeping relevant records for at least 3 years (see IRC §6501(a)), and industry rules such as HIPAA may require 6 years (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now