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Employment Non-Discrimination Statement

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EMPLOYMENT NON-DISCRIMINATION STATEMENT

This Employment Non-Discrimination Statement (the Statement) is made and entered into by and between Employer Name: and Employee Name: effective as of .

WHEREAS

WHEREAS, Employer is engaged in lawful business activities and employs individuals in various capacities, including the position of ; and

WHEREAS, Employer is committed to maintaining a workplace free from unlawful discrimination and harassment and seeks to ensure equal employment opportunity for all employees and applicants; and

WHEREAS, the parties desire to set forth the terms under which Employer affirms its non-discrimination obligations and Employee acknowledges receipt of this Statement.

STATEMENT OF NON-DISCRIMINATION

Employer affirms that it shall not unlawfully discriminate against any employee or applicant with respect to hiring, compensation, terms, conditions, or privileges of employment on the basis of race, color, religion, sex (including pregnancy, childbirth, and related medical conditions), gender identity, sexual orientation, national origin, ancestry, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law (Protected Characteristics). Employer further prohibits harassment or retaliation based on an individual's exercise of rights under applicable non-discrimination laws.

These prohibitions apply to recruitment, selection, training, promotion, discipline, layoff, termination, compensation, benefits, leave, and all other terms and conditions of employment.

SCOPE OF WORK (APPLICABLE DUTIES)

PAYMENT TERMS

Compensation applicable to the employment relationship described herein shall be as follows. Nothing in this Statement shall permit differential compensation based on a Protected Characteristic.

TERM AND TERMINATION

Employment Term Start Date:   Term End Date (if applicable):

Either party may terminate the employment relationship in accordance with applicable law and Employer policies. Unless otherwise specified in a separate written agreement, employment is at-will and may be terminated by either party with or without cause or prior notice, subject to any required statutory notice.

CONFIDENTIALITY

Employee may have access to Employer's confidential or proprietary information. Employee shall not disclose or use any such confidential information except as required for performance of assigned duties. The obligation of confidentiality survives termination of employment for the period set forth in any separate confidentiality agreement or, if none, for two years from termination.

REPORTING AND REMEDIES

Employees who believe they have been subjected to discrimination or retaliation are encouraged to report the conduct promptly in accordance with Employer's internal policies. Employer will investigate reports promptly and take corrective action where appropriate. Retaliation against any individual for making a good faith report or participating in an investigation is prohibited.

GOVERNING LAW

This Statement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of law principles.

ENTIRE AGREEMENT

This Statement constitutes the entire understanding between the parties with respect to the subject matter herein and supersedes all prior agreements, representations, and understandings, whether written or oral, relating to non-discrimination between the parties, except to the extent a separate written employment agreement or collective bargaining agreement provides otherwise. Any amendment to this Statement must be in writing and signed by both parties.

ACKNOWLEDGMENT

I acknowledge that I have received, read, and understand this Employment Non-Discrimination Statement and that I may raise questions regarding its meaning or reporting procedures with Employer's designated representative.

I acknowledge receipt and understanding of this Statement.

Additional Comments:

Employer:

By:

Date:

Employee:

By:

Date:

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What the Employment Non-Discrimination Statement Is

An Employment Non-Discrimination Statement is a formal written policy provided by an employer that declares the company’s commitment to equal treatment of applicants and employees regardless of legally protected characteristics. The statement typically outlines covered classes, prohibited conduct, reporting channels, and protections against retaliation. It serves as an internal compliance document, a public-facing notice for applicants, and evidence of the employer’s nondiscrimination practices for regulators or contracting partners. Many organizations include this statement in handbooks, job postings, onboarding packets, and personnel files to document policy communication and enforcement.

Why a Clear Non-Discrimination Statement Matters

A concise Employment Non-Discrimination Statement sets expectations, reduces legal risk, and demonstrates compliance with federal and state anti-discrimination laws.

Why a Clear Non-Discrimination Statement Matters

Who Typically Uses This Statement

Employers, human resources teams, compliance officers, and hiring managers use the Employment Non-Discrimination Statement as an operational and legal reference.

  • Human resources teams distributing policy during onboarding and annual reviews.
  • Hiring managers posting the statement with job advertisements and applicant materials.
  • Legal and compliance professionals reviewing language for regulatory or contract requirements.

The statement is also useful when responding to agency inquiries, preparing contractor compliance materials, or documenting non-discrimination training.

Who Can Sign and Authorize the Statement

HR Manager

An HR Manager or Director often prepares and circulates the statement and ensures distribution; they validate policy adoption and retain acknowledgements in personnel files for audit purposes.

Company Officer

An authorized company officer (CEO, COO, or General Counsel) typically signs or approves the statement to bind organizational policy and demonstrate official adoption during external reviews.

Core Elements to Include in a Professional Statement

A complete Employment Non-Discrimination Statement combines legal clarity with practical reporting instructions so employees understand rights, procedures, and protections.

Policy Scope

Describe who the policy covers (applicants, employees, contractors) and the workplace locations or activities included under the statement.

Protected Classes

List federal protected characteristics (race, color, religion, sex, national origin, age, disability, genetic information) and any additional state-protected categories.

Prohibited Conduct

Define discrimination and harassment behaviors that are prohibited and clarify examples such as disparate treatment or hostile work environment.

Reporting Process

Provide step-by-step reporting channels, contact names, phone numbers, email addresses, and third-party reporting options where available.

Anti-Retaliation

State that retaliation against individuals who report or participate in investigations is prohibited and subject to remedial action.

Enforcement & Remedies

Explain internal investigation procedures, corrective measures, and potential external remedies including agency complaints or litigation.

Required Information and Standard Fields

Employer Name: Legal entity name
Effective Date: MM/DD/YYYY
Policy Statement: One-sentence policy
Protected Classes: Federal and state
Reporting Contact: Name and email
Revision Date: MM/DD/YYYY

Step-by-Step: Create and Share the Statement

Follow these steps to draft, approve, and distribute an Employment Non-Discrimination Statement to employees and applicants.

  • 01
    Draft Text: Draft clear policy language including protected classes and reporting steps.
  • 02
    Legal Review: Have counsel review state-specific requirements and terminology.
  • 03
    Approve Policy: Secure signatures from authorized company officers or HR leaders.
  • 04
    Distribute: Publish in handbook, onboarding, and job postings; collect acknowledgements.

Configuring the Electronic Workflow

Set up a repeatable template and routing so every statement is sent, signed, and retained consistently.

Field Configuration
Email Distribution Automate employee distribution on hire
Access Control Limit edit rights to HR and legal
Authentication Use email link or SMS code
Audit Trail Capture timestamps and IP addresses

Technical Options for eSigning and Delivery

Choose a platform that supports secure signatures, audit trails, and the document formats your HR team uses.

  • File Formats: PDF, DOCX
  • Integrations: HRIS and ATS
  • Authentication: Email, SMS

Where to File, Send, or Submit the Statement

Decide internal and external destinations for the signed statement and set a consistent retention location for auditability.

  • Personnel File: Store signed copies in HR personnel records.
  • Onboarding Portal: Deliver during new-hire workflow for acknowledgement.
  • Company Intranet: Publish the policy for employee reference.
  • Regulatory Response: Provide copies to enforcement agencies on request.

Timelines, Reviews, and Response Expectations

Assign specific deadlines for distribution, acknowledgment, and periodic review to keep policy current and demonstrably enforced.

Initial Distribution:

Provide to new hires during onboarding, ideally before day one.

Employee Acknowledgment:

Collect signed acknowledgement within 7–30 days of issue.

Policy Review:

Review and update annually or when laws change.

Complaint Response:

Acknowledge receipt within a defined internal timeframe.

Record Access:

Ensure retrieval within 48–72 hours for audits.

Key Milestones and Processing Stages

Track milestones from drafting through employee acknowledgements to maintain a verifiable compliance timeline.

01

Draft Approval

Legal and HR finalize policy wording.

02

Signatory Authorization

Authorized officer signs and dates the statement.

03

Employee Distribution

Policy is distributed via onboarding or email.

04

Acknowledgement Collection

Signed receipts are stored in personnel files.

Common Mistakes to Avoid

  • Using vague language that fails to identify reporting contacts and steps for filing a complaint.
  • Omitting state-specific protected classes, which can create compliance gaps with local law.
  • Relying solely on passive posting without collecting employee acknowledgements or signatures.
  • Failing to enforce anti-retaliation protections or to document corrective actions after complaints.

Consequences of an Inaccurate or Missing Statement

Regulatory Action: EEOC investigation
Monetary Penalties: Fines or damages
Legal Costs: Litigation and defense fees
Contract Risk: Lost government or vendor contracts
Corrective Orders: Required policy changes
Reputational Harm: Public trust decline

Examples of Practical Use

Real-world examples show how organizations embed nondiscrimination statements into everyday HR workflows.

Optica Ventures

Optica used a digital process for HR policies to simplify access and distribution.

  • The interface is simple and easy-to-use.
  • Consistent electronic distribution ensured employees received the statement during onboarding and made acknowledgment tracking more straightforward for HR and compliance reviews.

Fertility Centers of Illinois

A healthcare provider standardized policy delivery across clinics to ensure uniform patient-facing staff guidance.

  • The team praised responsiveness and API flexibility.
  • Centralized signed records supported regulatory responses and maintained consistent policy language across multiple locations and staff roles.

Practical Tips for Effective Statements

Use plain language, specify reporting channels, and document acknowledgements to make the statement actionable and defensible.

Keep Language Clear
Write in plain English, avoid legalese, and give concrete examples of prohibited conduct to ensure employee understanding and consistent enforcement.
Document Acknowledgement
Require employees to sign or electronically acknowledge receipt to create an auditable record for compliance or dispute resolution.
Update Regularly
Review and revise policy annually or when laws change; record revision history and approval dates to demonstrate governance.
Train and Communicate
Pair the statement with periodic training, posters, and accessible reporting channels to operationalize the policy and reduce retaliation risk.

eSignature Vendor Pricing Snapshot

Compare representative vendor pricing and feature availability for signing and distributing Employment Non-Discrimination Statements; signNow is listed first for parity.

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 No 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

FAQs About the Employment Non-Discrimination Statement

Answers to common questions about legality, signing, and recordkeeping for Employment Non-Discrimination Statements.


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