Can this document be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Is notarization required to make it enforceable?

Generally no for employment agreements. Notarization is optional unless state law or a specific contractual provision requires it for a particular enforceability purpose.

How do I correct a mistake after signing?

Prepare a signed amendment or correction signed by both parties referencing the original agreement; avoid unilateral edits to preserve enforceability.

Who should sign on behalf of the employer?

An authorized representative with contract authority, typically an HR director or officer; include printed name and title to document authority.

What if the term end date is omitted?

Omitting a definitive end date can create ambiguity and risk recharacterization as at-will employment; add precise MM/DD/YYYY dates to avoid disputes.

How long must I keep the executed award?

Retain for the term plus a post-termination period aligned with tax and industry rules (see retention_timeline); for HIPAA-covered matters retain six years per 45 CFR §164.530(j).

Electronic Signature
Templates
HR
Fixed Term Employment Award

Fixed Term Employment Award

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

FIXED TERM EMPLOYMENT AWARD

Parties and Award Date

Employer Name:

Employer Address

Employee Name:

Employee Address

Effective Award Date:

Personal Information

Phone Email

Position Information

Job Title Department Reporting Manager

Commencement Date: Termination Date (fixed term end):

Salary (annual or total for term) Payment Frequency Working Hours Work Location Probation Period (if any) Benefits Summary (eligibility during term) Notice Period for Early Termination

Employment Type: Full Time Part Time

Employment History (most recent)

Employer 1 — Company Employer 1 — Title Employer 1 — Dates of Employment Employer 1 — Responsibilities Employer 1 — Reason for Leaving Employer 2 — Company Employer 2 — Title Employer 2 — Dates of Employment Employer 2 — Responsibilities Employer 2 — Reason for Leaving

Education

Degree Institution Graduation Date

References

Reference 1 Reference 2 Reference 3

Terms, Conditions and Notices

1. Fixed Term. Employer hereby employs Employee for a fixed and definite term beginning on the Commencement Date and ending on the Termination Date set forth above. Except as expressly provided in this Award, the employment relationship shall terminate automatically on the Termination Date without requirement of further notice or severance unless the parties execute a written renewal agreement.

2. Early Termination. Notwithstanding the fixed term, Employer may terminate Employee prior to the Termination Date for Cause. For purposes of this Award, "Cause" includes material breach of this Award, willful misconduct, fraud, conviction of a felony, or repeated failure to perform assigned duties after written warning. Employer may also terminate without Cause upon providing the Notice Period set forth above, subject to applicable law.

3. Compensation and Deductions. Salary shall be paid in accordance with Employer's normal payroll procedures. Employer shall deduct all required federal, state and local taxes and other authorized deductions.

4. Confidentiality and Intellectual Property. Employee shall execute and be bound by Employer's standard confidentiality and intellectual property assignment agreements. All work product created by Employee in the performance of duties shall be the sole property of Employer and shall be assigned to Employer.

5. Return of Property. Upon termination for any reason, Employee shall promptly return all Employer property, records and confidential information.

6. At-Will Statement. Equal Opportunity Statement: Employer is an equal opportunity employer. Nothing in this Award, except where explicitly stated otherwise in Section 1, shall be construed to alter any at-will employment relationship permitted by law. To the extent a conflict exists between this At-Will Statement and the Fixed Term provision of Section 1, the Fixed Term provision shall govern for the duration of the fixed term.

7. Governing Law and Remedies. This Award shall be governed by the laws of the state or jurisdiction where the primary work location is located. The parties agree that any claim relating to this Award may be brought in the appropriate state or federal court located in that jurisdiction.

8. Entire Agreement. This Award, together with any referenced employer policies and the confidentiality/intellectual property agreement, constitutes the entire agreement between the parties relating to Employee's employment for the fixed term and supersedes prior understandings, whether written or oral, regarding the subject matter herein.

Legal Disclosures & Authorizations

Applicant acknowledges and agrees to the following:

I authorize Employer to contact prior employers and references for verification of my employment history and professional qualifications.

I authorize Employer to obtain background checks, which may include criminal record checks, credit checks where job-related, and other pre-employment screenings as permitted by law.

I acknowledge Employer's commitment to equal employment opportunity and non-discrimination in employment decisions.

Applicant Certification

I certify that all information provided in this Award and any accompanying documents is true, complete and accurate to the best of my knowledge. I understand that material misrepresentation or omission may constitute grounds for withdrawal of this Award or termination of employment. I further certify that I have read, understand and agree to the terms of this Fixed Term Employment Award and the employer policies referenced herein.

Initials to Certify

Acknowledgement of Receipt

Employee acknowledges receipt of a copy of this Fixed Term Employment Award and agrees to the terms as set forth above by signing below.

Employer Representative (Print Name):

By:

Date:

Employee (Print Name):

By:

Date:

What a Fixed Term Employment Award Is

A Fixed Term Employment Award is a written employment agreement that establishes a defined start and end date for an employee's engagement, plus the role, compensation, and any post-term obligations. It clarifies expectations, limits employer liability for indefinite employment claims, and supports payroll and benefits planning throughout the specified term.

Why use a Fixed Term Employment Award

A Fixed Term Employment Award creates clear scope, duration, and deliverables for temporary or project-based hires, reducing disputes over tenure and simplifying workforce planning while documenting compensation and termination mechanics.

Who typically completes a Fixed Term Employment Award

Employers, HR professionals, and hiring managers prepare these awards to set limited-duration engagements and protect organizational interests.

HR teams managing temporary, seasonal, or grant-funded roles within an organization.
Hiring managers bringing on project staff, contractors reclassified as employees, or fixed-term specialists.
In-house counsel or outside employment lawyers reviewing term language and statutory compliance.

Legal or HR review before execution reduces downstream risk and ensures compliance with wage, benefit, and employment-law obligations.

Core elements to include in a professional Fixed Term Employment Award

A complete award describes the parties, defined term, duties, pay and benefits, termination mechanics, and signature blocks; add confidentiality and IP clauses where applicable.

Parties

Full legal names and business entities for employer and employee, including employer's registered address and employee’s primary work location.

Term

Clear start and end dates (MM/DD/YYYY format recommended) plus any renewal or extension conditions.

Duties

Concise role description, reporting relationships, deliverables, and performance expectations for the specified term.

Compensation

Salary or hourly rate, pay frequency, bonus eligibility, and benefits entitlements tied to the term.

Termination

Grounds for early termination, notice periods, severance (if any), and return-of-property obligations.

Signatures

Signature lines for authorized employer representative and employee, dated and including printed names and titles.

Step-by-step: completing and executing the award

Follow these sequential steps to prepare, review, execute, and store a Fixed Term Employment Award correctly.

01

Draft: Populate party details, term, duties, and compensation.
02

Review: Have HR and legal confirm compliance and clarity.
03

Sign: Execute using wet or compliant electronic signatures.
04

Store: Archive securely and log retention start date.

Typical flow for issuing and finalizing an award

A concise workflow shows how the document moves from creation to final storage and audit.

Create: Prepare template and populate fields.
Approve: Obtain necessary managerial and legal approvals.
Execute: Sign via in-person or eSignature method.
Distribute: Provide signed copies to both parties and HR.

Recommended online workflow settings for digital execution

Configure the digital workflow to match your compliance and audit requirements before sending the award for signature.

Field	Configuration
Authentication	Email link plus optional SMS or ID verification
Signature Type	Standard electronic signature; choose PKI-based where non-repudiation required
Reminders	Automatic reminders and expiration dates for signing links
Retention	Enable secure archive and exportable audit trail

Digital signing considerations and technical needs

Ensure the eSignature platform supports legal compliance, audit trails, and formats needed for your workflow.

Formats: PDF, DOCX supported
Integrations: HRIS and cloud storage
Security: TLS and AES encryption

Key dates and compliance deadlines to track

Track execution, payroll reporting, I-9 completion, and retention start dates to meet federal and state obligations.

Execution Date:

Sign and record MM/DD/YYYY when both parties execute

I-9 Completion:

Complete within 3 business days of hire (8 CFR §274a.2)

Payroll Reporting:

Include wages in the next payroll period and applicable tax reports

Benefits Enrollment:

Observe carrier deadlines tied to effective date

Retention Start:

Retention begins on the execution date unless otherwise specified

Key milestones from offer to archive

A milestone timeline helps teams coordinate onboarding, payroll setup, and end-of-term actions for fixed-term hires.

01

Offer Issued

Employer sends award and terms to candidate for review.

02

Onboarding Complete

Employee completes I-9, tax forms, and benefits enrollment.

03

Mid-Term Review

Optional performance check and deliverable assessment.

04

Term Closeout

Finalize payments, recover property, and record retention start.

Common mistakes to avoid when preparing the award

Leaving the term end ambiguous, which can convert a fixed term into an at-will arrangement by dispute.
Failing to specify renewal mechanics or notice periods, causing unintended automatic renewals or disputes.
Using inconsistent legal names or dates across documents, complicating payroll and tax reporting.
Neglecting I-9 or payroll setup timelines, risking regulatory fines or payroll errors.

Penalties and legal risks from errors

Misclassification: Wage claims and penalties

I-9 Violations: Civil fines per DHS rules

Tax Reporting: Backup withholding and IRS penalties

Ambiguous Terms: Contract interpretation disputes

Late Payments: State wage interest and penalties

Invalid Execution: Enforceability challenges

Security and compliance features to document

Encryption: TLS 1.2/1.3 and AES-256

Audit Trail: Timestamps, IP, action log

Certifications: SOC 2 Type II, ISO 27001

Regulatory: ESIGN and UETA compliance

HIPAA: BAA available when required

21 CFR Part 11: Supported for regulated records

How a Fixed Term Award differs from related employment documents

Compare core features to determine when a Fixed Term Award is the appropriate instrument versus open-ended or consultant arrangements.

Criteria	Fixed Term	Open-Ended	Consultant
Term Defined			contract-based
Notice Required	specified	varies	per contract
Benefits Eligibility	often limited	standard	rare
Typical Use	project/temporary	ongoing employment	independent services

Comparing eSignature vendors for executing Fixed Term Employment Awards

Select a provider that supports secure audit trails, necessary compliance (HIPAA/21 CFR), and the integrations your HR workflow requires; signNow is listed first 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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Frequently asked questions about Fixed Term Employment Awards

Answers to common execution, enforceability, and correction questions when preparing or signing a fixed-term award.

Need help? Contact support

Can this document be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Is notarization required to make it enforceable?
Generally no for employment agreements. Notarization is optional unless state law or a specific contractual provision requires it for a particular enforceability purpose.
How do I correct a mistake after signing?
Prepare a signed amendment or correction signed by both parties referencing the original agreement; avoid unilateral edits to preserve enforceability.
Who should sign on behalf of the employer?
An authorized representative with contract authority, typically an HR director or officer; include printed name and title to document authority.
What if the term end date is omitted?
Omitting a definitive end date can create ambiguity and risk recharacterization as at-will employment; add precise MM/DD/YYYY dates to avoid disputes.
How long must I keep the executed award?
Retain for the term plus a post-termination period aligned with tax and industry rules (see retention_timeline); for HIPAA-covered matters retain six years per 45 CFR §164.530(j).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now