Can this agreement be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties show intent to sign, consent to electronic records, attribution of the signature, and record retention. Certain narrow exceptions may apply.

Do I need a notary or witness to validate it?

Most flexible working arrangements do not require notarization or witnesses. If the agreement contains a deed-like transfer or is used as part of a document type that requires notarization under state law, follow state-specific notary rules.

Who should sign on behalf of the employer?

A manager with delegated authority or an HR representative may sign; larger organizations often require an authorized officer or delegated signer consistent with internal approval policies to ensure enforceability.

How do I change or end the arrangement later?

Follow the amendment or termination clause in the agreement: document consent, set an effective date for the change, and retain signed confirmation. If no clause exists, treat the change as a new agreement with signatures.

What records should HR keep and for how long?

Retain the executed agreement in the personnel file for at least 3 years after termination; follow industry-specific rules such as HIPAA six-year minimum where applicable and longer state retention requirements.

Are there wage and hour implications to consider?

Yes. Document hours worked, overtime rules, and timekeeping methods. Misclassification or poor recordkeeping can trigger wage-and-hour liability and penalties under the FLSA and related state laws.

Electronic Signature
Templates
HR
Flexible Working Arrangement

Flexible Working Arrangement

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

FLEXIBLE WORKING ARRANGEMENT

Employee Information

Employee Name: Employee ID:

Address

Phone

Email

Position and Employment Details

Job Title

Department

Reporting Manager

Date employment commenced: Current base salary or hourly rate:

Flexible Working Proposal

Type of arrangement (select all that apply): Remote work Flexible hours Compressed workweek Part-time Other

If Other, specify Proposed schedule and working hours

Proposed start date: Trial period (if any) - number of weeks:

Reason for request Anticipated impact on duties and deliverables

Equipment, Expenses and Health & Safety

Equipment required

Will employee incur additional expenses? Yes No

Review, Performance and Termination

Performance measures and targets

Formal review date: Agreement terminates automatically on:

Employment History

Most recent employer

Company Job Title

Dates employed: From to

Primary responsibilities Reason for leaving

Prior employer

Company Job Title

Dates employed: From to

Primary responsibilities Reason for leaving

Education

Highest degree or qualification Institution

Graduation date:

Professional References

Reference 1

Name

Phone

Email

Relationship

Reference 2

Name

Phone

Email

Relationship

Reference 3

Name

Phone

Email

Relationship

Legal Disclosures and Certifications

At-Will Employment: Employee acknowledges that this flexible working arrangement does not alter the at-will nature of employment, which may be terminated by either party with or without cause and with or without notice, unless a separate written agreement signed by an authorized representative of Employer states otherwise.

Equal Opportunity: Employer adheres to equal employment opportunity principles. Approval or denial of this request will be made without unlawful consideration of protected characteristics and consistent with operational requirements.

Confidentiality and Data Protection: Employee remains subject to all confidentiality obligations and data protection requirements applicable to the position. Employee must protect company information in accordance with company policies irrespective of work location.

Health & Safety: Employee certifies that the proposed remote work location (if applicable) meets health and safety requirements and agrees to permit reasonable employer assessments or inspections related to work environment safety where required.

Authorization to contact previous employers and conduct background checks

By signing below, Employee authorizes Employer to verify the employment history and references provided, and to conduct any background checks reasonably related to the flexible working arrangement request. Employer will comply with applicable laws in the exercise of such inquiries.

Employee certification

Agreement Terms

Agreement: If approved, this Flexible Working Arrangement shall constitute a temporary modification of work location and/or hours only. It does not create a guarantee of continued eligibility for the arrangement beyond any specified review or trial period.

Modification and Termination: Employer may modify or terminate this arrangement at any time for legitimate business reasons, including but not limited to operational needs, performance concerns, or noncompliance with policies. Notice of modification or termination will be provided in writing where practicable.

Liability: Employee acknowledges that Employer is not liable for personal property losses or damage at the remote work location, except where caused by Employer negligence. Employee is responsible for maintaining appropriate insurance for personal property.

Governing Law: This Agreement shall be governed by the laws of the jurisdiction where the Employer's principal place of business is located, without regard to conflict of law principles.

Entire Agreement: This document, when signed by both parties, represents the complete agreement regarding the flexible working arrangement and supersedes prior verbal or written understandings on the same subject.

Signatures

Employee Printed Name:

By:

Date:

Employer Representative:

By:

Date:

What a Flexible Working Arrangement Is

A Flexible Working Arrangement is a written agreement between an employer and an employee that documents changes to standard work terms—schedule, location, hours, or remote/hybrid expectations. It formalizes responsibilities, performance measures, communication protocols, equipment and expense responsibilities, and the effective date and duration of the arrangement. These agreements are commonly used for part-time schedules, compressed workweeks, telework, and temporary adjustments for caregiving or medical needs. Clear documentation reduces misunderstandings, supports consistent policy application, and provides a record for payroll, benefits, and compliance purposes.

Why Document Flexible Work Terms

Documenting flexible work terms creates predictable expectations for both parties, clarifies supervisory and reporting lines, and preserves evidence of agreed accommodations or temporary changes for payroll and compliance purposes.

Who Typically Completes a Flexible Working Arrangement

Employers, HR professionals, and managers typically prepare the agreement; employees request and sign the arrangement to document agreed changes.

Human resources teams who maintain personnel records and ensure policy consistency across roles.
Managers or supervisors who approve schedule and performance adjustments for team members.
Employees requesting schedule changes for caregiving, medical, educational, or productivity reasons.

Use the document as a record of mutual consent and to reduce later disputes about duties, hours, and compensation.

Step-by-step: preparing and approving an arrangement

Follow a consistent sequence to create, approve, and store the agreement so responsibilities, dates, and signatories are clear.

01

Request: Employee submits a written request describing the needed change and effective date.
02

Manager Review: Manager assesses impact, staffing, and quality metrics and discusses options with HR.
03

Draft Agreement: HR or manager prepares the written arrangement with clear schedule, duties, and review points.
04

Sign and Record: Both parties sign, date, and the employer files the agreement in the personnel record.

How electronic completion and routing typically flows

A typical e-sign workflow reduces turnaround and preserves an audit trail; steps below describe a common sequence for digital completion and storage.

Upload Document: HR uploads a template or completed draft to the signing platform.
Assign Signers: Specify employee and approver roles and signing order if needed.
Signer Authentication: Signers authenticate by email link, SMS code, or optional stronger methods.
Completed Record: Signed PDF and audit trail are stored in the employer system of record.

Essential elements to include in a professional agreement

A complete Flexible Working Arrangement balances operational needs with employee expectations; include measurable items that make compliance and performance tracking straightforward.

Duration

Specify a clear start and end date or state that the arrangement is ongoing until reviewed; include notice period for termination or change.

Schedule

Define exact workdays, shift start/end times, core hours, and procedures for overtime or schedule exceptions.

Performance Measures

List objectives, deliverables, success metrics, and the review cadence used to assess the arrangement's effectiveness.

Communication

Document expected methods, frequency of check-ins, availability windows, and escalation procedures for issues.

Equipment & Expenses

Specify employer-provided equipment, reimbursement policies, and responsibility for maintenance or data security at remote locations.

Policy References

Cite applicable HR policies (timekeeping, confidentiality, data protection) and state whether they remain in full force.

Privacy, security, and compliance considerations

Data Encryption: AES-256 at rest

Transport Security: TLS 1.2/1.3 in transit

Regulatory Coverage: ESIGN and UETA

HIPAA Note: BAA required

Audit Trail: Timestamped events

Access Controls: Role-based permissions

Risks and consequences of poor documentation

Wage Disputes: Overtime miscalculation risk

Tax Issues: Incorrect residency reporting

Accommodation Claims: Failure to document may harm ADA defense

Recordkeeping Violations: Regulatory penalties possible

Data Exposure: Unsecured devices increase breach risk

Enforceability: Ambiguous terms may be voided

Practical tips for clear and enforceable agreements

Follow these best practices to reduce ambiguity and administrative burden while preserving compliance with employment and data rules.

Use consistent record names and storage

Store every executed agreement in the centralized personnel file with a consistent naming convention and metadata (employee ID, department, effective date) so retrieval and audit are straightforward.

Be specific about working hours and zones

Avoid vague descriptions such as 'flexible hours.' Specify core hours, timezone references for start/end times, and how time is recorded for payroll and overtime determinations.

Include review and rollback procedures

Describe how and when the arrangement will be reviewed, the metrics that determine continuation, and the process for returning to prior terms if operational needs change.

Address equipment, security, and expense rules

Clarify employer equipment provision, acceptable personal device use, required security measures (VPN, encryption), and reimbursement limits for internet or office expenses.

Typical timing and review points to set

Include a clear timetable for starting, reviewing, and formally renewing or ending the arrangement to ensure coverage for payroll and benefits.

Effective Date Entry:

Record when the arrangement begins using MM/DD/YYYY format.

Initial Review:

Set a 30- or 90-day performance review to confirm viability.

Periodic Review:

Schedule annual or semi-annual reviews for ongoing arrangements.

Termination Notice:

State required notice period for employer or employee changes.

Record Retention Start:

Start retention clock on the effective date.

Digital signing and platform considerations

Choose a signing platform that supports audit trails, secure storage, and appropriate authentication for the sensitivity of the agreement.

Authentication: Email, SMS, or stronger options
File Types: PDF and DOCX supported
Integrations: HRIS and cloud storage connectors

Ensure the platform complies with ESIGN/UETA and any sector-specific rules (for example HIPAA for health-related agreements) and that signed records are retained unaltered.

Configuring an electronic workflow for this agreement

Map the basic workflow settings to match your approval, authentication, and storage requirements before sending the document for signature.

Field	Configuration
Signing Order	Employee then manager then HR
Authentication Method	Email link with optional SMS code
Retention Location	Central HR file store with backup
Notifications	Automated reminders at defined intervals

Comparing eSignature vendors for flexible working arrangements

Select a vendor based on compliance needs, authentication strength, and expected volume; signNow is listed first for parity comparison with major competitors.

	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 (Business Premium)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA required)	Varies by plan	Varies by plan	Varies by plan	Varies by plan

Real-world examples of using signed flexible work agreements

These customer examples illustrate how documented arrangements reduce friction and preserve compliance in practice.

Case Study 1

A small real estate firm standardized remote-agent schedules to reduce conflicts and missed showings.

They used signed agreements for availability and client access.
As a result, the firm maintained consistent service levels while documenting expectations for payroll and client coverage, cutting scheduling disputes and improving accountability across agents.

Case Study 2

A healthcare clinic implemented telework for administrative staff with signed rules for patient data access.

The agreement specified VPN use and device encryption.
This preserved HIPAA compliance by formalizing technical controls and responsibilities, reducing audit risk and clarifying incident response steps for remote workers.

Frequently asked questions about Flexible Working Arrangements

Answers to common questions on legality, signatures, and recordkeeping when using electronic or paper-based agreements.

Need help? Contact support

Can this agreement be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided the parties show intent to sign, consent to electronic records, attribution of the signature, and record retention. Certain narrow exceptions may apply.
Do I need a notary or witness to validate it?
Most flexible working arrangements do not require notarization or witnesses. If the agreement contains a deed-like transfer or is used as part of a document type that requires notarization under state law, follow state-specific notary rules.
Who should sign on behalf of the employer?
A manager with delegated authority or an HR representative may sign; larger organizations often require an authorized officer or delegated signer consistent with internal approval policies to ensure enforceability.
How do I change or end the arrangement later?
Follow the amendment or termination clause in the agreement: document consent, set an effective date for the change, and retain signed confirmation. If no clause exists, treat the change as a new agreement with signatures.
What records should HR keep and for how long?
Retain the executed agreement in the personnel file for at least 3 years after termination; follow industry-specific rules such as HIPAA six-year minimum where applicable and longer state retention requirements.
Are there wage and hour implications to consider?
Yes. Document hours worked, overtime rules, and timekeeping methods. Misclassification or poor recordkeeping can trigger wage-and-hour liability and penalties under the FLSA and related state laws.

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