Can this form be signed electronically?

Yes, e-signatures meet legal requirements under the ESIGN Act (15 U.S.C. §7001) and state UETA laws; confirm exceptions such as wills or court filings do not apply, obtain signer consent to electronic records, and preserve a retrievable audit trail.

What authentication level is recommended?

Use email link for low-risk; add SMS or SSO for standard HR forms; require two-factor or identity proofing (KBA, ID analysis) for high-risk acknowledgements. Document method in the audit trail to support attribution and admissibility.

Do employers need a signed paper copy?

No; electronically signed records that satisfy ESIGN and applicable state UETA or ESRA requirements and that are retained in a reproducible form are generally equivalent to paper. Maintain accessible copies, audit logs, and procedures for reproduction; consult counsel for state-specific exceptions or litigation risk.

What retention period applies?

Retain acknowledgements for the active employment term plus a minimum of three years to satisfy IRS recordkeeping (IRC §6501(a)). If healthcare PHI is involved, retain six years per 45 CFR §164.530(j). State laws may require longer.

When is notarization or witness required?

Notarization and witness requirements rarely apply to HR acknowledgements. However, certain state statutes or specific employment documents may require notarization or witness attestation. New York uses ESRA rather than UETA; verify local notary and RON rules before treating a form as fully executed.

How should corrections to a signed form be made?

Corrections should be handled by issuing a dated amendment or a new acknowledgement form that references the original. Document the change reason, obtain signatures from affected parties, and preserve both the original and corrected records with audit metadata to maintain chain-of-custody.

Electronic Signature
Templates
HR
HR Commitment to Integrity Form

HR Commitment to Integrity Form

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

HR Commitment to Integrity Form

Personal Information

Full Name Address

Phone

Email

Position Information

Job Title Department Reporting Manager

Start Date:

Salary:

Employment Status (select all that apply) Full-time Part-time Contractor/Temporary

Employment History

Most Recent Employer

Company Job Title

From:

To:

Primary Responsibilities Reason for Leaving

Previous Employer

Company Job Title

From:

To:

Primary Responsibilities Reason for Leaving

Education

Degree Institution Graduation Date

References

Please provide three professional references who can speak to your character and work performance.

Reference 1 - Name

Phone

Email

Relationship Reference 2 - Name

Phone

Email

Relationship Reference 3 - Name

Phone

Email

Relationship

Commitment to Integrity & Policies

By signing below I acknowledge receipt of and agree to comply with the company's standards of business conduct and ethics. I understand that compliance requires truthful, lawful, and ethical conduct in all business activities and interactions with colleagues, customers, vendors, and regulators.

I acknowledge the Code of Conduct and agree to abide by it.

I have read the Conflict of Interest policy and will disclose any actual or potential conflicts as required below.

Conflict of Interest Disclosure (if none, enter "None")

I understand and will protect confidential and proprietary information in accordance with company policy and applicable laws.

I will adhere to the Gifts and Entertainment policy and will report gifts or offers that could influence business decisions.

I understand my obligation to promptly report suspected unethical conduct, fraud, harassment, or legal violations through the designated reporting channels. I acknowledge that retaliation against a reporting employee is prohibited.

Legal Disclosures

At-Will Employment: Employment with the company is on an at-will basis unless otherwise provided in a separate written agreement signed by an authorized officer. Either the employee or the company may terminate the employment relationship at any time, for any lawful reason, with or without cause or advance notice.

Equal Opportunity: The company provides equal employment opportunity to all employees and applicants without regard to protected characteristics. Employment decisions are made based on qualifications, performance, and business needs.

I acknowledge the At-Will Employment statement above.

I acknowledge the Equal Opportunity statement above.

Authorization & Background Checks

I authorize the company and its agents to verify the information contained in this form and to obtain background information including, as applicable, criminal history, employment verification, education verification, and professional references. I understand that such information will be used only for employment purposes and in accordance with applicable law.

I authorize background and reference checks as described above.

If applicable, provide any additional authorizations or limitations to background checks

Applicant Certification & Acknowledgment

I certify that the information provided on this form is true, complete, and correct to the best of my knowledge. I understand that any material misrepresentation, omission, or falsification may result in disciplinary action up to and including termination of employment.

I certify that all information provided is true and complete.

I further acknowledge that I have read and understand the policies referenced herein and that I will promptly report any violations or potential violations to my manager or Human Resources. I understand that failure to comply may result in corrective or disciplinary action consistent with company policy.

Training & Compliance

I agree to complete required compliance and ethics training within the timeframes established by the company and to participate in periodic refresher training as required. I understand that completion of training is mandatory and recorded for compliance purposes.

Notes or requested accommodations for training (if any)

Signature

Employee Printed Name:

Signature:

Date:

What the HR Commitment to Integrity Form Is

The HR Commitment to Integrity Form is a written acknowledgement employees sign to confirm understanding of workplace ethics, company code of conduct, conflict-of-interest rules, and reporting obligations. Employers use the form to document that personnel received policies on bribery, confidentiality, discrimination, and whistleblower protections and agreed to comply. The form often includes certification of accurate information and a consent to background checks where applicable. When executed electronically it must meet ESIGN and state UETA/ESRA requirements to be admissible as evidence in the United States.

Why a Formal Integrity Acknowledgement Matters

Using an HR Commitment to Integrity Form clarifies expectations, reduces compliance risk, documents training and acknowledgements, and provides a defensible record if misconduct arises. The form supports consistent enforcement of policies and helps meet legal and regulatory obligations across U.S. jurisdictions.

Who Typically Completes This Form

HR teams, managers, and compliance officers commonly use this form when onboarding, conducting annual training, or after policy updates.

New hires confirming policy receipt and consent to monitoring where applicable.
Managers documenting investigation outcomes and corrective-action acknowledgements in personnel files.
Contractors or temporary staff when company policies apply to their engagement.

Legal, HR, and internal audit teams keep copies for compliance verification, disciplinary procedures, and to support regulatory audits.

Core Elements to Include in a Professional Form

Core elements show what the employee agrees to, how compliance is monitored, and where disputes are governed to make the commitment enforceable.

Policy Reference

Cite specific policies (code of conduct, anti-bribery, confidentiality). Reference versions and distribution dates to avoid ambiguity and link the acknowledgement to the current policy set in effect when signed.

Employee Promises

Clear, itemized commitments such as following reporting procedures, avoiding conflicts of interest, protecting confidential information, and cooperating with investigations. Use precise obligations rather than broad aspirational language.

Acknowledgement

A signed statement that the employee has read, understands, and will comply with listed policies. Include space to note questions asked or training completed to document understanding.

Reporting Channels

Specify internal and external reporting options (HR, compliance hotline, anonymous reporting). Provide instructions on confidentiality, anti-retaliation protections, and timelines for acknowledgement or investigation and response.

Discipline Matrix

Outline potential disciplinary outcomes for violations, including progressive steps where appropriate. Linking sanctions to specific breaches reduces claims of arbitrary enforcement and supports consistent HR actions.

Signature Block

Include name, job title, signature, and signature date. If signed electronically, capture method of signing, signer identity evidence, and a timestamp for the audit trail.

Step-by-Step: Collecting a Valid Acknowledgement

Follow these sequential steps to collect a valid signed HR Commitment to Integrity Form from employees, whether on paper or electronically.

01

Prepare the form: Confirm policy versions and approvals.
02

Send to signer: Deliver via email link or printed copy.
03

Authenticate signer: Use email, SMS code, or SSO verification.
04

Capture signature: Record signature, date, and audit trail details.

Configure the Digital Workflow

Configure the online workflow to match approval order, authentication strength, and retention requirements for HR records.

Field	Configuration
Routing Order	Employee → Manager → HR
Authentication	Email + optional SMS code
Kiosk Mode	Enable for in-person signing
Retention Policy	Archive signed PDF, export metadata
Notifications	Auto-reminders at 3 and 7 days

Platform Capabilities to Verify

Choose an eSignature platform that supports ESIGN/UETA compliance, audit trails, and secure storage when collecting HR acknowledgements electronically.

Signature Types: Email link, SMS, or in-person.
File Formats: PDF/A and DOCX accepted.
Integrations: Connect to HRIS and cloud storage.

Routing and Recordkeeping Flow

This flow shows how to route, sign, and store completed HR Commitment to Integrity Forms electronically.

Upload Document: Add PDF and place form fields.
Assign Signers: Enter employee and manager emails.
Send for Signature: Dispatch email with signing link.
Store Record: Save signed PDF and audit trail.

Common Preparation Pitfalls

Failing to reference the exact policy version creates ambiguity and can invalidate consent if the employee later disputes which terms applied.
Using nicknames or initials instead of a full legal name complicates background checks and may trigger requests for additional identification, delaying HR processes.
Relying on email-only authentication for high-risk acknowledgements increases exposure; stronger methods such as SMS codes, SSO, or ID verification reduce impersonation risk.
Not preserving the audit trail, timestamps, and signer metadata undermines evidentiary value during investigations and may reduce enforceability in legal disputes.

Security and Compliance Checklist

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II; ISO 27001

Regulatory Law: ESIGN and UETA compliant

HIPAA: BAA available for covered entities

Audit Trail: Timestamps, IP, and activity logs

Accessibility: WCAG 2.0 Level AA support

Consequences of an Incorrect or Incomplete Form

Enforceability Risk: Ambiguous language limits enforcement

Disciplinary Challenges: Incomplete records weaken corrective actions

Regulatory Exposure: HIPAA or labor violations increase fines

Audit Failures: Missing audit trail harms compliance reviews

Identity Disputes: Name mismatches can void consent

Retention Liability: Improper retention may breach statutes

Pricing and Core Feature Comparison — Common eSignature Vendors

Baseline pricing and availability for common eSignature vendors to consider when managing HR acknowledgements and high-volume signature workflows.

	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 cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently Asked Questions

Answers to frequent questions about using, signing, and validating HR Commitment to Integrity Forms, including electronic signature and retention concerns.

Need help? Contact support

Can this form be signed electronically?
Yes, e-signatures meet legal requirements under the ESIGN Act (15 U.S.C. §7001) and state UETA laws; confirm exceptions such as wills or court filings do not apply, obtain signer consent to electronic records, and preserve a retrievable audit trail.
What authentication level is recommended?
Use email link for low-risk; add SMS or SSO for standard HR forms; require two-factor or identity proofing (KBA, ID analysis) for high-risk acknowledgements. Document method in the audit trail to support attribution and admissibility.
Do employers need a signed paper copy?
No; electronically signed records that satisfy ESIGN and applicable state UETA or ESRA requirements and that are retained in a reproducible form are generally equivalent to paper. Maintain accessible copies, audit logs, and procedures for reproduction; consult counsel for state-specific exceptions or litigation risk.
What retention period applies?
Retain acknowledgements for the active employment term plus a minimum of three years to satisfy IRS recordkeeping (IRC §6501(a)). If healthcare PHI is involved, retain six years per 45 CFR §164.530(j). State laws may require longer.
When is notarization or witness required?
Notarization and witness requirements rarely apply to HR acknowledgements. However, certain state statutes or specific employment documents may require notarization or witness attestation. New York uses ESRA rather than UETA; verify local notary and RON rules before treating a form as fully executed.
How should corrections to a signed form be made?
Corrections should be handled by issuing a dated amendment or a new acknowledgement form that references the original. Document the change reason, obtain signatures from affected parties, and preserve both the original and corrected records with audit metadata to maintain chain-of-custody.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now