Can this be delivered electronically?

Yes. Electronic delivery is valid when the method demonstrates signer intent, affirmative consent to electronic records, attribution, and reliable retention. ESIGN (15 U.S.C. ch. 96) and state UETA or ESRA statutes govern validity; consumer-facing disclosures may be required.

Is an e-signature legally binding?

Generally yes when it meets the four-part test: intent to sign, consent to transact electronically, signer attribution, and the ability to retain and reproduce the record, per ESIGN and UETA frameworks.

What if an employee refuses electronic delivery?

Provide a paper copy upon request to respect ESIGN consumer rights; document the employee's choice and keep a record to avoid later compliance issues or disputes.

When is notarization necessary?

Notarization is usually unnecessary for a routine information statement. Use notarization or RON only when a state law or specific company policy requires a notarized acknowledgment.

How long must I keep the signed statement?

Retain the employee's acknowledged copy for at least 3 years after termination as a baseline; follow industry-specific rules such as HIPAA's six-year requirement for healthcare records.

Who must sign the statement?

The employee should sign or electronically acknowledge receipt. An HR representative may also sign for the employer to confirm distribution and version control.

Electronic Signature
Templates
HR
HR Fair Work Information Statement

HR Fair Work Information Statement

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

HR Fair Work Information Statement

Personal Information

Full Legal Name Residential Address Primary Phone Email Address

Position Information

Job Title Department Reporting Manager

Start Date:

Base Salary / Rate

Employment Type (select all that apply):

Full-time Part-time Casual Fixed-term

Employment History

Employer 1 — Company Name Position / Title

Dates Employed: From To

Primary Responsibilities Reason for Leaving

Employer 2 — Company Name Position / Title

Dates Employed: From To

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution

Graduation Date:

References

Reference 1 — Name Reference 2 — Name Reference 3 — Name

Fair Work Information — Key Entitlements and Notices

This statement sets out the principal minimum employment entitlements, workplace rights and relevant employer policies. It is intended to inform you of statutory entitlements and of the employer's applicable workplace practices. Receipt of this statement does not create any contractual entitlement beyond applicable employment agreements or applicable law.

Minimum Entitlements and Payment

You are entitled to receive at least the minimum rates of pay and allowances applicable to your classification, as well as pay on a regular pay cycle. Employer wage calculations and deductions will comply with applicable law; deductions will only be made where authorized by law or by you in writing.

I acknowledge that I have read and understand the minimum entitlements and payment information.

Hours of Work, Breaks and Overtime

Normal hours of work, roster requirements, break entitlements and overtime rates are governed by your role description, any applicable award or agreement, and employer policy. Any overtime must be authorized in accordance with employer procedures.

I acknowledge that I have read and understand hours of work, breaks and overtime provisions.

Leave Entitlements

Entitlements to annual leave, sick leave, parental leave, and other statutory leave are provided in accordance with applicable law and employer policies. Requests for leave must follow established procedures and may require supporting documentation.

I acknowledge that I have been informed of leave entitlements and procedures.

Workplace Safety and Workers' Compensation

The employer maintains a workplace safety program and workers' compensation coverage as required by law. You must report workplace incidents and injuries immediately and cooperate with all safety procedures and investigations.

I acknowledge that I have been informed of workplace safety procedures and reporting obligations.

Privacy and Use of Personal Information

The employer collects and retains personal information necessary for recruitment, payroll, benefits, and compliance with legal obligations. Personal information will be handled in accordance with employer privacy practices and applicable privacy law.

I acknowledge that I have read the privacy notice regarding collection and use of personal information.

Anti-Discrimination and Equal Opportunity

The employer prohibits unlawful discrimination, harassment, and victimization. Complaints will be dealt with promptly, confidentially, and without reprisal to the extent reasonably practicable.

I acknowledge that I have been advised of the employer's equal opportunity and anti-harassment policies.

Termination and Notice

Termination, notice periods, and redundancy entitlements are subject to applicable law and any contractual arrangements. The employer will provide the notice or pay in lieu of notice required by law or contract.

I acknowledge that I have been informed of termination and notice provisions.

At-Will Employment and Employment Status

Unless otherwise provided in a written employment agreement signed by both parties, employment is at-will and may be terminated by either party subject to applicable notice requirements and law. Nothing in this statement changes statutory protections or other contractual rights.

I acknowledge that I have been advised of at-will employment (or applicable employment status) where applicable.

Applicant Certification and Authorizations

I certify that the information provided in this statement and accompanying application materials is true, complete and correct to the best of my knowledge. I understand that false statements or omissions may be grounds for disciplinary action or termination.

I certify that all information provided is true and complete.

I authorize the employer to make such inquiries as are necessary to verify my employment history, education and other information provided, and to conduct background and reference checks as permitted by law. I further authorize former employers and listed references to provide information concerning my employment.

I authorize the employer to contact previous employers and references and to conduct background checks.

I understand that additional consents may be requested for specific checks (for example, criminal background checks or medical assessments) as required by law or by the duties of my position.

Applicant Comments

Additional Information or Comments

Employee Name:

Signature:

Date:

What the HR Fair Work Information Statement Is

The HR Fair Work Information Statement is a written summary employers provide to employees that explains workplace rights, pay and leave entitlements, nondiscrimination and harassment policies, safety expectations, and complaint pathways. It is an informational record — not a contractual amendment — intended to ensure all staff receive consistent baseline information at hire and when material changes occur. Employers may deliver the statement electronically when the method meets ESIGN (15 U.S.C. ch. 96, 2000) and state UETA or ESRA requirements, and when employee consent and retention standards are satisfied.

Why this Statement Matters to Employers and Employees

A clear HR Fair Work Information Statement reduces onboarding confusion, documents lawful disclosures, supports regulatory compliance, and provides employees an accessible summary of rights and reporting channels.

Who Typically Prepares and Receives the Statement

This statement is part of standard onboarding and compliance processes across employers of all sizes.

New Hires and Rehires: Employees receive the statement at hire or rehire to confirm rights, pay practices, and reporting contacts.
HR and Compliance Teams: Use the statement to document disclosure, update policies, and maintain distribution records for audits.
Managers and Supervisors: Reference the statement during orientation and when answering routine workplace questions about pay or leave.

Maintain delivery records and updates so distribution and employee acknowledgment are readily verifiable.

Core Elements Every Professional Statement Should Include

A complete HR Fair Work Information Statement groups essential topics so employees can quickly find rights, pay details, safety guidance, and complaint procedures.

Purpose Summary

One-paragraph explanation of why the statement exists, who must follow it, and whether it amends or complements employment agreements. Clear scope reduces misunderstandings.

Wage & Pay

Pay schedule, overtime rules, final paycheck timing, and who to contact for payroll questions. Include any state-required wage statement language for transparency.

Leave & Time Off

Summary of paid sick leave, FMLA eligibility, state family leave, and accrual or usage rules with references to the full policy or statutory source.

Health & Safety

Workplace safety expectations, OSHA-related reporting procedures, emergency contacts, and instructions for reporting hazards or injuries promptly.

Nondiscrimination

Notice of nondiscrimination and anti-harassment policies, protected classes, and the internal complaint and investigation process with confidentiality assurances.

Reporting & Contacts

Designated HR contact, anonymous complaint options if available, external agency contact points, and instructions for escalation when internal remedies are exhausted.

Step-by-Step: How to Complete and Issue the Statement

Follow these practical steps to prepare, deliver, and record the HR Fair Work Information Statement.

01

Prepare the Text: Gather accurate policy details, jurisdiction-specific language, and authorized HR contact information.
02

Populate Fields: Complete employee-specific fields precisely and verify payroll and classification entries.
03

Obtain Consent: If using electronic delivery, present the ESIGN consumer disclosure and capture affirmative consent to receive records electronically.
04

Record Delivery: Provide the employee a copy and retain an immutable distribution record with signature metadata and timestamps.

Configuring an Electronic Distribution Workflow

Map the workflow settings that support consistent electronic delivery and recordkeeping.

Field	Configuration
Document Template	Master template with conditional sections for state-specific language
Authentication	Email link with optional SMS or KBA for higher-risk hires
Consent Capture	Present ESIGN disclosure and capture affirmative checkbox and timestamp
Storage	Secure archived PDF with audit trail and access controls

Where to Send, File, and Retain the Statement

Knowing the logical destinations and retention points ensures compliance and retrieval during audits.

To the Employee: Deliver signed copy by email or secure portal for employee records.
HR File: Retain an employer-signed copy in the personnel file for the required retention period.
Payroll System: Link to payroll record to support wage and tax audits.
Legal Hold: Preserve copies when litigation or government inquiry is reasonably anticipated.

Technical Requirements for Electronic Delivery and Signing

Electronic delivery should preserve a readable record, capture signer intent, and maintain an audit trail.

File Formats: PDF, DOCX supported
Authentication Options: Email, SMS, or KBA
Integrations: Connectors for HRIS and payroll

Ensure the chosen platform supports ESIGN/UETA compliance, secure storage (TLS/AES encryption), and exportable audit records for regulatory review.

Timing: When to Provide and Update the Statement

Follow these timing rules to meet typical employer obligations and reduce exposure to disputes.

Initial Delivery:

Provide on or before the employee's first day of work.

Material Changes:

Update and redistribute promptly when pay, benefits, or policies materially change.

Rehire or Status Change:

Provide a new statement on rehire or when employment classification changes.

Recordkeeping:

Retain the employee's acknowledged copy according to applicable retention rules.

Request-Based Delivery:

Supply a copy upon written request within a reasonable timeframe.

Essential Data Elements to Collect and Record

Employee Name: Full legal name

Start Date: MM/DD/YYYY

Job Title: Official payroll title

Work Location: Street, city, state, ZIP

Pay Details: Rate and schedule

Acknowledgment: Signed and dated consent

Common Pitfalls to Avoid

Failing to capture affirmative electronic consent can undermine enforceability and lead to disputes over whether the employee received required disclosures.
Using inconsistent job titles or pay descriptions across payroll and the statement causes classification errors and complicates audits.
Lacking an auditable delivery record (timestamp, IP, signer identity) risks losing proof of distribution during government or private audits.
Neglecting to update statements after material policy changes creates gaps between practice and disclosed employee rights.

Consequences of Improper Preparation or Delivery

I-9 Violations: $281–$2,789 per violation

Wage Complaints: State penalties and back pay exposure

Tax Record Failures: Incorrect reporting can trigger fines

Privacy Breach: HIPAA or state data fines

Litigation Risk: Increased discovery and defense costs

Reputational Harm: Employee trust and retention impacts

eSignature Pricing and Feature Comparison for Statement Distribution

Side-by-side vendor pricing and capability points to help budget for electronic distribution and signature capture.

	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 credit card	Trial availability varies	Trial availability varies	Trial availability varies	Trial availability varies
Bulk Send	Yes	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common questions about electronic delivery, signatures, authentication, retention, and required disclosures for the HR Fair Work Information Statement.

Need help? Contact support

Can this be delivered electronically?
Yes. Electronic delivery is valid when the method demonstrates signer intent, affirmative consent to electronic records, attribution, and reliable retention. ESIGN (15 U.S.C. ch. 96) and state UETA or ESRA statutes govern validity; consumer-facing disclosures may be required.
Is an e-signature legally binding?
Generally yes when it meets the four-part test: intent to sign, consent to transact electronically, signer attribution, and the ability to retain and reproduce the record, per ESIGN and UETA frameworks.
What if an employee refuses electronic delivery?
Provide a paper copy upon request to respect ESIGN consumer rights; document the employee's choice and keep a record to avoid later compliance issues or disputes.
When is notarization necessary?
Notarization is usually unnecessary for a routine information statement. Use notarization or RON only when a state law or specific company policy requires a notarized acknowledgment.
How long must I keep the signed statement?
Retain the employee's acknowledged copy for at least 3 years after termination as a baseline; follow industry-specific rules such as HIPAA's six-year requirement for healthcare records.
Who must sign the statement?
The employee should sign or electronically acknowledge receipt. An HR representative may also sign for the employer to confirm distribution and version control.

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