Are eSignatures legally binding?

Yes. Electronic signatures meet legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA in UETA-adopting states when intent, consent, attribution, and record retention criteria are satisfied.

Do undertakings need notarization?

Generally no. Most HR Joining Undertakings do not require notarization. Use notarization only when a specific clause or state law makes an acknowledgement necessary; verify with counsel or the state notary commission.

When must Form I-9 be completed?

Employers must complete Form I-9 within three business days of hire or per 8 CFR §274a.2; retain I-9 records per the statute even if the undertaking is electronic.

How should PHI be handled in undertakings?

If the undertaking collects or references protected health information, ensure HIPAA safeguards and a signed BAA where the eSignature vendor will store PHI; HIPAA requires six-year record retention under 45 CFR §164.530(j).

Can an employee revoke the undertaking?

Employees may request amendments, but revocation does not erase obligations that already accrued. Follow internal amendment or termination processes and document any agreed changes in writing.

What if the signed copy is lost?

Maintain an electronic audit trail and duplicate copies in a secure records system. An audit trail showing signature events typically suffices to reproduce the record for legal or regulatory review.

Electronic Signature
Templates
HR
HR Joining Undertaking

HR Joining Undertaking

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

HR JOINING UNDERTAKING

This Joining Undertaking is entered into between Company Name: and Employee Name: . By signing below, the employee agrees to the terms, acknowledgements and obligations set forth in this Undertaking effective as of Start Date: .

Personal Information

Full Name Current Address Phone Email

Position Information

Job Title Department Reporting Manager

Official Start Date: Annual Salary / Compensation:

Employment Status (select applicable)

Full-time Part-time Contractor

Probation Period

Employment History

Previous Employer 1 — Company Previous Employer 1 — Title Dates Employed Primary Responsibilities (brief) Reason for Leaving Previous Employer 2 — Company Previous Employer 2 — Title Dates Employed Primary Responsibilities (brief) Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

References

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

Legal Disclosures and Acknowledgements

At-Will Employment: The employee acknowledges that, unless expressly provided otherwise in a separate signed written agreement, employment with the company is at-will and may be terminated by either party at any time, with or without cause or notice.

Equal Opportunity: The company is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, veteran status or any other protected characteristic under applicable law.

Confidentiality and Intellectual Property: The employee agrees to hold in strict confidence all proprietary and confidential information of the company and assigns to the company all inventions, works of authorship and other intellectual property created in the course of employment. The employee will execute any additional documents necessary to effectuate such assignment.

Non-Solicitation and Non-Disclosure: During employment and for a period of 12 months following termination, the employee will not solicit the company's clients, customers or employees for competitive purposes and will not disclose trade secrets or confidential business information.

Company Property and Return: Employee will be entrusted with company property only as necessary. Employee agrees to return all company property, records and documents immediately upon request or upon termination.

Background Checks and Verification: The employee expressly authorizes the company to verify all information provided in this form and to conduct background checks, reference checks, employment verification, and education verification as permitted by law. The employee further authorizes prior employers and educational institutions to provide truthful information to the company.

I authorize the company to conduct background checks, reference checks and employment verification.

Training and Relocation Expenses: If the company provides relocation assistance or training reimbursements, the employee agrees to repay such amounts if employment terminates within the period specified in the related policy. Repayment period (months):

Notice Period: Employee agrees to provide the company with at least days' written notice of resignation, subject to applicable law and company policy.

False or Misleading Information: The employee certifies that all information provided to the company is true, complete and accurate. The employee acknowledges that falsifying information, omitting material facts, or submitting misleading information may result in withdrawal of an offer, disciplinary action up to and including termination, and potential legal remedies.

I acknowledge receipt of the company's policies and employee handbook and agree to abide by them.

I consent to the company's processing of my personal data for employment administration, benefits and statutory compliance purposes as required by law.

Applicant Certification and Authorization

I certify that all information provided in this Joining Undertaking and any attachments is true and complete. I authorize the company to contact previous employers, references, educational institutions and other parties as necessary to verify the information provided. I expressly consent to any background screening procedures required by the company and understand that continued employment may be contingent upon satisfactory results of such checks.

I authorize the company to contact my previous employers and references.

I authorize any required employment-related checks, which may include identity, criminal, and other background checks as permitted by law.

Employee Declarations

The employee declares that there are no active agreements, covenants or legal restrictions that would prevent performance of duties for the company, including restrictive covenants with former employers, except as disclosed here:

If the company and the employee later execute a separate written employment agreement, the terms of that agreement will govern to the extent they conflict with this Undertaking. Otherwise, this Undertaking sets forth acknowledgements and approvals required on joining and does not create any promise of continued employment for any specific duration.

Employee Name:

Signature:

Date:

What the HR Joining Undertaking Is and when it’s used

The HR Joining Undertaking is a written acknowledgement and promise completed by a new employee at hire. It documents commitments such as confidentiality, compliance with company policies, acceptance of terms of employment, conflict-of-interest disclosures, and any pre-employment conditions. Organizations use it to create a signed record of the employee’s obligations, onboarding checkpoints, and consent for background checks or data processing. When completed and retained, the undertaking becomes part of the personnel file and supports enforcement of workplace rules and post‑employment obligations.

Why include a formal undertaking in onboarding

A formal HR Joining Undertaking clarifies expectations, creates an auditable record of consent, and reduces later disputes about policy awareness. It also supports regulatory needs where written acknowledgement is required for privacy, security, or benefits enrollment.

Who completes or manages the HR Joining Undertaking

Role clarity at signing accelerates processing and ensures the correct version of the undertaking is applied to each employment category.

New hires — sign to acknowledge policies, confidentiality, and onboarding conditions.
HR representatives — collect, verify identity, and store the signed undertaking in personnel records.
Hiring managers — confirm role-specific commitments such as non-compete, IP assignment, or regulatory disclosures.

Who has authority to sign or approve

HR Manager

The HR Manager reviews the completed undertaking for completeness, verifies identity where required, and places the executed copy into the employee’s personnel file. They may escalate legal or policy exceptions to counsel and confirm any rights reserved by the employer.

Hiring Manager

The Hiring Manager confirms job‑specific clauses (for example, role-based access or confidentiality levels), approves conditional start dates, and signs any employer acknowledgement required to make the undertaking effective.

Core elements to include in a professional undertaking

A robust HR Joining Undertaking balances legal clarity with practical onboarding needs; include clauses that establish obligations, identity checks, and dispute procedures.

Parties

Identify the employer and employee by full legal name, corporate entity (if applicable), and mailing address so the agreement is attributable and enforceable.

Effective Date

Specify the effective date in MM/DD/YYYY format so obligations, probationary periods, and benefit eligibility are clear from day one.

Duties and Policies

Reference employee handbook, acceptable use, confidentiality, and any role‑specific rules; attach or link exhibits when detailed descriptions are needed.

Acknowledgements

Include statements where the employee confirms receipt and understanding of policies, background check consent, and any required disclosures.

Signatures

Provide a clear signature block for the employee and an employer representative, with date lines and printed names for attribution and auditability.

Remedies

State consequences for breach, internal complaint processes, and whether arbitration or governing law applies to disputes.

Step-by-step: complete and record the undertaking

Follow these sequential steps to collect a valid, auditable HR Joining Undertaking.

01

Prepare Document: Load the correct version and attach relevant exhibits.
02

Verify Identity: Match name and ID, and complete any verification checks.
03

Collect Signatures: Employee signs, then employer representative countersigns where required.
04

Store Record: Save executed copy in personnel file and document retention system.

How to set up a digital onboarding workflow

Use a consistent workflow for automation, reminders, and secure storage to reduce manual steps and errors.

Field	Configuration
Document Template	Lock core clauses; allow HR to add role exhibits.
Signer Order	Employee first, HR second, hiring manager optional.
Authentication	Email plus SMS code or stronger based on role sensitivity.
Retention Rule	Route signed copy to secure personnel storage automatically.

Where signed undertakings are sent and stored

Clarify routing so signed undertakings reach HR, payroll, and secure records without duplication or loss.

HR Records: Primary copy retained in the confidential personnel file.
Payroll System: Attach signed undertaking to payroll record when relevant.
Manager Access: Provide read-only access to hiring manager as needed.
Legal / Compliance: Escalate clauses requiring legal review for retention and enforcement.

Technical considerations for eSigning and submission

Confirm the chosen platform meets your compliance needs (for example, HIPAA or 21 CFR Part 11) and retains an exportable audit trail.

Authentication: Email or SMS code
Document formats: PDF, DOCX supported
Integrations: HRIS and cloud storage

Typical deadlines and timing expectations

Track key dates so compliance tasks and benefits enrollment occur on schedule during onboarding.

Sign before start date:

Complete the undertaking prior to or on the employee’s first workday.

I-9 completion:

Employer must complete Form I-9 within three business days of hire per 8 CFR §274a.2.

Background checks:

Initiate background checks early; complete prior to final offer rescission.

Benefits enrollment:

Employee typically has 30–60 days to enroll after hire, depending on plan rules.

Probationary review:

Schedule first performance review per company probation policy (commonly 90 days).

Common mistakes that delay or invalidate undertakings

Using informal initials instead of full signature; initials may be invalid unless expressly permitted in the form.
Entering inconsistent names or dates between the undertaking and I-9 or payroll records, causing verification failures.
Failing to record the signer’s authentication method and audit log, weakening proof of consent and attribution.
Retaining only a paper copy while discarding the electronic audit trail required to reproduce the record on request.

Consequences of incorrect or missing undertakings

I-9 violations: Civil fines possible.

HIPAA exposure: Breach penalties and corrective action.

Employment disputes: Weaker enforcement of policies.

Benefits errors: Coverage delays or denials.

Tax withholding: Incorrect forms trigger withholding.

Reputational risk: Public compliance failures harm trust.

How organizations apply the HR Joining Undertaking in practice

Real-world examples show how undertakings reduce onboarding friction while preserving compliance and audit readiness.

Optica Ventures — COO

Optica automated signing for new hires to centralize consents and policy acknowledgements

Reduced manual follow-ups by using a single routed form
'The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.'

Fertility Centers — Founder

A healthcare center used signed undertakings to document privacy training and PHI handling responsibilities

Ensured each clinician acknowledged HIPAA rules
'The airSlate SignNow team has been exceptional, responsive, the API has been great, and we’re extremely happy that we chose airSlate SignNow as a company.'

Security and compliance features to require for eSigned undertakings

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

Audit Trail: Timestamps, IP, and action log

Certifications: SOC 2 Type II; ISO 27001

HIPAA Support: BAA available where required

Regulatory: 21 CFR Part 11 compatibility

Data Subject Rights: CCPA and GDPR controls

Vendor pricing snapshot for eSignature options (signNow first)

Compare basic pricing and core availability features across common eSignature vendors. Confirm the current plan details with each vendor before purchase.

	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	Yes, limited	Yes, limited	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about HR Joining Undertakings

Answers to common operational and legal questions encountered when issuing, signing, or storing HR Joining Undertakings.

Need help? Contact support

Are eSignatures legally binding?
Yes. Electronic signatures meet legal requirements under the ESIGN Act (15 U.S.C. ch. 96) and UETA in UETA-adopting states when intent, consent, attribution, and record retention criteria are satisfied.
Do undertakings need notarization?
Generally no. Most HR Joining Undertakings do not require notarization. Use notarization only when a specific clause or state law makes an acknowledgement necessary; verify with counsel or the state notary commission.
When must Form I-9 be completed?
Employers must complete Form I-9 within three business days of hire or per 8 CFR §274a.2; retain I-9 records per the statute even if the undertaking is electronic.
How should PHI be handled in undertakings?
If the undertaking collects or references protected health information, ensure HIPAA safeguards and a signed BAA where the eSignature vendor will store PHI; HIPAA requires six-year record retention under 45 CFR §164.530(j).
Can an employee revoke the undertaking?
Employees may request amendments, but revocation does not erase obligations that already accrued. Follow internal amendment or termination processes and document any agreed changes in writing.
What if the signed copy is lost?
Maintain an electronic audit trail and duplicate copies in a secure records system. An audit trail showing signature events typically suffices to reproduce the record for legal or regulatory review.

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