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Invention Disclosure Form

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Confidentiality Agreement with regard to Employee Inventions

Agreement made on the day of , 20, between

of
(Name of Employee)     (Street Address, City, County, State, Zip Code)

referred to herein as Employee, and , a corporation
(Name of Employer)

organized and existing under the laws of the state of , with its
principal office located at , referred to herein as Employer.
(Name of State)     (Street Address, City, County, State, Zip Code)

Whereas, Employer engages in the business of ; and
(Type of Business)

Whereas, Employee has been employed by Employer to engage in the business of as a ; and
(Type of Business)     (Position)

Whereas, the parties agree that as part of Employee's job performance, Employer expects Employee to develop inventions, and to produce and receive confidential information pertaining to Employer's business.

Now, therefore, for and in consideration of the mutual covenants contained in this Agreement, and other good and valuable consideration, the parties agree as follows:

1. Trade Secrets. During the term of Employee's employment, Employee shall refrain from disclosing to other persons or entities any confidential information or trade secrets of Employer developed by Employee or of which Employee becomes aware.

2. Assignment of Rights to Inventions. During the term of Employee's employment, Employee agrees that any inventions made by Employee with Employer's facilities, equipment, supplies, trade secrets, or that relate to Employer's current or anticipated work or research, or that result from work done for Employer, shall belong to Employer. Employee assigns such inventions to Employer, and agrees to cooperate with Employer in obtaining patents on inventions for Employer. Employee further agrees that Employer may keep such inventions as trade secrets.

3. Disclosure of Invention to Employer

A. To facilitate compliance with this Agreement, Employee agrees to disclose to Employer all inventions made by Employee during the course of Employee's employment. Employee agrees that any patent application filed within after termination of Employee's employment is presumed to relate to an invention developed during the term of Employee's employment with Employer. Therefore,

Employee agrees to disclose to Employer all patent applications filed by Employee within after Employee's employment with Employer has terminated.

B. An invention is made by Employee during the course of Employee's employment if Employee conceived of, or put into practice, the invention during the term of Employee's employment.

4. Severability. The invalidity of any portion of this Agreement will not and shall not be deemed to affect the validity of any other provision. If any provision of this Agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if they had been executed by both parties subsequent to the expungement of the invalid provision.

5. No Waiver. The failure of either party to this Agreement to insist upon the performance of any of the terms and conditions of this Agreement, or the waiver of any breach of any of the terms and conditions of this Agreement, shall not be construed as subsequently waiving any such terms and conditions, but the same shall continue and remain in full force and effect as if no such forbearance or waiver had occurred.

6. Governing Law. This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of .

7. Notices. Unless provided herein to the contrary, any notice provided for or concerning this Agreement shall be in writing and shall be deemed sufficiently given when sent by certified or registered mail if sent to the respective address of each party as set forth at the beginning of this Agreement.

8. Attorney’s Fees. In the event that any lawsuit is filed in relation to this Agreement, the unsuccessful party in the action shall pay to the successful party, in addition to all the sums that either party may be called on to pay, a reasonable sum for the successful party's attorney fees.

9. Mandatory Arbitration. Notwithstanding the foregoing, and anything herein to the contrary, any dispute under this Agreement shall be required to be resolved by binding arbitration of the parties hereto. If the parties cannot agree on an arbitrator, each party shall select one arbitrator and both arbitrators shall then select a third. The third arbitrator so selected shall arbitrate said dispute. The arbitration shall be governed by the rules of the American Arbitration Association then in force and effect.

10. Modification of Agreement

Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if placed in writing and signed by each party or an authorized representative of each party.

11. Counterparts

This Agreement may be executed in any number of counterparts, each of which shall be deemed to be an original, but all of which together shall constitute but one and the same instrument.

12. Compliance with Laws

In performing under this Agreement, all applicable governmental laws, regulations, orders, and other rules of duly-constituted authority will be followed and complied with in all respects by both parties.

WITNESS our signatures as of the day and date first above stated.

By:

(Printed Name of Employee)

(Signature of Employee)

By:

(Printed Name & Office in Corporation)

(Signature of Officer)

Enter text✕

What an Invention Disclosure Form Is and why it matters

An Invention Disclosure Form is a written record that documents an inventor's description of a new invention, including contributors, date of conception, and technical details. Institutions, employers, or inventors use it to establish internal records, support patentability decisions, and trigger technology transfer or commercialization review. The form typically collects a concise abstract, a full technical description, supporting drawings or data, funding and sponsor information, and any prior public disclosures. Properly completed disclosures help maintain priority, clarify ownership, and create an auditable trail for IP and compliance purposes.

Why completing an Invention Disclosure Form matters for IP protection

A clear disclosure helps determine patentability, documents inventorship and ownership, and starts internal review workflows that decide whether to pursue patent filing or licensing.

Why completing an Invention Disclosure Form matters for IP protection

Who typically completes and reviews invention disclosures

Individuals and organizations across research, corporate, and legal teams prepare invention disclosures to preserve IP and trigger institutional review.

  • Individual inventors and researchers — Employees or academics who created the invention and must document conception and contributions.
  • Technology transfer offices — University or institutional teams that evaluate disclosure for patent filing and commercialization potential.
  • In-house or outside patent counsel — Legal reviewers who assess patentability, inventorship, and prepare prosecution strategy.

Multiple stakeholders review the form—technology transfer, patent counsel, line managers, and funding administrators—to make coordinated decisions about protection and commercialization.

Primary signers and their roles

Principal Inventor

A research lead, engineer, or creator who provides a detailed technical narrative, dates of conception, and confirms contribution. The Principal Inventor’s narrative is critical for patent prosecution and must be accurate and contemporaneous.

Authorized Official

A university tech transfer officer or corporate IP manager who assesses ownership, confirms institutional interest, and routes the disclosure for legal review, funding attribution, and potential patent filing.

Key data points to include on the form

Inventor Names: Full legal names.
Invention Title: Concise descriptive title.
Conception Date: MM/DD/YYYY format.
Description: Technical summary included.
Supporting Files: Drawings, data, prototypes.
Funding Source: Sponsor or grant ID.

Step-by-step: completing an Invention Disclosure Form

Follow these steps in order to capture accurate, auditable information and route the disclosure for internal review and patent counsel consideration.

  • 01
    Gather evidence: Collect lab notes, timestamps, and prototypes that support conception dates.
  • 02
    Describe invention: Write a clear abstract and detailed description that a skilled practitioner can understand.
  • 03
    List contributors: Name all contributors and describe their specific technical contributions.
  • 04
    Submit for review: Route to your tech transfer or IP manager for legal evaluation.

Configuring the electronic workflow for disclosure review

Set up routing and authentication so the disclosure reaches required reviewers while preserving an audit trail and access control.

Field Configuration
Signature Method Email link with audit trail
Authentication Email plus optional SMS or ID check
Routing Sequential reviewer order with notifications
Retention Auto-archive signed PDFs for records

Technical requirements for secure e-submission

Use a platform that supports secure upload, signed PDFs, and an auditable completion certificate before sharing externally.

  • File formats: PDF, DOCX accepted
  • Integrations: Salesforce, NetSuite, Google Workspace
  • Authentication: Email, SMS, KBA options

How electronic disclosure submission typically works

Electronic workflows compress manual steps while preserving evidence. The typical flow below highlights key system actions and outputs.

  • Upload: Submit the completed disclosure and attachments to the portal.
  • Place fields: Add signature, date, and reviewer fields as required.
  • Notify reviewers: System sends sequenced review notifications and reminders.
  • Sign & archive: All parties sign; platform stores signed PDF and audit log.

Essential components of a professional Invention Disclosure Form

A complete disclosure organizes technical, administrative, and legal details so reviewers can make prompt, well-informed patent and commercialization decisions.

Title

A clear, concise invention title that reflects the core technical advance and aids internal cataloging and external searches during prior art review.

Abstract

A short summary that outlines the invention's purpose, key elements, and potential applications to help reviewers quickly assess relevance and novelty.

Detailed Description

A thorough technical narrative including embodiments, examples, and implementation details sufficient for patent counsel to evaluate claims and prepare filings.

Drawings and Data

Annotated figures, schematics, experimental results, and sample code that support the technical narrative and clarify inventive features.

Inventorship

A list of contributors with explicit descriptions of each person's specific inventive input to establish correct inventorship for patent filings.

Signatures

Inventor and authorized official signatures plus dates to confirm accuracy, ownership assertions, and to trigger institutional review.

Practical tips to make disclosures accurate and actionable

Follow these best practices to reduce review cycles and strengthen patent position while keeping records defensible.

Document contemporaneously and thoroughly
Record conception dates and supporting data as events occur. Contemporaneous lab notes, timestamps, and dated files provide stronger evidence of inventorship and priority.
Be specific about contributions
Describe each contributor's technical contributions in detail; vague descriptions can lead to inventorship disputes and complicate prosecution.
Avoid public disclosure before filing
Public presentations, publications, or online postings can destroy novelty outside limited grace periods. Coordinate with your tech transfer office before sharing.
Retain supporting materials
Keep raw data, prototypes, and correspondence associated with the disclosure; these materials may be needed for prosecution or licensing negotiations.

Typical timeframes and internal deadlines to watch

Timely submission and follow-up are essential to preserve rights and meet internal review cycles for patent decisions and funding compliance.

Submit promptly:

File disclosure as soon as invention is sufficiently developed.

Provisional window:

File a provisional patent within 12 months of public disclosure.

Institutional review:

Expect 30–90 days for tech transfer evaluation and counsel review.

Provisional fee:

$320 for provisional filing (large entity guidance)

Follow-up reports:

Provide requested clarifications within 14–30 days to avoid delays.

Key risks and consequences of incorrect disclosures

Lost priority: Potentially irreversible
Incorrect inventorship: May invalidate patents
Missed deadlines: Bar to patentability
Ownership disputes: Costly litigation risk
Confidentiality breach: Loss of trade secret protection
Funding noncompliance: Sponsor penalties possible

Common preparation errors to avoid

  • Incomplete technical detail that forces repeated follow-up and slows patent counsel review.
  • Failing to list all contributors or minimizing a contributor’s role, which can create inventorship disputes later.
  • Attaching poorly labeled or missing supporting files so reviewers cannot verify experimental results or prototype evidence.
  • Public disclosure prior to internal review or provisional filing that compromises novelty and patent options.

Real-world disclosure scenarios to illustrate use

These two anonymized scenarios show common disclosure paths and the outcomes they enable for institutions and startups.

University Technology Transfer

A lab documents a device concept with dated lab notebooks and prototypes

  • Tech transfer evaluates patentability and funding options
  • The university files a provisional, assigns rights to the institution, and pursues licensing with industry partners after patent counsel review.

Early-stage Startup

Founders submit a detailed disclosure before a public demo

  • Counsel assesses scope and prepares a provisional patent application
  • Provisional filing preserves priority while the startup seeks investor due diligence and prepares a full nonprovisional application.

Representative eSignature pricing and capability comparison

Compare baseline pricing and common capabilities for high-level vendor selection; signNow is listed first per table convention.

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 (Business Premium) 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 Invention Disclosure Forms

Answers to common questions about completion, legal effect, e-signing, and what to do after submission.


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