Who must approve this request

Typically the hiring manager, HR business partner, and compensation lead must sign or approve. Some organizations add legal or compliance review for role changes that affect regulated duties.

Can the form be submitted electronically

Yes. Electronic submission is acceptable when the system captures signer intent, identity, and a tamper-evident audit trail consistent with ESIGN and UETA.

What if names or titles differ

Mismatch between HRIS and application entries can delay processing. Use the exact HRIS job title and employee legal names to avoid reconciliation steps.

Is notarization ever required

Not for typical job description changes. Only rarely for employment contracts or state-specific instruments that require notarization or witness attestations.

How to correct a submitted request

Create an amendment or resubmit a corrected application with a clear changelog and new effective date to preserve the audit trail.

What records should be retained

Retain the signed request and related approvals per company retention policy and legal requirements; see the retention timeline section for legal baselines.

Electronic Signature
Templates
Miscellaneous
Job Rewrite Application

Job Rewrite Application

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

JOB REWRITE APPLICATION

PARTIES

Client Name: Client Address: Service Provider Name: Service Provider Address:

RECITALS

WHEREAS, Client Name: (the "Client") maintains active job descriptions and classification systems and seeks professional services to revise, standardize and modernize selected job descriptions; and

WHEREAS, Service Provider Name: (the "Provider") represents that it has experience and capacity to perform job rewrite services and desires to perform such services for the Client in accordance with the terms of this Application and Agreement; and

WHEREAS, the parties wish to set forth the services, payment terms, schedule and other mutual obligations regarding the Provider's performance of job rewrite services as described below.

SCOPE OF WORK

The Provider shall perform the following work in a professional and workmanlike manner and in accordance with industry standards. The parties acknowledge that deliverables and acceptance criteria are set forth below.

Detailed Scope of Work: Positions to be Rewritten (list titles):

DELIVERABLES & ACCEPTANCE

The Provider shall deliver written job descriptions conforming to the agreed template, including duties, minimum qualifications, competencies and classification recommendations. Deliverables shall be submitted electronically unless otherwise agreed.

Deliverable Details / Acceptance Criteria:

Delivery Options (select all that apply): Standard job descriptions Competency profiles Classification recommendations

PAYMENT TERMS

Client agrees to pay Provider the fees set forth below in exchange for the agreed deliverables. All amounts are payable in U.S. dollars unless otherwise indicated. Provider shall invoice Client in accordance with the payment schedule.

Total Fee: Payment Schedule / Milestones: Payment Due (net days): Late Fee / Interest:

All invoiced amounts not received within the agreed net period shall accrue interest at the rate specified above and Client shall reimburse Provider for reasonable collection costs, including attorneys' fees, incurred in enforcing payment.

TERM AND TERMINATION

This Agreement commences on the Start Date and continues until the End Date, unless earlier terminated in accordance with this section.

Start Date: End Date: Termination Notice Period:

Either party may terminate this Agreement for material breach if the breach remains uncured thirty (30) days after written notice. Termination by Client prior to completion of agreed milestones entitles Provider to payment for work performed to date and reasonable wind-down costs.

CONFIDENTIALITY

Each party shall treat as confidential all non-public information disclosed by the other party in connection with performance under this Agreement, and shall not use or disclose such information except as necessary to perform obligations hereunder or as required by law. Confidential information does not include information that (i) is or becomes public without breach; (ii) is rightfully received from a third party without restriction; or (iii) is independently developed without use of the other party's confidential information.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of: , without regard to choice-of-law principles.

ENTIRE AGREEMENT

This Application and any exhibits or attachments constitute the entire agreement between the parties with respect to the subject matter hereof and supersede all prior and contemporaneous agreements, proposals, and communications, whether written or oral. Any amendment to this Agreement must be in writing and signed by authorized representatives of both parties.

ADDITIONAL PROVISIONS

Special Terms or Attachments:

Applicant / Service Provider:

By:

Date:

Company / Client:

By:

Date:

What the Job Rewrite Application Is and When It’s Used

The Job Rewrite Application is a standardized internal form used by hiring managers, HR professionals, or business unit leaders to request revisions to an existing job description, job posting, or role classification. It collects the current job title and description, proposed changes to responsibilities, required skills, compensation band updates, FLSA status suggestions, and approval routing so revisions are auditable and traceable. The form helps teams maintain consistent role language, supports compliance with classification and recruitment policies, and creates a record for audit or HR analytics purposes.

Step-by-step: Filling the Job Rewrite Application

Follow these steps in sequence to complete and route a rewrite request so reviewers can act quickly and retain a clear audit trail.

01

Prepare current job data: Gather the existing job description, org chart reference, and compensation band.
02

Describe proposed changes: Summarize additions, removals, and rationale in specific bullet points.
03

Confirm classification impacts: Note FLSA, exemption status, and suggested compensation adjustments.
04

Route for approvals: Submit to HR reviewer, compensation lead, and hiring manager for sign-off.

Common questions and answers about the application and routing

Answers to frequent questions on completion, approval routing, and digital submission to reduce delays and rejections.

Need help? Contact support

Who must approve this request
Typically the hiring manager, HR business partner, and compensation lead must sign or approve. Some organizations add legal or compliance review for role changes that affect regulated duties.
Can the form be submitted electronically
Yes. Electronic submission is acceptable when the system captures signer intent, identity, and a tamper-evident audit trail consistent with ESIGN and UETA.
What if names or titles differ
Mismatch between HRIS and application entries can delay processing. Use the exact HRIS job title and employee legal names to avoid reconciliation steps.
Is notarization ever required
Not for typical job description changes. Only rarely for employment contracts or state-specific instruments that require notarization or witness attestations.
How to correct a submitted request
Create an amendment or resubmit a corrected application with a clear changelog and new effective date to preserve the audit trail.
What records should be retained
Retain the signed request and related approvals per company retention policy and legal requirements; see the retention timeline section for legal baselines.

Key security and compliance considerations for electronic submission

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

Audit Trail: Timestamped signer events and IP address

Identity Options: Email, SMS code, or advanced authentication

Regulatory Support: ESIGN and UETA alignment

HIPAA Support: BAA available where required

Certifications: SOC 2 Type II, ISO 27001 compliant

Short summary of legal and operational risks

Classification Risk: FLSA misclassification exposure

Wage Claims: Potential wage and hour penalties

Data Breach: Personal data exposure fines

Audit Gaps: Missing records for compliance

Process Delay: Recruiting or onboarding hold-ups

Inconsistent Roles: Misaligned expectations and disputes

Common mistakes to avoid when preparing a rewrite request

Submitting incomplete role responsibilities that require reviewers to request clarifications, which extends processing time and increases revision cycles.
Using non-standard job titles or internal nicknames that do not match HRIS records and cause reconciliation backlogs during approval.
Neglecting to assess classification or compensation impact, which can create downstream payroll corrections and potential compliance exposure.
Failing to attach supporting documents such as org charts, current JD, or market data that reviewers need to approve changes promptly.

Who typically completes and approves a Job Rewrite Application

Final approval usually rests with HR and compensation leads; include legal review when duties touch regulated activities.

Hiring managers submitting role changes and justifications for operational reasons and team structure.
HR business partners validating classification, titles, and compensation alignment with policies.
Compensation or total rewards teams approving pay band adjustments and market comparators.

Who has authority to sign and what their role implies

Hiring Manager

The hiring manager initiates the rewrite, explains operational rationale, and verifies that responsibilities reflect day-to-day duties. Their signature confirms business need but does not substitute for HR or compensation approvals.

HR Director

The HR director or HR business partner provides classification guidance, confirms compliance with internal policies and regulations, and authorizes final publication of the revised description in HRIS and recruiting systems.

How online submission and approval flows typically operate

A standard eSubmission workflow ensures documents move through required reviewers while capturing a tamper-evident record of each action.

Upload and populate: Attach current JD and complete the rewrite fields.
Automatic validation: System checks required fields and prompts for missing data.
Sequential approvals: Route to HR, compensation, and hiring owner in order.
Archive and publish: Store signed version in HRIS and document repository.

Typical online workflow settings for consistent routing

Configure workflow elements to match your organizational approval matrix and reduce manual handoffs.

Field	Configuration
Approval order	Sequential: Hiring Manager → HR → Compensation
Conditional rules	Trigger compensation review if pay band changes
Authentication	Email link with optional SMS code for signer identity
Storage	Auto-save signed PDF to secure HR folder

Technical platform needs for eSubmission and signatures

Confirm the platform offers audit trails, retention controls, and BAA if processing protected health information.

File types: PDF, DOCX, HTML, Excel supported
Integrations: Salesforce, NetSuite, Microsoft 365, Google Workspace
Authentication: Email, SMS, SSO, advanced auth options

Selected eSignature vendor comparison for Job Rewrite workflows

Compare baseline pricing and capabilities that commonly affect HR document workflows; signNow is listed first per vendor alignment.

	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 card	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
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	Varies	Varies

Real-world examples of streamlined role updates

Examples show how organizations reduced review time and improved traceability when they standardized rewrite requests.

Optica Ventures — COO use case

The team replaced ad hoc emails with a single standardized form that captured role changes and approvals.

Reduced back-and-forth between hiring and HR.
"The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Martin Properties — Founder use case

Property management consolidated role changes and linked them to payroll codes for faster updates.

Automated routing eliminated manual tracking steps.
"I can process and execute all of these documents online with 100% compliance and built-in security."

Practical tips to reduce cycles and increase accuracy

Apply these best practices to make each rewrite request reviewable on first pass and reduce rework across HR, hiring managers, and compensation teams.

Use canonical titles and codes

Always enter the job title and HRIS code exactly as maintained in your human capital system; consistent identifiers prevent reconciliation steps and ensure correct posting, payroll mapping, and analytics downstream.

Attach supporting documentation

Include the current job description, org chart, market benchmarking data, and any functional approval emails so reviewers have context to assess classification and compensation impact without additional follow-up.

Be specific on duties and metrics

Write responsibilities using measurable outcomes and time allocations where relevant; specific language helps determine exempt status and clarifies hiring expectations for both recruiters and candidates.

Document change rationale

State the business reason for changes, anticipated headcount impact, and any interim coverage plans; a clear rationale speeds approval and supports audits or later disputes.

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