Is this statement legally required?

It depends on context: federal funders, certain program regulations, and state laws may require a written nondiscrimination notice. Review grant terms and applicable statutes to determine whether a formal statement is mandatory for your program.

Can the statement be signed electronically?

Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signing method demonstrates intent, attribution, consent to electronic records, and reliable retention.

Who should be listed as the contact for complaints?

Name a specific compliance officer or intake contact with phone and email. Provide a postal address for formal notices and ensure staff are trained to route complaints promptly for investigation and recordkeeping.

What retention period should we use?

Retain signed statements and complaint records according to applicable rules: many federal programs expect at least three years; healthcare-related records follow HIPAA six-year retention (45 CFR §164.530(j)). Verify program-specific requirements.

Do we need a notarized statement?

Not usually. A nondiscrimination statement is typically a policy disclosure that does not require notarization unless a specific funder or state rule mandates it. Check state rules for unusual authentication requirements.

How should complaints be documented?

Record receipt date, complainant contact, summary of allegations, investigative steps, outcomes, and corrective actions. Preserve audit logs, signed statements, and communications for the applicable retention period.

Electronic Signature
Templates
Legal
Legal Nondiscrimination Statement

Legal Nondiscrimination Statement

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

LEGAL NONDISCRIMINATION STATEMENT

This Legal Nondiscrimination Statement ("Statement") is made effective as of Effective Date: by and between Organization Name: with principal address: ("Organization"), and Recipient Name: with principal address: ("Recipient"). Organization and Recipient are each a "Party" and collectively the "Parties."

RECITALS

WHEREAS, the Parties desire to document their respective obligations to prohibit discrimination and to ensure equal treatment in all operations, employment, contracting, and delivery of services associated with the relationship described in this Statement; and

WHEREAS, the Parties acknowledge that nondiscrimination requirements apply to protected characteristics and to reasonable accommodation obligations and that compliance is material to the continued performance of contractual obligations between the Parties; and

WHEREAS, the Parties intend by this Statement to set forth specific assurances, procedures, and remedies related to nondiscrimination and accessibility.

NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the Parties agree as follows:

1. DEFINITIONS

a) "Discrimination" means any adverse action, distinction, exclusion, limitation, or preference in employment, contracting, provision of services, access to facilities, or other terms or conditions, that is based wholly or partially on a Protected Characteristic.

b) "Protected Characteristic" includes, without limitation, race, color, religion, creed, national origin, ancestry, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity or expression, age, disability (including physical and mental), genetic information, veteran status, marital status, and any other characteristic protected by applicable law.

2. NON-DISCRIMINATION OBLIGATIONS

2.1 General Obligation. Each Party shall not, in any program, activity, or employment practice covered by this Statement, directly or through contractual or other arrangements, discriminate against any individual on the basis of a Protected Characteristic. This prohibition applies to recruitment, hiring, promotion, compensation, discipline, termination, subcontracting, provision of services, and access to facilities.

2.2 Scope of Application. The nondiscrimination requirements of this Statement apply to the following areas (select all applicable):

Employment Contracting / Procurement Provision of Services Public Access / Facilities

3. ACCESSIBILITY AND REASONABLE ACCOMMODATION

3.1 Accommodation Requests. Each Party shall provide reasonable accommodations to qualified individuals with disabilities and accept requests for accommodation in writing or by other accessible means. Requests shall be evaluated promptly and in good faith.

Accommodation Contact (name and title) Accommodation Contact (phone/email)

4. COMPLAINTS, REPORTING AND INVESTIGATION

4.1 Reporting. Any individual who believes they have been subjected to Discrimination in violation of this Statement may file a written complaint with the designated compliance officer identified below. Complaints shall include a description of the alleged conduct, dates, names of involved parties if known, and the requested remedy.

Compliance Officer Compliance Officer Contact

4.2 Investigation. Each Party shall promptly investigate complaints, maintain confidentiality to the extent possible, provide timely notice of findings to the complaining party and the accused, and take appropriate corrective action where Discrimination is found. Investigations shall be conducted by qualified personnel and documented in writing.

Investigation Procedure Summary

5. REMEDIES AND ENFORCEMENT

5.1 Remedies. Where Discrimination is established, remedies may include but are not limited to reinstatement, hiring, promotion, back pay, injunctive relief, modification of policies, contract termination, and payment of damages as permitted by law.

5.2 Contractual Consequences. Material breach of the nondiscrimination obligations set forth in this Statement shall constitute a material breach of any underlying agreement between the Parties and shall entitle the non-breaching Party to pursue all available contractual and equitable remedies, including termination of the relationship.

6. REPRESENTATIONS, WARRANTIES, AND CERTIFICATIONS

Each Party represents and warrants that: (a) it has and shall maintain policies, practices, and procedures that comply with the nondiscrimination obligations herein; (b) it will not retaliate against any individual who reports Discrimination or participates in an investigation; and (c) the information provided to the other Party in connection with compliance matters is true and complete to the best of its knowledge.

Additional Certification or Notes

7. NOTICES

All notices, requests, demands, and other communications under this Statement shall be in writing and shall be delivered to the addresses listed above or to such other address as a Party may specify in writing in accordance with this Section. Notices are effective upon receipt.

8. AMENDMENTS; WAIVER

No amendment to this Statement shall be effective unless in writing and signed by both Parties. No failure or delay in exercising any right shall operate as a waiver of that right.

9. GOVERNING LAW; ENTIRE AGREEMENT; SEVERABILITY

9.1 Governing Law. This Statement shall be governed by and construed in accordance with the laws of the state specified by the Parties: State of , without regard to conflict of law principles.

9.2 Entire Agreement. This Statement contains the entire understanding between the Parties with respect to nondiscrimination and supersedes all prior agreements and understandings, whether written or oral, regarding the subject matter herein.

9.3 Severability. If any provision of this Statement is determined to be invalid or unenforceable, such provision shall be severed and the remaining provisions shall remain in full force and effect.

10. MISCELLANEOUS

10.1 Counterparts. This Statement may be executed in counterparts, each of which shall be an original, and all of which together shall constitute one agreement.

10.2 Cooperation. The Parties agree to cooperate in good faith to implement the requirements of this Statement and to provide documentation as reasonably requested to demonstrate compliance.

Organization Name (Printed):

By:

Date:

Recipient Name (Printed):

By:

Date:

What a Legal Nondiscrimination Statement Is

A Legal Nondiscrimination Statement is a formal written declaration that an organization will not discriminate on protected grounds in its programs, services, employment, or access to benefits. It documents the organization’s nondiscrimination policy, summarizes protected categories, identifies a point of contact for concerns or reasonable accommodations, and states applicable legal authorities. In many contexts it must be made available to applicants, beneficiaries, contractors, or the public and may be required by federal funders, regulators, or state law.

Why a Clear Statement Matters

A concise nondiscrimination statement clarifies obligations under federal and state civil rights laws, supports equitable access, and reduces legal and administrative risk. It signals procedural transparency for applicants and recipients while documenting the organization’s compliance posture and complaint process.

Who Typically Prepares and Maintains This Statement

Organizations across sectors prepare nondiscrimination statements to meet legal, funding, and operational needs.

Government contractors and recipients managing federal funds, required to meet grant and program terms.
Healthcare providers and payers incorporating nondiscrimination language into patient notices and intake materials.
Educational institutions and employers who must publish policies for students, applicants, or staff.

Maintain and publish the statement through compliance, HR, or legal teams so it remains current and accessible.

Who Signs and Certifies This Statement

Authorized Official

A senior executive or designated official (CEO, ED, CFO) who has authority to bind the organization should certify or sign the statement and accept responsibility for compliance and remediation.

Compliance Officer

A named compliance or civil rights officer typically manages publication, complaint intake, and corrective actions; this person’s contact information is commonly included in the statement.

Essential Notice and Record Elements

Protected Classes: List categories covered by law and policy.

Scope: Specify programs and activities covered.

Contact Info: Name, phone, email, and mailing address.

Complaint Process: How to file and expected response steps.

Legal Basis: Reference applicable statutes or regulations.

Effective Date: Date the statement becomes operative.

Risks If the Statement Is Missing or Incorrect

Regulatory Enforcement: Investigation and corrective actions by agencies.

Funding Loss: Loss or suspension of federal/state grants.

Civil Liability: Private lawsuits and potential damages.

Reputational Harm: Public scrutiny and trust erosion.

Operational Delay: Delays in approvals or program delivery.

Recordkeeping Violations: Penalties for missing or incomplete records.

Common Pitfalls to Avoid

Using vague language that fails to identify covered categories or applicable laws, which creates enforcement ambiguity and weakens complaints handling.
Failing to name a specific contact and address for complaints, which prevents effective intake and timely responses to alleged discrimination.
Not updating the statement after legal or program changes, leading to mismatches between policy and practice during audits or investigations.
Relying on a printed-only notice when applicants expect electronic access, which can hinder accessibility and record retention.

How to Complete a Legal Nondiscrimination Statement

Follow these steps in order to prepare a clear, legally defensible statement suitable for publication, grant applications, and routine distribution.

01

Identify Scope: Define which programs, services, and sites are covered.
02

Cite Authority: List relevant federal/state statutes and regulations.
03

Provide Contact: Name a compliance contact and include phone/email.
04

Sign and Date: Have an authorized official sign and add effective date.

Where to File, Send, or Publish the Statement

Use appropriate channels so applicants, beneficiaries, and funders can find and rely on the statement.

Public Posting: Publish on program webpages and physical intake locations where services are offered.
Grant Submissions: Include the statement with grant or funding applications as required by the funder.
Applicant Materials: Attach to applications, enrollment packets, and admission materials.
Complaint Filings: Provide the statement to individuals who file discrimination complaints.

Digital Workflow Settings to Capture Key Data

Configure the e-delivery workflow to collect signatures, preserve audit data, and automate distribution.

Field	Configuration
Signature Type	Electronic signature with audit trail
Authentication	Email link or SMS code as minimum
Retention Policy	Retain signed record per retention schedule
Routing Order	Sequential or parallel signer routing

Technical Requirements for eSubmission and Storage

Ensure your platform supports secure signing, tamper-evident records, and accessible storage.

File Formats: PDF and DOCX accepted; ensure signed PDF preserves appearance.
Integrations: Connectors for Google Workspace, Microsoft 365, Salesforce recommended.
Security: TLS in transit and AES-256 at rest required.

Choose a solution that logs timestamps, signer attribution, and preserves an audit trail for compliance and dispute resolution.

Timing and Expected Response Steps

Plan publication and response workflows so statements and complaints are handled promptly and consistently.

When to Publish:

Post before program launch and include in applicant materials.

Request Fulfillment:

Provide copies to requesters in a timely manner per policy.

Complaint Acknowledgement:

Acknowledge receipt promptly and document initial steps.

Investigation Timeline:

Follow internal schedules that align with funder or regulatory rules.

Revision Cycle:

Review annually or when laws and program terms change.

eSignature Vendor Pricing and Feature Snapshot

Compare starting prices and core features relevant to signing and distributing Legal Nondiscrimination Statements; signNow is listed first for comparison consistency.

	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 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

Frequently Asked Questions

Answers to common questions about preparing, signing, and retaining Legal Nondiscrimination Statements in U.S. settings.

Need help? Contact support

Is this statement legally required?
It depends on context: federal funders, certain program regulations, and state laws may require a written nondiscrimination notice. Review grant terms and applicable statutes to determine whether a formal statement is mandatory for your program.
Can the statement be signed electronically?
Yes. Electronic signatures meet legal standards under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted, provided the signing method demonstrates intent, attribution, consent to electronic records, and reliable retention.
Who should be listed as the contact for complaints?
Name a specific compliance officer or intake contact with phone and email. Provide a postal address for formal notices and ensure staff are trained to route complaints promptly for investigation and recordkeeping.
What retention period should we use?
Retain signed statements and complaint records according to applicable rules: many federal programs expect at least three years; healthcare-related records follow HIPAA six-year retention (45 CFR §164.530(j)). Verify program-specific requirements.
Do we need a notarized statement?
Not usually. A nondiscrimination statement is typically a policy disclosure that does not require notarization unless a specific funder or state rule mandates it. Check state rules for unusual authentication requirements.
How should complaints be documented?
Record receipt date, complainant contact, summary of allegations, investigative steps, outcomes, and corrective actions. Preserve audit logs, signed statements, and communications for the applicable retention period.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now