Is an electronic Notice legally valid?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and reliable records exist.

When is notarization required?

Notarization is rarely required for a standard offer notice, but state rules vary; if a signature must be notarized for a particular proceeding, follow the applicable state notary requirements.

What if the employee does not respond by the deadline?

Document the nonresponse, apply pre-stated consequences in the Notice (for example withdraw the offer), and retain records showing delivery attempts and reminders.

Can medical details be included in the Notice?

Limit medical information to what is necessary. Use secure, HIPAA-compliant channels and avoid storing sensitive data in general personnel files without safeguards.

How should I prove delivery when using email?

Retain read receipts, delivery logs, server timestamps, or signed eSignature certificates that include timestamps, IP addresses, and audit trails.

If the offer is modified, how is that recorded?

Issue an amended written Notice that references the original, records the change, and obtains new acceptance or declination from the employee.

Electronic Signature
Templates
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Notice to Employee of Offer of Suitable Employment

Notice to Employee of Offer of Suitable Employment

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

NOTICE TO EMPLOYEE OF OFFER OF SUITABLE EMPLOYMENT

GEORGIA STATE BOARD OF WORKERS' COMPENSATION

NOTICE TO EMPLOYEE OF OFFER OF SUITABLE EMPLOYMENT

Instructions: The employer shall use this form to notify an employee of an offer of employment which is suitable to his/her impaired condition, as required by O.C.G.A. §34-9-240 and Board Rule 240. This form, with all attachments, must be provided to the employee and counsel for the employee at at least ten days prior to the date the employee is expected to return to work. This form, along with attachments, should only be filed with the Board as an attachment to a Form WC-2.

Board Claim No.

Employee Last Name

Employee First Name

M.I.

SSN or Board Tracking #

Date of Injury

A. IDENTIFYING INFORMATION

EMPLOYEE

County of Injury

Address

Employee E-mail

City

State

Zip Code

EMPLOYER

Name

Address

Employer E-mail

City

State

Zip Code

B. NOTICE TO EMPLOYEE

1. This is to inform you that the following job is being made available to you pursuant to the requirements of O.C.G.A. §34-9-240 and Board Rule 240 (b):

Title

Essential Duties (Attach Additional Pages as needed)

Rate of Pay

Location of Job

Hours / Days to be Worked

Date/Time to Report for Work

2. A copy of the report(s) of your authorized treating physician(s), approving the job as suitable to your condition, is / are attached.

3. If you unjustifiably refuse to attempt to perform the job offered after receiving this notification or if you attempt the job for less than eight cumulative hours or one scheduled work day, whichever is greater, the employer/insurer shall be authorized to suspend payment of income benefits to you effective the date you are scheduled to report to work. Should you attempt but fail to continue working for fifteen (15) scheduled work days, your income benefits shall immediately be reinstated.

4. If you have any questions about the job being offered to you, you may contact the employer at:

C. CERTIFICATION

I hereby certify that the above-named job is available to this employee as outlined above, that the job duties have been approved by the authorized treating physician(s) who has examined the employee within 60 days of the attached approval, and that this offer is being made in good faith no later than ten days prior to the date the employee is expected to report for work. I further certify that I have this day sent a copy of this form to the employee and counsel for employer (if represented.)

Print Name / Title Here

E-mail

Signature

Address

Date

City

State

Zip Code

IF YOU HAVE QUESTIONS PLEASE CONTACT THE STATE BOARD OF WORKERS' COMPENSATION AT 404-656-3818 OR 1-800-533-0682 OR VISIT http://www.sbwc.georgia.gov

WILLFULLY MAKING A FALSE STATEMENT FOR THE PURPOSE OF OBTAINING OR DENYING BENEFITS IS A CRIME SUBJECT TO PENALTIES OF UP TO $10,000.00 PER VIOLATION (O.C.G.A. §34-9-18 AND §34-9-19).

WC-240 REVISION 07/2014 240 NOTICE TO EMPLOYEE OF
OFFER OF SUITABLE EMPLOYMENT

What this Notice to Employee of Offer of Suitable Employment Is

A Notice to Employee of Offer of Suitable Employment documents an employer's written offer of suitable work to an employee who has been absent or restricted because of injury, illness, or other qualifying reason. The form records job title, duties, schedule, pay rate, reporting instructions, and the timeframe for acceptance. It serves as a formal record for human resources, workers' compensation, and unemployment eligibility decisions and supports consistent communication between employer and employee about return-to-work options.

Why a Clear Notice Matters for Employers and Employees

A precise, dated notice reduces misunderstandings, documents the employer's compliance with accommodation or return-to-work obligations, and helps determine eligibility for benefits. It creates an auditable record for HR, payroll, and claims administrators and supports timely decision making when an employee must accept, decline, or request clarification.

Who typically completes this Notice and who receives it

Employers, HR representatives, and designated case managers usually prepare the Notice, while employees, benefits administrators, and claims examiners are typical recipients.

HR administrators who coordinate return-to-work plans and document offers and conditions for records and compliance.
Supervisors or hiring managers who specify the work duties, schedule, and reporting expectations for the offered position.
Employees or their authorized representatives who must review, sign, accept, decline, or request modifications to the offer.

Keep a signed copy in the employee file and share duplicates with payroll, benefits, and claims personnel to ensure consistent processing.

Step-by-step: issuing and documenting the offer

Follow these sequential steps to issue the Notice, document delivery, and capture the employee's response.

01

Prepare Offer: Complete all fields, verify duties and pay, and choose an acceptance deadline.
02

Deliver Notice: Send in writing by certified mail, email with read receipt, or secure eSignature link.
03

Record Receipt: Log delivery method, date/time, and any confirmation or returned mail.
04

Document Response: Attach employee acceptance, refusal, or medical justification and retain in the personnel file.

Typical process flow from offer to file completion

This sequence shows who acts and what records to capture at each step.

Create Notice: HR drafts the offer with job details, schedule, pay, and deadline.
Validate Terms: Supervisor and legal or benefits specialist review for accuracy and compliance.
Send to Employee: Deliver notice via chosen distribution channel and record proof of delivery.
Finalize File: Store signed notice and related documents in employee and claims records.

Configuring a digital workflow for the Notice

Use a consistent digital workflow to automate delivery, reminders, and secure storage while preserving audit trails and consent records.

Field	Configuration
Signature Field	Required; capture timestamp and signer email
Date Field	Auto-fill MM/DD/YYYY on signing
Employee Response	Choice field: Accept \| Decline \| Need Medical Clarification
Delivery Receipt	Record email bounce, read receipt, or signed certificate

Choosing technical delivery and storage options

Select a platform that preserves audit trails, supports required authentication, and stores records securely for retention mandates.

Document Formats: PDF, DOCX supported
Integrations: Connects to HRIS, payroll, and claims systems
Authentication: Email link, SMS code, or advanced options

Ensure the chosen platform meets legal and industry compliance (ESIGN, UETA, HIPAA where applicable) and provides exportable audit logs and secure long-term storage.

Essential parts to include in a professional Notice

A complete Notice should cover role details, logistics, compensation, acceptance mechanics, point of contact, and recordkeeping instructions.

Job Duties

Concise description of core responsibilities and essential functions so the employee understands physical or cognitive requirements.

Work Schedule

Specific days, shift times, and expected weekly hours; include start date and any flexibility or restrictions.

Compensation Details

Hourly rate or salary, pay frequency, and any differential pay for overtime or shift premiums.

Location and Reporting

Worksite address, remote status if any, and the supervisor or HR contact for questions and accommodations.

Acceptance Process

Clear instructions to accept, decline, or request modification, with an explicit deadline and method for response.

Documentation Note

Statement that the notice will be retained in personnel and claims files and that responses will be recorded for compliance.

Required information and fields at a glance

Employee Name: Full legal name

Employee ID: Payroll/personnel identifier

Position: Job title

Pay Rate: Hourly or salary

Start Date: MM/DD/YYYY format

Acceptance Deadline: Date and time

Common preparation errors to avoid

Vague job descriptions that omit essential functions and physical requirements, causing disputes about suitability.
Unclear deadlines or delivery methods, which create uncertainty about whether the employee received or had time to respond.
Mismatched names, IDs, or pay details that delay payroll, benefits, or claims processing.
Failing to retain signed copies and audit logs, which undermines proof of proper notice and may hurt defense in claims.

Key timing considerations and response expectations

Set and communicate specific deadlines and record timestamps for delivery and response to ensure compliance and clarity for benefits or disciplinary processes.

Offer Issuance Date:

Record the date the notice is sent and the delivery method

Acceptance Deadline:

Specify the final date/time for acceptance (MM/DD/YYYY HH:MM)

Reminder Schedule:

Send reminders at preconfigured intervals before the deadline

Finalization Date:

Date when HR logs the final response and updates records

Retention Start:

Begin retention counting from issuance or final response

Potential consequences of an incorrect or incomplete Notice

Benefit Denial Risk: Inaccurate notice can lead to disputes over workers' compensation or unemployment claims

Regulatory Exposure: Noncompliance with recordkeeping or accommodation rules may trigger fines

Payroll Errors: Mismatched compensation details can cause wage and hour complaints

Legal Disputes: Insufficient documentation may weaken employer defenses in litigation

Operational Delays: Ambiguous start dates or duties impede workforce planning

Privacy Breach: Improper transmission of medical details can violate HIPAA

eSignature pricing and feature snapshot for issuing this Notice

Comparing common eSignature vendors on starting price and core features relevant to delivering and retaining a Notice to Employee of Offer of Suitable Employment.

	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

Real-world examples of how organizations use the Notice

These case examples show practical application and records practices across organizations.

Optica Ventures (COO)

HR used a standardized Notice to return a technician to light duty work

The Notice specified reduced hours and tasks
Stored copies in payroll and claims files, enabling quick verification during an audit and reducing delays in benefits adjustment.

Fertility Centers of Illinois (Founder)

A health provider issued notices with minimal medical details and secure delivery

The workflow used HIPAA-compliant storage and a BAA with the eSignature vendor
This preserved privacy while documenting accommodation offers and employee responses.

Frequently asked questions about the Notice and e-delivery

Answers to common questions about delivery methods, legal validity, acceptance timing, and recordkeeping for the Notice to Employee of Offer of Suitable Employment.

Need help? Contact support

Is an electronic Notice legally valid?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and reliable records exist.
When is notarization required?
Notarization is rarely required for a standard offer notice, but state rules vary; if a signature must be notarized for a particular proceeding, follow the applicable state notary requirements.
What if the employee does not respond by the deadline?
Document the nonresponse, apply pre-stated consequences in the Notice (for example withdraw the offer), and retain records showing delivery attempts and reminders.
Can medical details be included in the Notice?
Limit medical information to what is necessary. Use secure, HIPAA-compliant channels and avoid storing sensitive data in general personnel files without safeguards.
How should I prove delivery when using email?
Retain read receipts, delivery logs, server timestamps, or signed eSignature certificates that include timestamps, IP addresses, and audit trails.
If the offer is modified, how is that recorded?
Issue an amended written Notice that references the original, records the change, and obtains new acceptance or declination from the employee.

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