Can this be signed electronically?

Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are demonstrable; exceptions for wills and certain court filings apply.

Is notarization required?

Not usually for internal acknowledgments. Notarization is only needed when a statute or specific business process requires a sworn acknowledgement; check state law or organizational policy.

What authentication is sufficient?

Email link or SMS OTP suffices for most acknowledgments. Use stronger authentication (KBA or multi-factor) for high-risk roles or where identity needs elevated assurance.

How long must records be kept?

Retain according to applicable industry rules: at least 3 years generally, 6 years for HIPAA-related records, and longer where state law or contractual obligations require it.

What if an employee refuses to sign?

Document the refusal, provide a copy of the policy, and follow progressive disciplinary procedures defined in company policy; consider a signed statement noting refusal and reason.

How do I correct a signed declaration?

Issue a corrected declaration and have all parties sign the updated version. Do not alter executed copies; preserve originals and record reasons for replacement in the audit log.

Electronic Signature
Templates
Miscellaneous
Workplace Code of Conduct Declaration

Workplace Code of Conduct Declaration

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

WORKPLACE CODE OF CONDUCT DECLARATION

Parties and Identification

Employer (Company) Name Employer Representative Employee Name

Employee ID

Job Title

Department

WHEREAS

WHEREAS, Employer Name: employs the Employee named above and maintains policies governing acceptable workplace conduct; and

WHEREAS, Employee Name: acknowledges receipt of the Workplace Code of Conduct, agrees to comply with its provisions, and accepts that adherence is a condition of continued engagement with Employer.

WHEREAS, the parties desire to document the scope, duties, reporting obligations, confidentiality requirements, and remedial measures associated with compliance with the Workplace Code of Conduct.

Scope of Work and Conduct

Employee shall perform duties consistent with the job title and department and shall act at all times in accordance with the Employer's Workplace Code of Conduct. Employee's principal responsibilities and behavioral expectations include (but are not limited to):

Describe primary responsibilities and conduct expectations

Payment Terms

Compensation and reimbursements are governed by the applicable employment agreement or company policy. The following summarizes the payment terms applicable during the term of this Declaration.

Compensation Amount Payment Schedule Late Fee for Reimbursements or Returned Payments

Employee understands that adherence to the Code of Conduct is independent of remuneration; however, disciplinary action for violation of the Code may include suspension, reduction of pay where permitted, or termination, subject to local law.

Term and Termination

This Declaration becomes effective as of the Start Date shown below and remains in force until the End Date or until earlier termination under this section.

Start Date:

End Date:

Notice Period (days):

Either party may terminate this Declaration for cause upon written notice specifying the basis for termination. Employer may also terminate in accordance with applicable employment policies and law. Termination does not relieve Employee of obligations that by their nature survive termination, including confidentiality and return of property.

Confidentiality

Employee shall not disclose, use, or permit the use of any confidential information, trade secrets, proprietary data, or other non-public business information of Employer except as required to perform assigned duties. Confidential information excludes information that (i) is or becomes public through no breach by Employee, (ii) is rightfully received from a third party without obligation of confidentiality, or (iii) is independently developed by Employee without use of Employer materials. Upon termination or at Employer's request, Employee shall promptly return all materials containing confidential information.

Reporting, Conflicts of Interest and Non-Retaliation

Employee must promptly report suspected violations of law, regulatory requirements, or this Code of Conduct to the designated company representative or through established reporting channels. Employer prohibits retaliation against those who in good faith report concerns. Employee must disclose any actual or potential conflicts of interest, including outside employment, material financial interests, or gifts that may affect impartial performance.

Acknowledgments (check to acknowledge)

I have received, read, and understand the Workplace Code of Conduct and agree to comply with its terms.

I will promptly report known or suspected violations in good faith and cooperate with any investigation.

I will disclose any actual or potential conflicts of interest to my supervisor.

I understand that Employer prohibits retaliation against employees who report concerns in good faith.

If disclosing a conflict of interest, describe here

Governing Law; Entire Agreement

This Declaration shall be governed by and construed in accordance with the laws of the state of , without regard to conflict of laws principles.

This Declaration, together with any referenced employment agreement, policies, and signed acknowledgments, constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior oral or written agreements on such matters. Any amendment must be in writing and signed by both parties.

Certifications and Remedies

Employee certifies that the representations in this Declaration are true and complete to the best of Employee's knowledge. Employee understands that violation of the Code of Conduct may result in corrective action up to and including termination and that Employer may pursue all lawful remedies for breaches causing loss or damage.

Employer (Printed Name):

By:

Date:

Employee (Printed Name):

By:

Date:

What a Workplace Code of Conduct Declaration Is

A Workplace Code of Conduct Declaration is a formal, written acknowledgment that an employee or contractor has received, reviewed, and agreed to follow an employer’s standards of behavior, ethics, and compliance policies. It typically records the document name, effective date, parties, and a signature block for the individual and an authorized representative. Employers use the declaration to demonstrate notice of policies, to document consent to disciplinary and reporting procedures, and to preserve evidence of employee acknowledgment for internal audits or regulatory inquiries.

Why this Declaration Matters for Employers and Employees

A signed declaration creates clear evidence that policy terms were provided and accepted, reducing dispute risk and establishing an auditable record for compliance purposes. Legal frameworks such as the ESIGN Act (15 U.S.C. ch. 96) and state electronic transaction laws (UETA or equivalent) support electronic acceptance when the four-part legality test—intent, consent, attribution, and retention—is met.

Who Typically Completes a Workplace Code of Conduct Declaration

Employers, HR teams, and compliance officers generally prepare the declaration; employees, contractors, volunteers, and temporary staff sign to acknowledge policies.

New hires and rehires acknowledging current policies and updates.
Contractors and vendors contracting for site access or services.
Managers and supervisors documenting distribution and receipt of policy updates.

The document serves both routine HR recordkeeping and regulatory compliance—retain executed copies according to your retention policy.

Typical Signatory Roles

Employee — Signatory

The individual worker signs to confirm they received and reviewed the code; the text should explain that signing denotes understanding and agreement to abide by policies and reporting procedures.

Employer Representative

An HR representative or authorized manager signs to confirm distribution. This signature documents who provided the policy and when, which matters for audits and investigations.

Essential Sections to Include in the Declaration

A complete declaration clearly states the policy title, effective date, parties, summary of key obligations, acknowledgment language, signature blocks, and any optional attachments or addenda.

Document Title

Exact name of the code or policy so the declaration unambiguously references the correct document and version.

Effective Date

The date the policy becomes effective; this anchors the period in which conduct is governed and affects enforcement timelines.

Party Identification

Full legal names and job titles for signatories to avoid identity ambiguity and to support later verification.

Acknowledgment Text

Clear language stating that the signer has read, understands, and agrees to comply with the listed policies and reporting requirements.

Signature Block

Space for printed name, handwritten or electronic signature, date, and employer witness or representative signature if required.

Attachments

Reference to the full code, summaries, training records, or required addenda that the signer received for review.

Step-by-Step: Completing the Declaration

Follow these four steps to prepare, present, and capture a valid declaration.

01

Prepare Document: Confirm policy version and effective date; attach full code.
02

Assign Signers: List required signatories and their contact emails for routing.
03

Authenticate: Choose authentication level (email, SMS, or stronger) before sending.
04

Capture Signature: Collect signature with timestamp and store an audit trail.

Configuring an Online Signing Workflow

Common workflow settings ensure consistent execution and retention when sending declarations electronically.

Field	Configuration
Signer Order	Sequential or parallel routing depending on approvals required
Authentication	Email link by default; add SMS or KBA for higher assurance
Reminders	Automatic reminders after X days to improve completion rates
Retention	Save executed PDF and audit log automatically to secure storage

Where to Send or File the Completed Declaration

Routing and filing vary by organization; follow these typical destinations to maintain compliance and accessibility.

HR Records: Primary repository for signed declarations and training records.
Employee File: Attach to the employee’s personnel record for performance and disciplinary context.
Compliance Folder: Centralized location for audit access and regulatory inspections.
Secure Archive: Long-term encrypted storage for retention and legal holds.

Digital Signing and eSubmission Considerations

Choose an eSignature configuration that preserves identity, intent, and a tamper-evident audit trail.

File Formats: Use PDF or DOCX; ensure final PDF/A export preserves signatures.
Authentication: Email or SMS OTP for most cases; choose stronger authentication for high-risk roles.
Integrations: Connect to HRIS, cloud storage, or records management for automated filing.

Retain a copy of the final signed document and a separate audit log containing signer attribution, IP address, timestamp, and action history.

Security, Privacy, and Compliance Controls to Consider

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

Audit Trail: Capture IP, timestamp, and action log for each signer

Access Controls: Role-based permissions for who can send or view records

HIPAA Support: BAA availability for protected health information

Regulatory Standards: ESIGN/UETA, SOC 2 Type II, ISO 27001

Accessibility: WCAG 2.0 Level AA considerations for signers

Common Risks and Consequences of Poor Documentation

Policy Disputes: Lack of signed acknowledgment complicates enforcement actions

Regulatory Exposure: Incomplete records may hinder audits or investigations

Employment Claims: Missing documentation can weaken defenses against wrongful termination suits

Data Breach Risk: Improper storage increases liability under state privacy laws

Operational Delay: Slow collection of acknowledgments can block compliance-driven actions

Invalid Signatures: Poor authentication may make acknowledgments inadmissible

Avoidable Errors When Preparing Declarations

Using outdated policy versions that lack a revision date and version number
Collecting unsigned or initial-only forms where a full signature is required
Failing to capture signer authentication or audit metadata with electronic signatures
Storing executed documents in unsecured or inaccessible locations

Practical Tips for Efficient and Reliable Completion

Follow these practical steps to reduce friction and strengthen evidentiary value when collecting acknowledgments.

Standardize Templates

Use a single, version-controlled template with a visible revision date to ensure consistency across departments.

Use Clear Language

Keep acknowledgment text plain and specific about duties, reporting channels, and disciplinary consequences.

Automate Reminders

Send scheduled reminders and escalate overdue acknowledgments to managers to increase completion rates.

Centralize Storage

Save executed declarations and audit logs in a secure, searchable records system for quick retrieval.

Timelines, Deadlines, and Processing Expectations

Timing depends on the policy and employment lifecycle; set clear deadlines and escalation points when distributing declarations.

New Hire Deadline:

Require acknowledgment within the first 7 calendar days of employment

Policy Update Window:

Ask employees to sign updated codes within 30 days of distribution

Training Completion:

Pair declaration with training and require completion within 14 days

Audit Retrieval:

Ensure records are retrievable within 48–72 hours for internal audits

Record Disposal:

Align disposal with retention policy and legal hold procedures

Key Milestones from Preparation to Long-Term Retention

A milestone flow clarifies responsibilities from distribution through archival and potential legal holds.

01

Create and Version

Finalize policy text and set an explicit revision date for the declaration.

02

Distribute to Signers

Send declarations with instructions and deadline for completion.

03

Collect Signatures

Capture signatures, authentication metadata, and training completion evidence.

04

Archive and Audit

Store executed records securely and schedule periodic audits for completeness.

eSignature Vendor Comparison — Pricing and Core Capabilities

High-level vendor comparison for signature cost and common features. signNow appears first as a pricing reference point.

	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 credit 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

Real-World Examples of Declarations in Use

Sample scenarios illustrate common implementations and outcomes when declarations are used correctly.

HR Onboarding

New hire receives the full code and signs acknowledgment online within 7 days

Signature captured with email and timestamp
This creates a searchable personnel record that supports future disciplinary actions and audit requests.

Policy Update Rollout

Company circulates revised code and requires re-acknowledgment within 30 days

System automates reminders and escalations
Completed signatures plus training completion evidence provide defensible proof of notice to employees.

FAQs and Troubleshooting for Declarations

Answers to common questions about preparing, distributing, and storing Workplace Code of Conduct Declarations.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are generally enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and retention are demonstrable; exceptions for wills and certain court filings apply.
Is notarization required?
Not usually for internal acknowledgments. Notarization is only needed when a statute or specific business process requires a sworn acknowledgement; check state law or organizational policy.
What authentication is sufficient?
Email link or SMS OTP suffices for most acknowledgments. Use stronger authentication (KBA or multi-factor) for high-risk roles or where identity needs elevated assurance.
How long must records be kept?
Retain according to applicable industry rules: at least 3 years generally, 6 years for HIPAA-related records, and longer where state law or contractual obligations require it.
What if an employee refuses to sign?
Document the refusal, provide a copy of the policy, and follow progressive disciplinary procedures defined in company policy; consider a signed statement noting refusal and reason.
How do I correct a signed declaration?
Issue a corrected declaration and have all parties sign the updated version. Do not alter executed copies; preserve originals and record reasons for replacement in the audit log.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now