Can employees sign electronically?

Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96, 2000) and in most states under UETA. Ensure intent to sign, consent to electronic records, attribution, and reliable retention to meet the four-part legal test for e-signature validity.

Do consumer-facing disclosures apply?

If the policy is connected to consumer financial or healthcare transactions, provide required ESIGN consumer disclosures so individuals can opt for paper; follow 15 U.S.C. §7001(c) for disclosure and consent procedures.

Are notarization or witnesses ever required?

Not usually for workplace policy acknowledgements. Notarization and witness requirements apply to certain legal instruments (wills, trusts, some powers of attorney). Consult state notary rules if a document explicitly requires notarization.

What if an employee refuses to sign?

Document the refusal, inform the employee of implications under policy, and follow your disciplinary process. Consider escalation to HR or legal counsel for persistent refusal tied to job responsibilities.

How do I update the policy after distribution?

Issue the revised policy with a new effective date, require re-acknowledgement from covered parties, and retain both old and new signed records for the applicable retention period.

How should signed records be stored securely?

Store signed acknowledgements in an encrypted repository with access controls. Use platforms that provide TLS 1.2/1.3 in transit and AES-256 at rest, and preserve an audit trail for each signature event.

Electronic Signature
Templates
Miscellaneous
Workplace Rules of Behavior

Workplace Rules of Behavior

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

WORKPLACE RULES OF BEHAVIOR

This Workplace Rules of Behavior and Acknowledgment Agreement (the Agreement) is entered into by and between Employer: and Employee: .

WHEREAS

WHEREAS, Employer operates a business that requires employees to maintain standards of conduct and professional behavior to ensure a safe, productive, and nondiscriminatory workplace; and

WHEREAS, Employee will perform duties for Employer and, as a condition of continued engagement, must observe the rules, procedures, and obligations set forth in this Agreement; and

WHEREAS, the parties desire to set forth the scope of expected behavior, compensation terms, confidentiality obligations, and remedies for violations.

SCOPE OF WORK

Primary Duties and Responsibilities

Employee shall perform the duties described above and any other duties reasonably assigned by Employer. Employee shall comply with all lawful instructions and follow established policies and procedures. Employer may reasonably amend duties to meet business needs upon written notice to Employee.

STANDARDS OF CONDUCT

Employee agrees to observe professional conduct at all times, including but not limited to:

- Treat coworkers, clients, visitors, and vendors with respect and without discrimination or harassment.

- Maintain punctuality and attendance standards as set by Employer.

- Use Employer property, equipment, and information only for authorized business purposes and in accordance with Employer policies.

PROHIBITED CONDUCT

Prohibited conduct includes, without limitation: theft, willful damage to property, physical violence, possession of weapons on premises, use of illegal drugs while on duty, disclosure of confidential information, falsification of records, and conduct that creates an unsafe or hostile work environment.

Reporting Violations - Contact Reporting Phone or Extension

PAYMENT TERMS

Employer agrees to compensate Employee for services rendered as set forth below.

Base Compensation (gross) Pay Schedule Late Payment Fee or Interest

Payment will be subject to applicable withholdings and deductions. If Employer fails to pay amounts when due, Employee may provide written notice and Employer shall have ten (10) business days to cure such failure; uncured late payments shall accrue interest at the rate specified above where permitted by law.

TERM AND TERMINATION

This Agreement commences on Start Date: and continues until End Date: unless earlier terminated as provided below.

Notice Period for Termination (days)

Either party may terminate this Agreement for any reason upon delivery of the notice specified above. Employer may terminate immediately for cause, including but not limited to gross misconduct, serious safety violations, or willful breach of this Agreement.

CONFIDENTIALITY

Employee acknowledges that during the course of employment they will have access to confidential and proprietary information of Employer, including but not limited to customer lists, pricing, trade secrets, business plans, technical data, and other non-public information (Confidential Information). Employee shall not, during or after the term of employment, disclose or use any Confidential Information except as required to perform Employee's duties for Employer or as authorized in writing by Employer. Upon termination, Employee shall return all Employer property and Confidential Information. The obligations in this section survive termination of this Agreement for a period of three (3) years or for such longer period as required by law.

DISCIPLINARY ACTIONS

Violations of these rules may result in disciplinary action up to and including termination. Discipline may include verbal counseling, written warnings, suspension, demotion, and termination. Employer will apply disciplinary measures in a manner consistent with applicable law and Employer policy.

ACKNOWLEDGMENT

By signing below, Employee acknowledges receipt of these Workplace Rules of Behavior, understands its contents, and agrees to comply with all provisions. Employee acknowledges that failure to comply may result in disciplinary action, up to and including termination of employment.

GOVERNING LAW

This Agreement shall be governed by and construed in accordance with the laws of the State identified below, without regard to conflict of law principles.

Governing State

ENTIRE AGREEMENT

This Agreement constitutes the entire agreement between the parties with respect to the subject matter herein and supersedes all prior and contemporaneous agreements, representations, and understandings, whether written or oral. Any amendment or modification must be in writing and signed by both parties.

Employer:

By:

Date:

Employee:

By:

Date:

What the Workplace Rules of Behavior document is

A Workplace Rules of Behavior document is an internal policy that defines acceptable conduct, security expectations, and procedural obligations for employees and contractors. It typically covers use of company property, information handling, interpersonal conduct, conflict of interest, remote-work standards, reporting channels for misconduct, and consequences for violations. The document provides a consistent framework for managing behavior, protecting confidential information, and meeting regulatory responsibilities where applicable, and it establishes who must acknowledge and enforce the rules within the organization.

Why a clear Rules of Behavior matters for your organization

A well-drafted Rules of Behavior reduces legal and operational risk by setting expectations, supporting investigations, and creating enforceable grounds for discipline. It helps protect sensitive data and clarifies required actions for security incidents and compliance with laws like HIPAA and federal recordkeeping obligations.

Who typically uses and signs this policy

The Workplace Rules of Behavior is used by HR, IT security, compliance teams, managers, and all employees who access organizational systems or facilities.

Human resources and people leaders responsible for policy distribution and enforcement.
IT and security teams that define acceptable technical behaviors and incident reporting.
Employees, contractors, and temporary workers who must acknowledge and follow the rules.

Use role-based distribution to ensure the right version reaches each group and keep a signed acknowledgement on file for each employee.

Core components to include in a professional Rules of Behavior

A complete Rules of Behavior should be modular and actionable so employees can find obligations and consequences quickly.

Scope

Define who and what is covered, including employees, contractors, devices, network access, and third-party vendors. Clear scope prevents ambiguity about applicability and enforcement.

Acceptable Use

List permitted and prohibited uses of systems, email, internet, and devices, including personal device limits and data handling rules to reduce security incidents and compliance exposures.

Confidential Data

Specify categories of sensitive information, handling rules, encryption requirements, and required approvals for sharing to meet legal standards like HIPAA or contractual obligations.

Reporting

Describe incident and misconduct reporting channels, timelines, confidentiality assurances, and nonretaliation protections to encourage timely disclosures.

Discipline

Explain progressive disciplinary steps, potential outcomes for violations, and the appeals process to ensure consistent application and legal defensibility.

Acknowledgment

Include an explicit signature or e-signature acknowledgement, effective date, and requirement to re-sign after substantive revisions to maintain evidence of consent.

Security and compliance items often included

Confidentiality: Defines protected data classes

Access Control: Specifies account and password rules

Device Use: Covers BYOD and corporate devices

Incident Reporting: Requires timely notification

Investigations: Outlines evidence handling

Disciplinary Actions: Lists potential sanctions

Step-by-step: preparing and collecting acknowledgements

Follow these practical steps to issue the policy, collect signed acknowledgements, and retain proof for compliance and HR records.

01

Draft or update: Review legal and security teams for necessary changes
02

Approve: Obtain sign-off from HR and compliance leadership
03

Distribute: Send to covered parties with clear instructions
04

Collect signatures: Capture dated acknowledgements and store the record

How distribution and signing typically work

Use a repeatable routing process to ensure each recipient receives the correct version and that acknowledgements are tracked end to end.

Upload document: Place the final policy file into the signing system
Place fields: Add signature, date, and checkbox fields for each signer
Choose recipients: Assign signers and set signing order if required
Send and track: Issue invites, monitor completions, and store audit logs

Suggested digital workflow settings for policy circulation

Configure these settings in your e-signature platform or HR system to match your compliance and audit needs.

Field	Configuration
Signature Type	Electronic signature with audit trail
Authentication	Email link or SMS one-time code
Retention Location	Encrypted HR record repository
Notifications	Automated reminders at 7 and 14 days

Technical requirements for secure e-distribution

Select a platform that supports secure delivery, verifiable audit trails, and the authentication strength your policy requires.

File formats: PDF, DOCX supported
Integrations: CRM, HRIS, and cloud storage integrations
Authentication: Email, SMS, or advanced methods

Ensure the chosen system meets your compliance needs (encryption at rest and in transit, role-based access, and reliable audit logs) and integrates with your records retention process.

Typical timelines and acknowledgment deadlines

Set clear internal deadlines for distribution and signing to ensure policy coverage and evidence before incidents occur.

Initial acknowledgement:

Within 7 days of hire or policy issuance

Annual re-acknowledgement:

Re-sign once per year or after major updates

Incident reporting window:

Report security incidents within 24–72 hours

Policy review cycle:

Review policy every 12 months

Records access:

Provide signed records to auditors within 5 business days

Penalties and risks from incomplete or incorrect implementation

Disciplinary action: Warnings, suspension, or termination

Regulatory fines: Fines for data breaches or HIPAA violations

Legal exposure: Civil suits for negligence or breach

Operational risk: Loss of systems or data integrity

Reputational harm: Damage to public trust and brand

Contractual penalties: Liability under vendor or customer contracts

Typical eSignature platform comparison for distributing and signing policies

Compare baseline pricing and compliance features when choosing an e-signature provider for policy circulation; signNow appears first as a reference platform option.

	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	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No envelope cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Common questions about using and enforcing the Rules of Behavior

Answers to frequent questions about legal validity, signatures, notaries, and how to handle updates or refusals.

Need help? Contact support

Can employees sign electronically?
Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act (15 U.S.C. ch. 96, 2000) and in most states under UETA. Ensure intent to sign, consent to electronic records, attribution, and reliable retention to meet the four-part legal test for e-signature validity.
Do consumer-facing disclosures apply?
If the policy is connected to consumer financial or healthcare transactions, provide required ESIGN consumer disclosures so individuals can opt for paper; follow 15 U.S.C. §7001(c) for disclosure and consent procedures.
Are notarization or witnesses ever required?
Not usually for workplace policy acknowledgements. Notarization and witness requirements apply to certain legal instruments (wills, trusts, some powers of attorney). Consult state notary rules if a document explicitly requires notarization.
What if an employee refuses to sign?
Document the refusal, inform the employee of implications under policy, and follow your disciplinary process. Consider escalation to HR or legal counsel for persistent refusal tied to job responsibilities.
How do I update the policy after distribution?
Issue the revised policy with a new effective date, require re-acknowledgement from covered parties, and retain both old and new signed records for the applicable retention period.
How should signed records be stored securely?
Store signed acknowledgements in an encrypted repository with access controls. Use platforms that provide TLS 1.2/1.3 in transit and AES-256 at rest, and preserve an audit trail for each signature event.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now