HR & employment agreement templates to sign online

Acting role letter When someone steps up to cover a more senior role, confirm the dates, duties and acting allowance — and that it's temporary — in a letter they sign. Signed by employer & employee Anti-bribery policy acknowledgement Staff confirm they will never offer or accept a bribe, and will follow your rules on gifts, hospitality, public officials, agents and reporting concerns. Signed by employee & employer Anti-harassment policy acknowledgement Every employee confirms they have the anti-harassment policy, understand what it prohibits and know how to report a concern — signed and filed online. Signed by employee & employer Apprenticeship agreement Set out the learning, the work and the pay for a new apprentice, so everyone knows what the next few years look like. Signed by employer & apprentice Associate dentist agreement Agree the split before the first patient: what counts as collections, who pays the lab, and what happens to the list when the associate leaves. Signed by practice & associate Attendance policy acknowledgement Employees confirm how to report absence, record their time and swap shifts — and what happens with repeated lateness — before it becomes a problem. Signed by employee & employer Background check authorization Tell a candidate exactly which checks you'll run and why, and collect their signed authorization before any screening starts. Signed by candidate & employer Bonus award letter Say thank you with a bonus — and put the amount, payment date and discretionary terms in writing so there's no confusion next year. Signed by employer & employee Bring your own device agreement Let staff use their own phone or laptop for work, with the security settings, privacy limits and remote-wipe rules agreed in writing. Signed by employee & employer Business travel policy acknowledgement Employees who travel for work confirm how trips are approved and booked, what the company pays for, and how to stay safe on the road. Signed by employee & employer Camp counselor agreement Hire summer counselors with the dates, pay, housing, safeguarding rules and conduct expectations agreed and signed before staff training begins. Signed by camp & counselor Cash handling policy acknowledgement Staff confirm your till, float, refund and safe procedures — so discrepancies can be traced and honest mistakes told apart from dishonesty. Signed by employee & employer Casual employment agreement Hire relief, bank or as-needed staff on clear terms — no guaranteed hours, no obligation to accept, and fair rules for offering and cancelling shifts. Signed by employer & casual employee Clinical supervision agreement Set the ground rules for supervision toward licensure: how often you meet, what gets reviewed, how hours are signed off, and what happens if it ends early. Signed by supervisor & supervisee Company credit card agreement Before you hand an employee a corporate card, agree how it may be used, how it is reconciled and what happens to personal charges. Signed by employee & employer Company equipment acknowledgement Record what equipment an employee received, with serial numbers and condition, and get their signed promise to look after it and give it back. Signed by employee & company representative Company property return demand letter Get the laptop, phone and access card back from a former employee — a firm, polite written request with a deadline and a simple way to return them. Signed by employer & former employee Company vehicle use agreement Set the rules for a company car or van — who may drive it, private use, fuel, fines, accidents and handing it back — and sign it online. Signed by employer & employee Conference attendance agreement Send someone to the big industry event or a pricey course — and agree what's paid, what they bring back, and what happens if they leave soon after. Signed by employer & employee Conflict of interest disclosure Staff, directors and volunteers declare outside interests, relationships and gifts — or confirm they have none — and sign online. Signed by person disclosing & organisation Contractor to employee conversion letter Bring a trusted contractor onto the payroll with one letter that closes the old contract and opens the new job cleanly. Signed by company & contractor Crew deal memo Lock in a crew member's position, dates, day rate, kit fee and credit before the first call time, and have it signed online. Signed by production & crew member Data protection policy acknowledgement Staff confirm how they handle customer and employee personal data, keep systems secure and report a data breach — signed online in minutes. Signed by employee & employer Delivery driver contractor agreement Engage an independent courier or owner-driver with the rates, vehicle, insurance, proof of delivery and customer rules agreed in writing. Signed by company & driver Demotion letter Put a move to a lower role in writing — the reason, the new title and pay, and any pay protection — and get the employee's signed acceptance. Signed by employer & employee Direct deposit authorization Collect an employee's bank details and their consent to be paid by direct deposit — with an optional split between two accounts — signed online. Signed by employee & employer Disciplinary appeal letter Appeal a warning, demotion or dismissal in writing, with your grounds set out clearly, and get the employer's signed acknowledgement of receipt back. Signed by employee & employer Disciplinary meeting invitation letter Invite an employee to a disciplinary meeting fairly: specific allegations, the evidence in advance, a companion and no decision made yet. Signed by employer & employee Dress code policy acknowledgement Employees confirm the dress standard, uniform and safety clothing for their role — with a clear route to ask for adjustments. Signed by employee & employer Drug and alcohol policy acknowledgement Employees confirm they understand the fitness-for-work rules, any testing and where to get help — signed online and filed with their records. Signed by employee & employer Employee availability form Know exactly when each person can work before you build the rota, and have it signed so nobody remembers it differently. Signed by employee & manager Employee benefits waiver form When an employee turns down a benefit, get it in writing — the plan, the reason and when they can change their mind. Signed by employee & employer Employee code of conduct acknowledgement Get each employee's signed confirmation that they received your code of conduct and will follow it — on joining, every year, or after an update. Signed by employee & employer Employee confidentiality and invention assignment agreement An employee promises to protect your confidential information, return company property and assign the work they create on the job — signed online. Signed by employer & employee Employee discount policy acknowledgement A staff discount is a perk people love. Writing down who can use it, on what and how much keeps it that way. Signed by employee & employer Employee emergency contact form Two emergency contacts, any medical information the employee chooses to share, and clear consent for when it will be used. Signed by employee & employer Employee grievance form Raise a formal workplace grievance in writing — clearly and factually — and get the employer's signed acknowledgement of receipt and next steps. Signed by employee & employer Employee handbook acknowledgement Get each employee's signed confirmation that they received your handbook, have read it and will follow it. Signed by employee & employer Employee offboarding checklist Close out a departure properly: record what came back, what was switched off and what's still owed — and get the leaver's signature on it. Signed by employee & manager Employee reference letter Write a fair, accurate reference for a current or former employee — and have them sign their consent before it goes to the new employer. Signed by referee & employee Employee referral bonus agreement Put a referral bonus in writing — how much, when it's paid, and what the new hire has to do for it to count. Signed by employer & employee Employee written warning Record a first or final written warning — what happened, what must change, what happens next and how to appeal — and get the employee's signed acknowledgement online. Signed by employer & employee Employer-provided housing agreement When a job comes with a home, agree the cost, the rules, the repairs and the move-out date in writing — before anyone moves in. Signed by employer & employee Employment agreement A complete contract of employment for a new hire — role, pay, hours, leave, confidentiality and notice — filled in and signed online. Signed by employer & employee Employment arbitration agreement A mutual, employer-funded agreement to arbitrate workplace disputes — written to keep the employee's core rights, and meant to be reviewed by a lawyer before you use it. Signed by employer & employee Employment contract extension letter Extend a fixed-term employee's contract to a new end date, confirm what changes, and get their signature before the old date runs out. Signed by employer & employee Employment contract variation agreement Change one, two or three terms of an employment contract — with the old and new wording side by side and both signatures on it. Signed by employer & employee Employment offer letter Make a job offer in writing — role, start date, pay, benefits and conditions — and let the candidate accept it with an e-signature. Signed by employer & candidate Employment termination letter Confirm in writing that employment is ending — last day, notice, final pay, benefits and company property — with the employee's signed acknowledgement that they received it. Signed by employer & employee Employment verification letter Confirm an employee's job, dates and — only if they agree — their pay, on your letterhead and signed electronically in minutes. Signed by employer Equipment operator authorization Record that a worker has been trained and evaluated on a forklift, lift or other powered equipment, and authorise them in writing until the renewal date. Signed by operator & supervisor Esports player agreement Sign a player to your roster with the pay, prize split, practice, streaming and sponsor terms written down, including a parent's consent for under-18s. Signed by team & player Exit interview form Capture why people leave and what would have kept them — as a record the employee reviews and signs. Signed by employee & hr representative Expense policy acknowledgement Employees confirm how business expenses work — what is covered, the limits, receipts and deadlines — before they spend any company money. Signed by employee & employer Expense report form Claim business expenses with every item, receipt and purpose listed, certified by the employee and approved by a manager in one signed form. Signed by employee & approver Final pay acknowledgement Show a leaver exactly what their last pay is made of, and get a signed receipt — without asking them to sign away anything. Signed by employer & departing employee First aider appointment letter Make the safety role official: what the volunteer does, the training you pay for, any allowance, and their signed acceptance. Signed by employer & employee Fitness instructor agreement Engage a yoga, Pilates, spin or group fitness instructor — or a personal trainer — with the timetable, pay, qualifications, safety and cover rules agreed. Signed by studio & instructor Fixed-term contract end letter Confirm in writing that a temporary contract is ending as planned, with everything the employee needs to know about their last day and final pay. Signed by employer & employee Flexible working agreement Put a new working pattern in writing — compressed week, flexible start and finish, different days or reduced hours — with a trial period and review. Signed by employer & employee Food safety policy acknowledgement Kitchen and front-of-house staff confirm the hygiene, allergen, temperature and illness-reporting rules that keep your customers safe. Signed by employee & employer Garden leave letter Keep a departing employee paid and out of the business until their last day, with the contact rules and handover duties set out clearly. Signed by employer & employee Grievance outcome letter Tell an employee the outcome of their grievance clearly and fairly, point by point, with their right to appeal, and get a signed receipt. Signed by employer & employee Health and safety policy acknowledgement A signed record that each employee has read the safety policy, knows the hazards of their own job and knows what to do when something goes wrong. Signed by employee & employer Home office safety checklist A quick self-assessment of the home desk, reviewed and signed by the manager, with actions that actually get done. Signed by employee & manager Hot work permit Authorise welding, cutting or grinding for one place and one shift, with the precautions checked and a fire watch named before the first spark. Signed by permit holder & supervisor Independent contractor agreement Hire a freelancer or contractor with the work, pay, ownership of what they create and how to end it agreed in writing — signed online. Signed by client & contractor Individual development plan Turn a good career conversation into a written plan with goals, actions, support and review dates that both of you sign. Signed by employee & manager Infection control policy acknowledgement A signed record that each team member knows the hygiene routine, when to stay home, and exactly what to do after a needlestick. Signed by employee & employer Internal transfer letter Confirm an employee's move to a new team, role or office — what changes, what stays the same, and their signed acceptance. Signed by employer & employee Internship completion letter Give your intern a signed record of what they did and learned, ready for their university, CV or next interview. Signed by host organisation & intern Internship offer letter Offer a student or graduate an internship in writing — dates, hours, supervisor, learning goals and pay — and let them accept online. Signed by employer & intern Interview evaluation form A structured scorecard that makes each interviewer write down what they saw, not just what they felt, and sign it before the hiring discussion. Signed by interviewer Investigation confidentiality acknowledgement Ask witnesses and parties to keep an investigation confidential — while telling them clearly what they can still do and that retaliation won't be tolerated. Signed by participant & investigator IT acceptable use agreement Clear rules for company laptops, email, internet, software and AI tools — read, agreed and signed by every member of staff. Signed by employee & employer Job abandonment letter When someone simply stops turning up, reach out properly first — a fair, written last chance to get in touch before the job is treated as abandoned. Signed by employer & employee Job application form Collect the same details from every candidate, with a signed declaration that what they told you is true. Signed by applicant & employer Job description acknowledgement Give each employee a clear job description — purpose, duties, expectations and requirements — and a signed record that they received it. Signed by employee & manager Job offer acceptance letter Say yes to a new job in writing, confirm the key terms, and get the employer's signature that you both have the same numbers. Signed by candidate & employer Job offer withdrawal letter Withdraw an offer clearly and kindly — the offer, the reason, any costs you will cover and what to send back, with the candidate's signed receipt. Signed by employer & candidate Job shadowing agreement Host a student or career changer for a day or a week of watching and learning — with the ground rules, the supervisor and, for under-18s, a parent's consent in one form. Signed by participant or parent & host organisation Job sharing agreement Two employees share one role — agree who works when, who leads what, how handover works, pay, cover and what happens if one partner leaves. Signed by employer & first employee & second employee Keyholder responsibility agreement Hand over the keys with a record of exactly what was issued, who may use it and what happens when the alarm goes off at 2 a.m. Signed by employer & keyholder Layoff notice letter Tell an employee about a layoff in plain words, with the dates, money, benefits and next steps they will want to read twice. Signed by employer & employee Leave of absence request The employee's request and the employer's approval terms in one document — dates, pay, benefits, keeping in touch and the return — signed online by both. Signed by employee & employer Locum cover agreement Book a locum with the sessions, rate, registration and handover agreed in writing, so cover starts smoothly on day one. Signed by practice & locum Lone worker policy acknowledgement Make sure everyone who works alone knows the risks, the check-in routine and what happens if they go quiet — and record that they do. Signed by employee & employer Massage therapist contractor agreement Bring a massage therapist into your spa or clinic as a contractor, with pay, tips, licence, insurance, bookings and client rules agreed in writing. Signed by spa or clinic & therapist Mentorship agreement Agree the goals, the meeting rhythm, what stays confidential and how you will wrap up — so the mentoring starts with shared expectations. Signed by mentor & mentee New hire onboarding checklist Sign off a new starter's first days in one document — paperwork, access, equipment, training, policies, introductions and anything still to do. Signed by employee & manager Night shift work agreement Agree the hours, the premium and the support that make regular night work sustainable, before the first overnight shift. Signed by employer & employee Notice period waiver agreement When a resigning employee wants to leave early, or you are happy to let them go, agree the new last day and what it means for pay and leave. Signed by employer & employee On-call agreement Agree who is on call, how fast they respond and how they're paid for it — before the first 3 a.m. alert. Signed by employer & employee Outside employment approval An employee discloses a second job or side business, you approve it on clear conditions, and both of you sign online. Signed by employee & employer Overtime agreement Agree in writing when overtime can be asked for, who approves it, how much is too much, and how it's paid or given back as time off. Signed by employer & employee Paid work trial agreement Try before you hire, fairly: a short paid trial shift or project with the tasks, pay, supervision and decision date agreed up front. Signed by employer & candidate Parental leave plan Agree the dates, pay, cover, keeping-in-touch and return plans for maternity, paternity, adoption or parental leave — in one signed plan. Signed by employer & employee Patient privacy acknowledgement for staff Front-desk, billing and admin staff confirm they will keep patient information confidential — at the desk, on the phone, in billing and online. Signed by staff member & practice Payroll deduction authorization Get an employee's written consent to a specific deduction from pay — the amount, the schedule and what happens if they leave — signed online. Signed by employee & employer Performance improvement plan Set out the performance concerns, measurable goals, support and review date in one clear plan — the manager and employee both sign it online. Signed by manager & employee Performance review acknowledgement Confirm the review was discussed and received, summarise the key points, and give the employee room for their own comments — signed online by manager and employee. Signed by manager & employee Personal vehicle business use agreement Your employee drives their own car for work — agree the insurance, the mileage rate and the rules of the road first. Signed by employee & employer Personnel file access request One form for both halves of a personnel file request — what the employee asked for, and what the employer agreed to provide and when. Signed by employee & employer Pet at work agreement Welcome an office dog without the awkward conversations later — agree the days, the areas, the behaviour rules and who pays if something gets chewed. Signed by employee & employer Phased retirement agreement Help an experienced employee ease into retirement — fewer hours in stages, a proper handover, and a retirement date they've chosen. Signed by employer & employee Piece rate pay agreement Pay by the piece without the disputes: the rate for each item, what counts as a good piece, how it is counted, and a guaranteed minimum underneath. Signed by employer & worker PPE issue acknowledgement Keep a signed record of every hard hat, pair of boots and respirator you hand out, and of what the employee agreed to do with them. Signed by employee & issued by Probation confirmation letter Tell a new employee they've passed probation — with feedback, any changes that now take effect and what comes next — and file their signed receipt. Signed by employer & employee Probation extension letter Extend a new employee's probation fairly and clearly — the reasons, the goals, the support and the new end date — and get their signed agreement online. Signed by employer & employee Promotion letter Confirm a promotion properly — new title, pay, responsibilities and start date in writing, with the employee's signed acceptance. Signed by employer & employee Real estate agent contractor agreement Bring a licensed agent into your brokerage with the commission split, cap, fees, supervision and exit terms agreed and signed. Signed by brokerage & agent Recall to work letter Good news, in writing: bring a laid-off or furloughed employee back with the date, role, pay and hours set out — and their acceptance signed online. Signed by employer & employee Reference check authorization Get a candidate's signed permission to contact their references and former employers — with clear limits on what you ask and how you use the answers. Signed by candidate & employer Relieving letter Give a departing employee the letter their next employer will ask for — dates, designation, handover and dues confirmed in one page. Signed by employer & employee Relocation assistance agreement Agree the moving budget, what it covers and when it is repaid before the removal van is booked — then both sides sign online. Signed by employer & employee Remote and hybrid work agreement Agree how an employee works from home — full-time or part of the week — with clear rules on hours, equipment, security and expenses. Signed by employer & employee Resignation acceptance letter Reply to a resignation with a gracious letter that pins down the last day, the final pay and everything that needs doing before then. Signed by employer & employee Resignation letter Resign professionally in writing — your last working day, a handover offer and a signed acknowledgement from your employer that they received it. Signed by employee & employer Responsible alcohol service acknowledgement Have every bartender, server and host confirm your alcohol service rules in writing, before their first shift behind the bar. Signed by employee & manager Retention bonus agreement Keep key people through a deadline, a project or a sale — with the conditions, payment date and early-exit rules signed in writing. Signed by employer & employee Retirement notice letter Announce your retirement formally and warmly, and get a signed note from your employer that the date is on record. Signed by employee & employer Return to work agreement Plan a safe, supported return after illness, injury or extended leave — a phased schedule, adjusted duties, pay and check-ins — agreed and signed online. Signed by employer & employee Sabbatical agreement Agree an extended sabbatical properly — dates, pay, benefits, handover, keeping in touch, the return and any commitment to stay — and sign it online. Signed by employer & employee Salary advance agreement Advance an employee part of their pay and agree, in writing, how it is repaid from payroll — including what happens if they leave first. Signed by employer & employee Salary increase letter Confirm a pay rise in writing — old and new pay, the reason and the effective date — with the employee's signed acknowledgement. Signed by employer & employee Salary overpayment repayment agreement Fix a payroll mistake fairly — explain the overpayment, agree an affordable repayment plan, and get the employee's written consent to it. Signed by employer & employee Sales commission plan Rates, quota, when commission is earned, when it is paid and when it is clawed back — agreed in writing and signed online. Signed by employer & employee Salon stylist commission agreement Put a stylist's commission split, bookings, products and client-list rules in writing — and agree what happens if they leave. Signed by salon & stylist Seasonal employment agreement Hire summer, winter or holiday-season staff with clear dates, pay and rules — and have every new starter sign before day one. Signed by employer & employee Second shooter agreement Hire a second photographer for a wedding or event with the fee, timings, image delivery, copyright and portfolio rules agreed before the day. Signed by lead photographer & second shooter Secondment agreement Lend an employee to another organisation for a set period — role, supervision, costs and the return to their job agreed and signed by all three parties. Signed by employer & host organisation & employee Separation agreement and general release End employment on agreed terms — last day, severance and benefits in exchange for a release of claims, with time to review and take legal advice. Signed by employer & employee Shift swap request Let two employees agree a shift swap or cover, and have a manager approve it — signed by all three so the rota is never in doubt. Signed by requesting employee & covering employee & manager Sickness absence self-certification Record a short sickness absence in a minute — dates, a brief reason and a signed declaration — with the manager's confirmation for pay and absence records. Signed by employee & manager Sign-on bonus agreement Put a joining bonus, its payment date and any repayment terms in writing — the new hire signs online before day one. Signed by employer & employee Site safety induction acknowledgement A signed record that each worker, contractor or agency worker was inducted before starting on site — hazards, PPE, emergencies and reporting. Signed by worker & site supervisor Smoke-free workplace policy acknowledgement One clear page on where smoking and vaping are allowed at work, when, and what happens if the rules are ignored — signed by each employee. Signed by employee & employer Social media policy acknowledgement Staff confirm the rules for posting about work — on their own accounts and on the company's — and sign online. Signed by employee & employer Sports coach agreement Set out what your club expects from a coach, paid or volunteer, and what the coach can expect back, before the first training session. Signed by club or school & coach Sports official agreement Agree the season with your referees in writing: how games are assigned, what each game pays, and what happens when a game is cancelled or a coach crosses the line. Signed by league & official Stock option grant letter Tell an employee exactly what equity they are getting: how many options, at what price, when they vest and what happens if they leave. Signed by company & employee Student work placement agreement One agreement for the school, the host employer and the student — dates, supervision, learning goals, safety and assessment agreed and signed by all three. Signed by school & host organisation & student Suspension pending investigation letter Suspend an employee fairly while an allegation is investigated — clear that it isn't a penalty, with pay, contact, support and review dates in writing. Signed by employer & employee Temporary furlough agreement Pause work without ending the job — agree the dates, pay, benefits and the call-back rules with each furloughed employee. Signed by employer & employee Temporary pay reduction agreement When a business needs to cut costs for a while, agree a pay reduction openly — with a review date, an end date and the employee's written consent. Signed by employer & employee Temporary reduced hours agreement Agree a temporary cut in hours and pay with an employee's written consent — why, for how long, what they're paid and how full hours come back. Signed by employer & employee Temporary work from abroad agreement Say yes to a few weeks of working from another country — with the dates, hours, visa and data-security rules agreed up front. Signed by employer & employee Time off request form Request vacation or personal days and get a signed yes, no or alternative dates, with the balance and cover recorded on the same page. Signed by employee & manager Timekeeping policy acknowledgement Every hour recorded, every hour paid: a clear sign-off on how hourly staff clock in, take breaks and fix mistakes. Signed by employee & employer Timesheet approval Submit your hours and expenses for a period and get them approved for payment with a signature — for employees and contractors alike. Signed by worker & approver Tip pooling agreement Put the house rules for sharing tips in writing, so every server, bartender and runner knows how their share is worked out. Signed by employer & staff member Training completion acknowledgement A signed record that an employee completed a course and understood it — with the topics, the result and when a refresher is due. Signed by employee & trainer Tuition reimbursement agreement Fund a course, degree or certification with clear rules on grades, study time and repayment — signed online by you and the employee. Signed by employer & employee Tutor contractor agreement Engage freelance tutors with the rates, cancellation pay, safeguarding rules and family non-solicitation agreed and signed before the first session. Signed by tutoring company & tutor Uniform issue and return agreement Hand out branded shirts, aprons and jackets with a signed record, so everyone knows who looks after them and what comes back at the end. Signed by employee & employer Volunteer agreement Welcome a new volunteer with a friendly, clear agreement — their role, support, expenses, conduct and confidentiality, signed online. Signed by organisation & volunteer Volunteer driver agreement Set out what your volunteer drivers can expect and what you expect of them, from licence and insurance checks to mileage and passenger safety. Signed by organisation & volunteer driver Volunteer hours verification letter Confirm the hours a volunteer served, from your own records, in a signed letter a school, court or scholarship panel can verify. Signed by organisation Whistleblowing policy acknowledgement Make sure every employee knows what to report, where to report it, and that they're protected when they speak up — with a signed record that they received the policy. Signed by employee & employer Workplace accommodation plan Write down the adjustments you agreed — equipment, hours, duties — who does what, and when you will review them, and both sign. Signed by employer & employee Workplace incident report Record an accident, injury, illness or near miss while it is fresh — then the supervisor adds the follow-up and you both sign. Signed by employee & supervisor Workplace monitoring acknowledgement Tell employees exactly what you monitor, why, who sees it and how long it is kept — and have them confirm they were told. Signed by employee & employer Workplace relationship disclosure Two colleagues confirm their relationship is consensual and agree how to avoid conflicts of interest — signed by both employees and the employer, online. Signed by first employee & second employee & employer Workplace violence policy acknowledgement Make sure every employee knows what counts as a threat, that weapons stay out, and exactly who to tell — then keep the signed record. Signed by employee & employer Workplace witness statement Capture what a witness saw or heard, in their own words, with a signed statement of truth and a clear record of who took it. Signed by witness & investigator