HR & employment 2 signers 2 pages 14 blanks to fill in

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.

Use this template — free See the agreement Signers don’t need an account
Job shadowing agreement
The blanks in brackets are what you fill in. FileIt adds each signer’s signature and date boxes.
Job shadowing agreement — page 1 of 2
Page 1 of 2
Job shadowing agreement — page 2 of 2
Page 2 of 2
Use this template Fill in the blanks, name who signs, and send — from FileIt eSignature.

What is a job shadowing agreement?

Job shadowing is one of the cheapest ways to help someone decide on a career: a sixth-former spending a day at a vet's surgery, a graduate following an architect for a week, a parent returning to work who wants to see a modern office. It's different from a placement or an internship because the visitor watches rather than works — and that difference is worth writing down.

This agreement names the host, the location, the dates and daily times, the supervisor and an emergency contact, and describes what the participant will observe. It confirms the role is observe-only, that the visit is unpaid and doesn't create a job, and sets confidentiality rules for photos, recordings and social media. It covers a safety briefing, conduct, what to wear, any medical needs, emergencies and cancelling. When the participant is under 18, a parent or guardian signs for them and consents to the visit.

Best for
Short observe-only visits by students and career explorers
Signed by
The participant (or a parent or guardian if under 18) and the host
Pay
Unpaid — no employment is created
Length
About 2 pages

When to use a job shadowing agreement

  • A secondary school student's career taster day
  • A university student shadowing a professional for a week
  • An adult career changer visiting a workplace before retraining
  • "Bring a young person to work" days
  • A charity or mentoring programme arranging shadow visits

What you fill in

14 blanks, then the name and email of each person who signs: participant or parent, host organisation.

1 The visit

  • Host organisation*
  • Where the visit takes place*
  • First day*
  • Last day*
  • Times each day*
  • Supervisor (name and phone)*
  • What the participant will observe*

2 The participant

  • Participant's full name*
  • School, college or programme (optional)
  • Who signs* The participant (18 or over) · A parent or guardian of a participant under 18
  • Parent or guardian's name
  • Emergency contact*
  • Allergies or medical needs (optional)
  • What to wear and bring

3 Who signs

  • Participant or parent signature and date · The adult participant, or a parent or legal guardian signing for a participant under 18.
  • Host organisation signature and date, job title · The person arranging the visit, usually the supervisor or a manager.

What the job shadowing agreement covers

  1. The visit
  2. Observing only
  3. No pay and no employment
  4. Confidentiality
  5. Safety and conduct
  6. Changes

Using the job shadowing agreement, step by step

1 Describe the visit

Enter the host, location, dates, daily times and supervisor, and write a sentence or two about what the participant will see.

2 Add the participant

Enter the participant's name, any school or programme and an emergency contact. If they're under 18, choose the parent or guardian option and add the parent's name.

3 Add practical details

Note any allergies or medical needs the host should know, and what to wear and bring.

4 Send for signature

Send it to the adult participant or the parent. They sign first and you countersign before the visit.

Tips before you send it

  • Choose a supervisor who enjoys explaining their work — the visit is only as good as the conversations.
  • Plan the day in advance so the participant isn't left waiting around.
  • Check whether your safeguarding policy needs anything extra for under-18 visitors, such as checks for the supervisor.
  • For a longer visit where the student does real tasks, use a work placement or internship agreement instead.

Sign it online in minutes

  1. Fill in the blanks. Names, dates and amounts go straight into the agreement — the preview shows exactly where.
  2. Name who signs. Tick “This is me” for your own part. FileIt builds the PDF with every signature, date box on the right line, and you can check or move anything before sending.
  3. Send it. Each signer gets a secure link and signs from any device — no account needed. The signed PDF, with an audit trail and a Certificate of Completion, is filed in your vault and emailed to everyone.
Use the job shadowing agreement template — it’s free

Job shadowing agreement: frequently asked questions

Does a job shadow need to be paid?

Job shadowing is observe-only, so it's normally unpaid. The agreement says the participant won't do productive work. If they will, use a work placement or internship agreement and check pay rules.

Who signs for a minor?

Choose "A parent or guardian of a participant under 18" and add their name. The parent signs, agrees on the participant's behalf and consents to the visit.

Can the participant take photos?

Only with the supervisor's permission. The agreement also asks them not to post about the visit on social media without the host's agreement.

Is the host's safety duty reduced?

No. The host gives a safety briefing and keeps the visitor away from unsafe areas, and the agreement doesn't limit any responsibility the law doesn't allow to be limited.

Use this template — free