What is the code of conduct certification form template?
Most organizations with a code of conduct ask staff to re-confirm it once a year. Done by email or on paper, that usually ends up as a spreadsheet of names with a tick next to them — which says nothing about whether anyone had a conflict of interest, accepted hospitality or held a board seat they hadn't mentioned.
This template turns the annual certification into a short, structured questionnaire. Employees tick the policies they've read, say whether their training is done, then answer five plain yes/no disclosure questions. Each yes opens a follow-up box asking for the details, so compliance gets the facts it needs without everyone wading through fields that don't apply to them.
Every certification is saved as a signed, dated PDF in the vault folder you choose, so you can show exactly who certified what, and when.
- Best for
- Compliance, HR and legal teams running an annual ethics certification
- Filled in by
- Each employee, contractor or director asked to certify
- Time to complete
- About 5 minutes
- Includes
- Policy checklist, five disclosure questions with follow-ups, three certification statements, signature
Who uses a code of conduct certification form?
- Annual code of conduct and anti-bribery certification for all staff
- Onboarding sign-off for new joiners in their first weeks
- Certification for directors, senior managers or sales teams who deal with third parties
- Collecting conflict-of-interest and outside-role declarations in the same pass
- Replacing a paper sign-off sheet with a searchable, dated record
- Re-certification after the code has been substantially updated
Questions on this code of conduct certification form
27 questions over 4 pages · includes signature, conditional questions, multiple pages, consent checkbox.
1 About you
- Your full name*
- Employee ID
- Work email*
- Job title*
- Department or team*
- Line manager
- Office or country
- Certification period*
2 Code & policies
- I have read the current version of…* Code of conduct · Anti-bribery and corruption policy · Gifts and hospitality policy · Conflicts of interest policy · Data protection and confidentiality policy · Speak-up / whistleblowing policy · Competition and antitrust guidelines
- Have you completed this year's code of conduct training?*
- Date completed asked only when it applies
- Why not yet, and when will you complete it?* asked only when it applies
3 Disclosures
- Do you have any actual, potential or perceived conflict of interest?*
- Describe the conflict and how it is being managed* asked only when it applies
- In the last 12 months, have you given or received gifts, hospitality or entertainment that you haven't registered?*
- What, from or to whom, approximate value and date* asked only when it applies
- Have you been offered, asked for or made any payment or favour that could be seen as a bribe or facilitation payment?*
- What happened?* asked only when it applies
- Do you hold any outside employment, directorship, board or advisory role?*
- Organization, role and time commitment* asked only when it applies
- Are you aware of any breach of the code that has not been reported?*
- Describe the concern (optional) asked only when it applies
4 Certification
- Understanding*
- Compliance*
- Complete disclosure*
- Signature*
- Date*
The code of conduct certification form, page by page
1 About you
Name, work email, job title and department are required; employee ID, line manager and office or country are optional but make the Responses table easier to sort. A Certification period field (for example "2026 annual certification") keeps each year's sign-offs apart when the same person certifies again.
2 Code & policies
Under I have read the current version of…, employees tick each policy they've read — the code itself, anti-bribery and corruption, gifts and hospitality, conflicts of interest, data protection and confidentiality, speak-up, and competition guidelines. At least one must be ticked.
They then say whether this year's training is done. Yes asks for the date completed; no asks, as a required question, why not yet and when they'll finish it, so gaps come with a plan rather than a blank.
3 Disclosures
Five yes/no questions cover the areas most codes ask about: conflicts of interest, unregistered gifts or hospitality in the last 12 months, anything that could be seen as a bribe or facilitation payment, outside employment or board roles, and unreported breaches of the code. Each yes reveals a required details box — except the last, where the form thanks the person, points to the confidential speak-up channel, and leaves the description optional so nobody feels forced to write down something they'd rather raise another way.
4 Certification
Three separate statements confirm the person understands the policies, has complied during the period (except as disclosed), and has disclosed everything they're required to. A signature and date close the form.
Make the template yours
- Replace the policy list with the exact names of your own code and supporting policies, and link to where they live
- Add your gifts and hospitality threshold to the gifts question so people know what counts
- Put the name or link of your speak-up channel into the note that appears when someone reports a concern
- Send it as tracked requests to a list of employees so you can see who hasn't certified yet
- Set a close date to match your certification deadline
- Route responses to a dedicated compliance folder, separate from general HR records
Tips for a better code of conduct certification form
- Tell people in advance that most disclosures are routine — a culture where declaring is normal gets more honest answers
- Run the certification at the same time every year so it becomes a habit rather than a surprise
- Follow up on every yes answer, even when it turns out to be harmless, so people see the process is taken seriously
- Keep the version of the code that was current when each person certified
- Give people a genuine channel to raise concerns anonymously; a form with their name on it shouldn't be the only option
- Have the wording reviewed by your legal or compliance adviser — this is a starting template, not legal advice
Every response becomes a PDF in your vault
Each submission becomes a signed PDF in the vault folder you've chosen, titled with the person's name and date. If owner notifications are on, you'll get an email for every certification that comes in.
In the Responses table you can filter for anyone who answered yes to a disclosure question and follow up individually, or export everything to CSV to reconcile against your staff list and see who still needs to certify.
- Start from this template. It opens in the FileIt Forms designer — change any question, add pages, set the rules for when questions appear.
- Share it. Turn on a public link, or send it to people by email, each with their own link. They don’t need a FileIt account.
- Get the answers as PDFs. Each response is saved as a PDF in the vault folder you choose, with uploaded files attached — and listed in a Responses table you can export to CSV.
Code of conduct certification form: frequently asked questions
Is this code of conduct certification template free to use?
Yes. It's one of FileIt's ready-made templates, and every FileIt account, including the free plan, includes the Forms app and its full library of templates.
Do people filling in this form need a FileIt account?
No. Anyone with the link, or an emailed request, can complete and submit the form without creating a FileIt account. Only the form owner needs one.
Can I see who hasn't certified yet?
Yes, if you send the form as individual requests rather than a public link. Each request shows whether it has been completed, so you can chase anyone outstanding.
Does this make us compliant with anti-bribery laws?
No form can do that on its own. A documented annual certification is a common part of a compliance program, but it isn't legal advice and doesn't replace proper policies, training and controls. Have the wording checked by your own adviser.
Can I add questions specific to our industry?
Yes. Every question, policy option and statement can be edited, removed or added to in the designer — for example a question about dealings with public officials or trade sanctions.
What if someone reports a breach on the form?
The form lets them describe it, but FileIt doesn't investigate or escalate anything automatically. Make sure someone reviews each response and follows your own procedure for handling concerns.
Can employees download a copy of what they certified?
Yes. The form is set to email each respondent a copy of their submission, and you can switch this off in the form's settings.