What is the outside employment declaration form template?
Plenty of people have a second job, a small business or a board seat, and most of it never causes a problem. A declaration process helps catch the cases that might: working for a competitor, selling to a customer, using company resources, or simply working so many hours that nobody gets proper rest. This template gathers what you need to make that call quickly and consistently.
Employees describe the activity: what kind of work it is, the organisation, their role, whether it's paid, and how many hours it takes. They say whether any of it overlaps their working hours here and give their total weekly hours across all jobs. Long weeks show a note that combined hours will be checked. The conflict-of-interest page covers relationships with your business, use of your resources, working in the same field and influence over decisions.
Each declaration is saved as a signed PDF in your FileIt vault, giving you a record of what was declared and when.
- Best for
- Employers with a secondary-employment or conflict-of-interest policy
- Filled in by
- Employees, before starting outside work or when declaring existing roles
- Time to complete
- About 5-10 minutes
- Includes
- Activity and hours details, a working-time note for long weeks, conflict questions and a signed declaration
Who uses a outside employment declaration form?
- An employee asking to take on weekend shifts at another employer
- Declaring a side business or freelance work in the same industry
- Recording directorships, trusteeships and board roles
- An annual declaration-of-interests exercise across the organisation
- Checking combined working hours for staff with more than one job
- Public sector or regulated employers that need a documented conflicts register
Questions on this outside employment declaration form
30 questions over 4 pages · includes signature, conditional questions, multiple pages, consent checkbox.
1 About you
- Your name*
- Work email*
- Employee ID
- Job title*
- Department* Operations · Sales · Marketing · Finance · Engineering · Customer support · Human resources · Other
- Your manager*
- Your contracted hours here per week*
2 The outside work
- What kind of outside work is it?* Employment with another organisation · Self-employment or my own business · Freelance or consultancy work · Company director or partner · Trustee, board or committee member · Public office or elected role
- Is this…* Something I'd like to start · Something I already do
- Organisation or business name*
- Your role there*
- What does the organisation do, and what will you do there?*
- Start date (or when it started)*
- Is it paid?*
- Hours per week on this activity*
- When will you do it?* Only outside my working hours here · Some of it may overlap my working hours
- Which hours would overlap, and how would you make up the time?* asked only when it applies
- Total hours you'll work per week across all jobs*
3 Conflicts of interest
- Is the organisation any of these to us?* None of these · A customer or client · A supplier or contractor · A competitor · A partner or investor · I'm not sure
- Tell us more about that relationship* asked only when it applies
- Will you use any of our equipment, systems, premises or contacts?*
- What, and why?* asked only when it applies
- Is the work in the same field as your job here?*
- How will you keep confidential information and intellectual property separate?* asked only when it applies
- Could this affect any decisions you make here, such as buying, hiring or pricing?*
- Which decisions, and how do you suggest we manage it?* asked only when it applies
4 Declaration
- Declaration*
- Approval* asked only when it applies
- Signature*
- Date*
The outside employment declaration form, page by page
1 About you
The employee gives Your name, Work email, Employee ID, Job title, Department, Your manager and their contracted weekly hours.
2 The outside work
The employee picks the kind of work: another employer, self-employment, freelance or consultancy, company director, trustee or board member, public office, or other. They say whether it's proposed or existing, then give the organisation, their role, what the organisation does and what they'll do there. The start date, whether it's paid and weekly hours follow. If the work may overlap their hours here, the form asks which hours and how they'd make up the time. They then give total weekly hours across all jobs. Above 48, a note explains the combined hours will be checked against their contract, policy and any working-time rules.
3 Conflicts of interest
A required question asks whether the organisation is a customer, supplier, competitor or partner, with None and Not sure options. Anything other than none asks for detail. Yes/no questions cover use of company equipment, systems, premises or contacts, work in the same field (which asks how confidential information and IP will be kept separate), and whether it could affect decisions such as buying, hiring or pricing.
4 Declaration
The employee confirms the information is complete and that they'll report changes. For proposed work, they also confirm they won't start until they've had a response. They sign and date the declaration.
Make the template yours
- Link your secondary-employment or conflicts policy in the cover text
- Change the 48-hour note to match your own policy or local working-time rules
- Add a question about the use of personal social media or public profile if that matters in your sector
- Route declarations to HR and compliance with extra notification emails
- File declarations into each employee's vault folder so their history is kept together
- Share the form each year as part of an annual declaration of interests
Tips for a better outside employment declaration form
- Make it easy and non-judgemental to declare. You want people to tell you, not hide it
- Review declarations promptly so people aren't left waiting to start
- Focus on real conflicts and working hours, not on what people do in their own time
- Record your decision and any conditions, such as no use of company contacts
- Ask staff to update their declaration when their role or the outside work changes
Every response becomes a PDF in your vault
When the employee submits, FileIt saves the signed declaration as a PDF in your vault and notifies the form owner. The employee keeps a copy.
HR or the manager usually reviews the conflict answers and total hours in the Responses table, discusses any concerns with the employee, and records the outcome. Filed declarations make it easy to answer questions from auditors or regulators later.
- 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.
Outside employment declaration form: frequently asked questions
Is this outside employment declaration template free?
Yes. It's included in FileIt's Forms app on every account, including the free plan, and you can edit every question.
Do employees need a FileIt account to declare?
No. You share the form as a link and employees fill it in and submit it without an account.
Does the form approve or refuse the outside work?
No. It records the declaration. Your HR team or manager reviews it and responds under your own policy.
Why does it ask about total working hours?
So you can check the combined hours against contracts, your policy and any working-time or rest rules that apply. A note appears if the total goes over 48 hours a week.
Can it be used for directorships and board roles?
Yes. Company director and trustee, board or committee member are both listed as types of outside work.
Can employees declare work they already do?
Yes. They choose Something I already do, and the form skips the wait-for-approval statement.