When to use it
Use it when someone joins, when you publish a new policy, or when you change one and want people to confirm the new version. Typical policies are a code of conduct, data protection, acceptable use of IT, health and safety, expenses, remote work, or the rules of a club or association.
The signed copy names the version the person confirmed. The certificate page at the end records the signer's email address and the time and IP address of each step.
What to fill in before you send it
The signer can only add a signature, their full name and the date. Fill in the rest before you upload, in any PDF editor or by copying the text into your own document and saving it as PDF:
- Your organization's name.
- The policy title, version number, date and the date it takes effect.
- Where the person can read the policy.
- Who answers questions about it, and to whom concerns are reported.
- The person's role (employee, contractor, volunteer or member).
- Where your privacy notice is published.
Put the policy itself in the same PDF, before the acknowledgment page. SignClearly accepts files up to 20 MB and 100 pages. The signer reviews the whole file before signing, and the SHA-256 of the original file is printed on the certificate page, so the signed copy shows exactly which text they confirmed.
Fields to place in SignClearly
Upload the PDF (see how to send a PDF for signature) and place three fields on the lines at the end of the form:
- Signature on the Signature line.
- Full name on the Full name line.
- Date on the Date line.
SignClearly fills in the name and the date when the person signs. Each document goes to one signer and there is no bulk send, so send a separate copy to each person.
When it matters who signs, for example when people share a mailbox, add an access code and give it to the person face to face, by phone or in chat. They enter it before the form opens.
You can also require an ID check. The signer shows an ID document and takes a selfie, the name on the ID must match the name you entered, and the result is an advanced electronic signature (AES). See SES vs AES vs QES.
What it does not cover
- The policy itself. The form confirms receipt. The policy has to be clear and available on its own.
- Changes to employment terms. If a policy changes pay, hours or other contract terms, local labor law may require more than an acknowledgment.
- Training. If the policy comes with training or a test, keep a separate record of it.
- Several people on one form. Each person signs their own copy.
The template text
Policy Acknowledgment Form
Organization: ________ (the Organization).
Policy: ________ (title), version ________, dated ________ (the Policy).
Role of the person signing: ________ (employee, contractor, volunteer or member).
By signing below, I confirm the following.
1. Receipt
I have received a copy of the Policy, or I have been given access to it at ________ (location or web address).
If the Policy is attached to this form, the attached text is the version I am confirming.
I understand that the Policy applies to me from ________ (effective date).
2. Reading the Policy
I have read the Policy and had enough time to do so before signing. I had the opportunity to ask questions about it, and I know I can contact ________ (name or role, and contact details) if any part of it is unclear to me.
3. Following the Policy
I agree to follow the Policy while I work for, provide services to, or am a member of the Organization.
I understand that breaking the Policy may lead to the consequences described in the Policy or in my agreement with the Organization.
4. Reporting concerns
If I become aware of a breach of the Policy, I will report it to ________ or through the channel described in the Policy.
5. Changes to the Policy
The Organization may update the Policy. It will tell me about changes that affect me and keep the current version available at the location above. I may be asked to confirm a new version. Changes apply from the date stated in the updated Policy.
6. Relationship to other terms
This acknowledgment is not an employment contract or a membership agreement. By itself it does not change any existing agreement between me and the Organization.
7. Personal data
The Organization will use the details in this form and the record of my signature only to keep track of who has confirmed the Policy, and will handle them as described in its privacy notice at ________.
8. Records
The Organization may keep this signed form with my personnel, contractor or membership records for as long as it needs to show that I received the Policy.
I may ask the Organization for a copy of the Policy and of this signed form.
- Signature
- Full name
- Date
Sample template from signclearly.com. Not legal advice.