# Employee handbook acknowledgement form

An employee handbook acknowledgement is a one-page form where an employee confirms they received the company handbook, had a chance to read it, and know where to find it.

## What it is

Most companies with more than a few staff keep a handbook: policies on leave, conduct, safety, devices and complaints. The acknowledgement is a separate short form. It does not repeat the policies. It records that a specific person got a specific version on a specific date.

This page offers general information only, and it is not legal advice. What your acknowledgement should say, and whether it should say the handbook is not a contract, is a question for an employment lawyer where you operate.

## When it is used

- On a new hire's first day, usually with the [offer letter](/templates/offer-letter) already signed.
- Whenever the handbook is updated, for everyone it applies to.
- When a policy changes enough that you want a fresh record, such as remote work or device rules.
- For temporary or seasonal staff who need a shorter version. See [staffing](/industries/staffing).

## What it usually contains

| Part | Purpose |
|---|---|
| Employee name and ID | Ties the form to one person. |
| Handbook title and version | Names exactly which edition was received, by date or version number. |
| Receipt statement | The employee confirms they received it, in print or electronically. |
| Read and ask statement | They confirm they will read it and ask questions if unclear. |
| Nature of the handbook | Often a statement about whether the handbook is a contract. Wording varies and needs legal review. |
| Changes | That the company may update policies, and how it will tell staff. |
| Signature and date | The employee signs. Some forms also have a manager line. |

## Things to get right

- **Name the version.** "I received the handbook" is weak if there are three handbooks in your files. Put a version and date on both the handbook and the form.
- **Link to the actual handbook.** Give the employee a way to keep their own copy. Retention rules for electronic records turn on the record being accessible and reproducible later. See [ESIGN 7001(d) and (e)](https://www.law.cornell.edu/uscode/text/15/7001).
- **One form per person.** Each employee needs their own document. During the beta, live sends are capped at 100 a day per account, so for a company-wide update, plan the rollout over several days or ask us about the limit. Bulk send is coming, not available yet. See [bulk send](/glossary/bulk-send).
- **Keep the disclosure on.** Leave the [consumer disclosure](/glossary/consumer-disclosure) on unless your lawyer says otherwise.

## How to send it for signature with docuinked

### In the app

Upload the form, add the employee, and place a signature and date field. Add a checkbox next to "I received version 2026-11" if you want an explicit tick. Save it as a template with one role, "Employee", so HR can send one in under a minute.

### By API

Your HR system sends the form on day one. Here the checkbox is required, and the employee's ID is stored in metadata.

```
curl https://docuinked.com/v1/documents \
  -H "Authorization: Bearer $DOCUINKED_API_KEY" \
  -H "Idempotency-Key: handbook-2026-11-emp-0412" \
  -H "Content-Type: application/json" \
  -d '{"title": "Handbook acknowledgement, version 2026-11",
       "pdf_url": "https://example.com/hr/handbook-ack-2026-11.pdf",
       "message": "Please confirm you received the November 2026 handbook. The full handbook is on the staff site.",
       "metadata": {"employee_id": "0412", "handbook_version": "2026-11"},
       "signers": [{"name": "Casey Morgan", "email": "casey@example.com"}],
       "fields": [{"signer": 1, "kind": "checkbox", "anchor": "I received version 2026-11", "required": true},
                  {"signer": 1, "kind": "signature", "anchor": "Employee signature:"},
                  {"signer": 1, "kind": "date", "anchor": "Date:"}],
       "send": true}'
```

Use the `document.completed` [webhook](/docs/webhooks) to tick the box in your HR system.

### From an agent

An HR assistant agent can find staff who have not signed the latest version and prepare their forms. It calls `create_from_template` for each person and asks to send. On a live key, each send waits for a person to approve. Use `list_documents` to find forms still waiting and `remind_signers` to nudge them. Reminders are a good job for an agent because they never create a new obligation.

## Sources

Checked 2026-11-07.

- [ESIGN Act, 15 USC 7001](https://www.law.cornell.edu/uscode/text/15/7001): retention and accurate reproduction of electronic records.
- [Aerotek v. Boyd, Texas 2021, via DLA Piper](https://www.dlapiper.com/en-us/insights/publications/2021/06/enforcing-a-disputed-electronic-signature): an employer's HR witness explained the signing system and the court accepted the signatures.

## Common questions

### Does an employee have to sign the handbook acknowledgement?

Policies differ. Some employers require it as a condition of work, others only ask. Ask your employment lawyer how to handle someone who refuses.

### Do I need a new acknowledgement every time the handbook changes?

For small edits, many employers just notify staff. For material changes, a new signed acknowledgement gives a cleaner record. Put the version on the form so each signature points to one edition.

### Can a manager sign on behalf of an employee who has no email?

No. Only the signer signs, and a signature made by someone else defeats the point of the record. If an employee has no email address, collect that acknowledgement on paper instead.

### How do I prove which handbook version someone received?

Put the version in the form, the title and `metadata`. The sealed PDF shows it, and the evidence record shows when they signed.