Outside Employment Memorandum Form
Use a Example Outside Employment Memorandum template to make your document workflow more streamlined.
What an outside employment memorandum does
An Outside Employment Memorandum Form records an employee’s disclosed outside work, related activities, and required employer acknowledgment in a signed business record. The organization supplies the applicable policy language and fields, while the employee provides accurate details and signs the completed memorandum. With signNow, a sender uploads the form, reviews detected fields, adds any missing signature or date fields, and sends it to the employee. The completed document and audit trail can then be retained under the employer’s recordkeeping policy and applicable state law.
Who uses outside employment memoranda
Human resources administrators use the memorandum to collect employee disclosures, route acknowledgments, and preserve signed records without circulating editable attachments through email. They can maintain a controlled template while allowing authorized senders to initiate individual signing requests for each employee’s outside-work disclosure process. Compliance counsel and department leaders review disclosed outside activities against internal conflict-of-interest rules, then use role-based access and audit evidence to document approval. signNow’s templates and audit trails help separate preparation, employee signature, and managerial review responsibilities.
Audiences and memorandum use cases
Human resources
Human resources teams use the memorandum to document employee disclosures and acknowledgments.
Legal and compliance
Legal and compliance teams review outside work for conflicts and preserve approval evidence.
How to complete the memorandum online
Use this sequence to prepare, route, sign, and preserve an Outside Employment Memorandum Form in signNow.
Upload form:
Upload the completed memorandum to signNow. Check fields:
Review detected fields and add missing signature or date fields. Add recipients:
Add the employee and authorized reviewer as recipients. Send request:
Send the memorandum for electronic signature. Store record:
Store the completed PDF with its audit trail.
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Recommended memorandum workflow settings
Configure the memorandum workflow around signer identity, document integrity, controlled access, and the organization’s approved retention policy.
| Setting | Recommendation |
|---|---|
| Authentication method | Email link with SMS verification |
| Signature type | Typed or drawn electronic signature |
| Audit trail | Enabled for every completed memorandum |
| Document retention | Follow employer policy and state law |
| Encryption | TLS 1.2/1.3 and AES-256 protection |
Security controls for outside employment memoranda
Transit encryption:
Stored encryption:
Security certification:
Control framework:
Signature compliance:
Privacy safeguards:
Platform requirements for completing the memorandum
Complete the Outside Employment Memorandum Form in supported browsers on Windows or macOS, or use signNow mobile apps on iOS and Android. Use TLS-enabled connectivity when accessing the signing workspace.
Browser support Chrome, Firefox, Safari, Edge Desktop systems Windows and macOS desktops Mobile apps iOS and Android mobile apps
Organizations using managed devices should permit signNow access, recipient email delivery, and document downloads where policy allows. Enterprise deployments may also require configured SSO, API access, or administrator controls for employee provisioning and memorandum retention.
Privacy pitfalls in outside employment disclosures
Including home addresses, personal contact details, or financial information beyond the memorandum’s purpose can expose unnecessary employee data in every distributed copy. Sending the memorandum before recording the employee’s electronic-record consent can weaken evidence that the employee agreed to transact electronically. Leaving completed memoranda accessible through shared links or broad team permissions can expose confidential outside-employment disclosures. Failing to preserve the signed PDF with its audit trail can make later verification of signer identity, timing, and document history more difficult.
Legal standing of the memorandum
An electronically signed Outside Employment Memorandum Form may be admissible when the record shows signer intent, electronic consent, attribution, and reliable retention and reproduction under ESIGN, 15 U.S.C. ch. 96, and applicable state law such as UETA. Wills, codicils, testamentary trusts, and specified court or family-law documents remain excluded.
Best practices for recordkeeping
Accurate fields, documented consent, controlled access, and preserved audit evidence make the memorandum easier to administer and review.
Maintain one approved memorandum template
Record consent before electronic signing
Preserve the audit trail with the record
Match retention to the applicable authority
How the audit trail records signing
The audit trail documents identity, timing, document integrity, and retrieval evidence for each outside employment memorandum.
Verify signer:
Capture timestamp:
Hash document:
Seal record:
Preserve history:
Export evidence:
Retention rules for related records
Apply the retention period that matches the memorandum’s business context, record category, and applicable federal or state requirement.
Three years after filing
Six years for understatement
Six years from creation
Three years for payroll
Five years for injury records
Troubleshooting outside employment memoranda
Resolve field, authentication, consent, and recordkeeping questions before distributing an outside employment memorandum for signature.
Upload the memorandum as a PDF or supported document, then review signNow’s detected fields. If fields are missing, add signature, date, and acknowledgment fields manually before sending.
The Business plan includes templates, audit trails, and legally binding eSignatures. If the memorandum requires bulk sending, Business Premium adds that capability for repeated employee disclosures.
For a consumer-facing memorandum, obtain electronic-record consent and confirm access to the electronic format under ESIGN, 15 U.S.C. §7001(c). signNow can capture signatures and maintain the record.
Email authentication may be insufficient for sensitive employment disclosures. Use signNow’s available authentication controls, including SMS-based verification where configured, and limit document access to assigned recipients.
Business plans include audit trails, while Enterprise adds advanced signer authentication. Select the plan and controls that match the memorandum’s confidentiality, approval, and employee-access requirements.
A signed memorandum can support evidence of intent, attribution, and record integrity under ESIGN and applicable state law. Keep the completed document and audit trail reproducible according to organizational policy.
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