eSignature for HR: from offer letter to signed policy, with a record of each

Where e-signatures help HR most

Offer letters

An offer is a race: a candidate who receives your offer on Friday afternoon may be weighing another by Monday. Sending the offer letter for e-signature lets them accept from their phone the moment they decide, and tells you the instant they have opened it. If the offer needs a manager's or director's approval first, the Business plan's approver role and sequential signing hold the candidate's invitation until the approval is in.

Employment contracts

Contracts tend to be long, with clauses the employee must initial. Set initials on the relevant pages and a signature and date at the end in the editor, and the employee is walked through each one on whatever device they use. The employer's signatory can sign before or after the employee, in a fixed order.

Onboarding forms

Tax declarations, bank details, emergency contacts and equipment agreements usually arrive as a bundle. Forms that are fillable PDFs can be completed and signed with the free Fill and sign PDF tool, which keeps personal data on the employee's own device until they choose to send it.

Policy acknowledgements

A handbook update, a code of conduct, a data protection policy: each employee needs to confirm they have read it. Quick Send sends the document to up to ten people at once, places a signature and date field for each, and reminds those who have not signed every three days.

Leaving

Exit agreements and equipment returns are signed by people who are already halfway out of the door and possibly no longer on the company email. A signing link that works on a personal phone, shared by WhatsApp or SMS if needed, gets them signed.

Handling employee data responsibly

HR documents carry personal data, so it matters where they go:

• Only the people on the document see it. Each signing link works only for its recipient, and a corrected address invalidates the old link at once.
• The record is complete. Every view and signature is logged with time and IP address.
• Retention is in your hands. Signed documents stay in your account and can be exported in one ZIP for your HR system or archive.

Salsox does not integrate with HR information systems and has no bulk send or reusable templates, so it suits small employers and HR teams handling individual documents rather than onboarding hundreds of people at once.

What it costs

Personal ($9 a month) covers unlimited documents for one sender. Business ($19 a month, with a 14-day trial) adds approvers, sequential signing and the audit certificate inside each signed PDF, which is usually what HR needs. For a walk-through of setting up approvals, read document approval workflows.