Can you sign an employment contract electronically in the UK?

Electronic signatures are fine for employment paperwork

An employment contract can usually be agreed in any form, including electronically, and an electronic signature is accepted in the same way as ink. Documents such as offer letters, contracts, confidentiality agreements, policy acknowledgements and changes to terms are commonly signed this way.

The written statement of terms

Employers in Great Britain have to give a new employee a written statement of the main terms of the job, from the first day. A signature is not what makes this statement valid, but having the employee sign to confirm they received and accepted it gives you good evidence. Check the current requirements with ACAS or GOV.UK.

Sending a contract for signature

1. Prepare the contract as a PDF with the final job title, pay, hours and start date.
2. Add a signature and date field for the employee, and one for the employer if it needs a signature as well.
3. Send it to the employee’s personal email address, with a short message about what they are signing.
4. Keep the signed PDF with its activity trail in the personnel file.

Where to take more care

• Settlement agreements have extra conditions, including advice from an independent adviser. Ask the adviser how it should be signed.
• Anything that must be witnessed or made as a deed needs a different process. See which documents can’t be signed electronically.
• If the employee asks for a paper copy, give them one.