Written statement of employment terms template
A written notice of a job’s main terms (duties, hours, pay, leave, notice) that the employee signs for as received. A sample contract you can read in full, edit in QuoteBill and sign online with a secure link.
Sample — review with a lawyer · Simple electronic signature with an audit trail
Who it is for
For an employer who must or wants to give a new employee a clear written statement of the main terms of the job, with the employee signing to confirm receipt; local law decides what it must contain.
Employment law is mandatory and differs by country: it may set the time, form and items of this statement, and some countries void it unless on paper with a handwritten signature. Check first; sign on paper if required.
What it covers
16 clauses, in this order. Each one is in the sample text below, and you can edit, remove or add clauses before you send.
1. Purpose
What the statement is for: the Employer tells the Employee in writing the main terms of the job. It reduces no right the law gives, and the law of the country where the work is done applies as well.
2. Job and reporting
Blanks for the job title, who the Employee reports to and the main duties.
3. Start date and type of employment
Employment starts on the effective date and is open-ended or fixed-term (you choose), with a blank for a probation period, which applies only where the law allows it.
4. Place of work
A blank for the usual place of work and one for remote work, travel and changes of place.
5. Working hours
Blanks for the weekly hours and the working days and times. Overtime, breaks, rest days, night and weekend work and their pay follow the law.
6. Pay
Blanks for the pay, how often and how it is paid, and any bonus or allowances. Tax and social contributions are withheld as the law requires, and approved expenses are repaid.
7. Leave and sick leave
Leave, public holidays, sick leave and pay during leave are as the law requires, with a blank for extra leave. A blank says whom to tell about an absence, and evidence may be needed.
8. Social insurance and benefits
Social insurance contributions and cover are as the law of the country where the work is done requires, and the Employer registers the Employee where the law says so. A blank lists other benefits.
9. Notice and termination
Either side may end the employment only as the law of the country where the work is done allows, with a blank for a longer notice period where the law lets the parties agree one.
10. Training and workplace rules
A blank for training provided or required, and one for workplace rules, a handbook or a collective agreement that applies. The Employer gives any training the law requires.
11. Questions and complaints
Blanks for who to ask about the terms, how to raise a concern and where to find information on rights. No one is treated unfairly for raising a concern in good faith, as the law protects.
12. Language and copies
A blank for the language of the statement. The Employer explains unclear parts on request, and the Employee keeps a copy.
13. Changes to these terms
The Employer gives the Employee written notice of a change to the main terms, by a time set in a blank. A change that needs the Employee’s agreement under the law is valid only with it.
14. Mandatory law and written terms
The local law gives rights this statement cannot reduce. Where the law asks for the statement by a set time, in a set form or with set items, the Employer follows it. A blank names any employment agreement signed as well.
15. Acknowledgement of receipt
The Employee confirms they received and read the statement and could ask questions. Signing confirms receipt only, waives no right and is no agreement to anything the law does not allow.
16. Governing law and disputes
The law you name applies. The sides first try to settle a dispute in good faith, and otherwise the courts you name decide.
There is no price schedule: this agreement involves no payment.
The sample text
The whole sample, as QuoteBill starts it. Text in double square brackets, like [[10]], is a blank to fill in or check. A figure or time such as [[10]] that you leave as it is is used as shown when you send; a blank that needs your own words must be filled first. The clause text is written in English, Korean, Japanese and German; in other languages a contract starts in English for you to translate.
Read the sample text
Written Statement of Employment Terms
Parties: Employer · Employee
1. Purpose
With this statement the Employer tells the Employee in writing the main terms of the Employee’s employment, so that the Employee knows what has been agreed or set. It does not reduce any right the law gives the Employee. The law of the country where the work is done also applies. The Employee confirms receipt in the clause on acknowledgement of receipt.
2. Job and reporting
(1) Job title: [[Job title]]
(2) Reports to: [[Manager or role]]
(3) Main duties: [[Main duties]]
3. Start date and type of employment
(1) Employment starts on the effective date. It is [[open-ended / for a fixed term ending on the end date]]. Where the law restricts fixed-term employment, this applies only as far as the law allows.
(2) Probation period: [[none / the length of the probation period]] A probation period applies only where the law allows it and never for longer than the law allows.
4. Place of work
The Employee’s usual place of work is [[Place of work, e.g. the office address]]. Remote work, travel and any change of the place of work: [[none / the arrangement]]
5. Working hours
(1) The normal working hours are [[Hours per week]] per week, as follows: [[Working days and times]]
(2) Overtime, rest breaks, rest days and night or weekend work, and any pay for them, follow the law that applies to the work. Further terms: [[none / the arrangement]]
6. Pay
(1) Pay: [[Pay amount, currency and period, e.g. per month before tax]]
(2) The pay is paid [[How often and when, e.g. monthly in arrears on the last working day]] by [[bank transfer / other method]].
(3) Other pay, such as a bonus, commission or allowances: [[none / the arrangement]]
(4) The Employer deducts and pays the tax and social contributions that the law requires. Reasonable business expenses that the Employer approved in advance are reimbursed against receipts.
7. Leave and sick leave
(1) Annual leave, public holidays, sick leave, family leave and other leave are as required by law. Additional leave: [[none / the additional leave]]
(2) Pay during sick leave and other leave is as the law requires: [[none beyond the law / the arrangement]]
(3) If the Employee cannot work because of illness or another reason, they tell [[Name or role of the person to tell]] as soon as possible and give the evidence that the law or the Employer’s reasonable rules require.
8. Social insurance and benefits
Social insurance contributions, insurance cover and who pays what are as required by the law of the country where the work is done. The Employer registers the Employee where the law requires it. Other benefits, such as a pension plan, health cover or a company car: [[none / the benefits]]
9. Notice and termination
(1) Either party may end the employment only as the law of the country where the work is done allows, including its rules on notice periods, form, reasons and protection against dismissal. Notice period: [[as required by law / the longer period agreed, where the law allows it]]
(2) When the employment ends, the Employer pays what is due as the law requires and the Employee returns the Employer’s property.
10. Training and workplace rules
(1) Training provided or required by the Employer: [[none / the training]] Where the law requires training, for example on safety, the Employer provides it.
(2) Workplace rules, a staff handbook, or a collective or works agreement that applies to the Employee: [[none / its name and where to read it]] These apply as the law provides.
11. Questions and complaints
(1) The Employee can ask questions about these terms, and about pay, hours and leave, to [[Name, role and contact details]]
(2) How the Employee can raise a concern or complaint at work: [[The procedure, or who to approach]]
(3) Information on the Employee’s rights is available from [[A labour authority, representative body or other source, or none]] The Employee is not treated unfairly for raising a concern in good faith, as the law protects.
12. Language and copies
The Employer gives this statement in [[Language]]. If any part is unclear, the Employer explains it on request, and the Employee keeps a copy.
13. Changes to these terms
If the main terms of the employment change, the Employer gives the Employee a written notice of the change [[as soon as possible / within the time the law requires]]. A change that needs the Employee’s agreement under the law is valid only if the Employee agrees to it in writing or in electronic form, where the law allows that form.
14. Mandatory law and written terms
The law of the country where the work is done gives the Employee rights that this statement cannot reduce. If anything in this statement gives the Employee less than that law requires, that law applies instead. Where that law requires the written statement to be given by a certain time, in a certain form or with certain items, the Employer gives it accordingly and adds what is missing: [[Attachment, or none]]
If the parties have also signed an employment agreement: [[none / title and date of the agreement]] Where the two differ, the term that gives the Employee more applies.
15. Acknowledgement of receipt
The Employee confirms that they received this statement on the date they sign it, have read it and have had the chance to ask questions. Signing confirms receipt and that the Employee has read the statement. It does not waive any right of the Employee and does not mean that the Employee agrees to anything the law does not allow.
16. Governing law and disputes
This agreement is governed by the law stated under Governing law. The parties will first try to settle any dispute in good faith. Otherwise the courts stated under Jurisdiction decide, unless mandatory law provides otherwise.
Governing law
[[Country or state whose law applies]]
Jurisdiction
[[Courts that decide disputes, e.g. the courts of your city]]
How to use it
Choose the template
Press the button to use this template. If you are not signed in, you first sign in or sign up for free and then come straight back to it.
Start a draft
The new-contract page opens with this template marked. Press its card to create a draft. Your company details fill in Party A, and you fill in the blanks, the other party and, where the template has one, the price schedule.
Send it for signature
You sign first, then send each signer a secure link and, by another route, an access code. Signers need no account.
Next steps
Your client opens the link on any device and needs no account. See what the signing looks like on the E-Contracts page, and read which kind of electronic signature is enough for which document.
What it is, and what it is not
QuoteBill creates a simple electronic signature with an audit trail. In the EU, the UK, the US and Korea a signature is not denied legal effect only because it is electronic, and in Japan most contracts need no particular form at all. What a simple electronic signature proves in a dispute depends on the evidence behind it, and some documents need another form.
It is not a qualified or advanced electronic signature, and QuoteBill does not verify who the signers are. It records the use of the link and access code you delivered, so anyone who has both can sign. The signature certificate lists every link issued and, for each action by the sender or a signer, its IP address and browser where they could be read.
Some documents need another form. Wills, many real-estate transfers, guarantees and some employment documents must, in some countries, be handwritten, notarised or signed with a qualified signature. The templates are samples, not legal advice: review them with a lawyer.
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