HR request template

Policy acknowledgement signing request template

A policy acknowledgement confirms an employee or contractor has read and agreed to follow a specific workplace policy or procedure.

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What is a policy acknowledgement?

A policy acknowledgement is a short document or sign-off that records a person has received, read, and agreed to comply with a particular workplace policy. Common examples include codes of conduct, IT and acceptable-use policies, health and safety procedures, and privacy or social media guidelines. It is sent whenever a policy is introduced or updated and the organisation needs proof that staff have seen it.

Acknowledgements matter because policies only protect an organisation if people are aware of them and agree to follow them. A signed, dated acknowledgement provides evidence that an individual was given the policy and accepted its terms, which is valuable for compliance, training records, and resolving disputes. It also reinforces accountability by making expectations explicit rather than assumed.

When to use a policy acknowledgement

Rolling out a new or updated workplace policy to staff
Onboarding a new employee or contractor to core policies
Confirming agreement to a code of conduct or IT policy
Recording acknowledgement after policy or safety training

What to include in a policy acknowledgement

Policy reference: the policy name, version, and effective date being acknowledged.
Scope: who the policy applies to and the behaviour or obligations it covers.
Acknowledgement statement: confirmation the person has read and understood the policy.
Agreement to comply: a clear statement that they agree to follow the policy.
Signer details: name, role, and date so the record is identifiable and dated.

Pros and cons of sending a policy acknowledgement as a signing request

Pros

Creates a dated, signed record that staff received the policy
Tracks opens and signing for compliance evidence
Reminders chase outstanding acknowledgements automatically
Completion receipt supports audit and training records

Cons and things to watch

Acknowledgement records receipt, not genuine understanding
Out-of-date policy versions can undermine the record
It does not guarantee the person will follow the policy
A signing tool cannot confirm the policy itself is compliant

How to send a policy acknowledgement with Cosign

Upload the policy and acknowledgement to Cosign and preview it to confirm the correct version and effective date.
Add the employee or contractor as the signer with their email for a private acknowledgement link.
Set a 14-day expiry and add a password if the policy contains sensitive internal information.
Send the request, track who has opened and signed, and keep the completion receipt for compliance records.

Policy acknowledgement request details

Email subject

Policy acknowledgement request

Default message

Please review and acknowledge the attached policy.

Signer setup

Employee or contractor

Suggested expiry

14 days

Button label

Acknowledge policy

Best fit

HR teams

Policy acknowledgement FAQs

Is an electronic policy acknowledgement legally valid in Australia?

Generally, electronic acknowledgements are recognised in Australia where the person consents and can be identified. Cosign records who acknowledged and when, but it does not replace professional advice on your compliance obligations.

Can the person read the policy before acknowledging it?

Yes. The signer can preview the full policy through their private Cosign link before they acknowledge it, so they can read it in full first.

Is the policy acknowledgement kept private?

Yes. Each request is sent as a private link that is not indexed by search engines. Only the person you invite can open it, and you can add a password if the policy is sensitive.

Does acknowledgement mean the person fully understood the policy?

Acknowledgement records that the person received the policy and agreed to follow it. It is evidence of receipt and agreement, but does not by itself prove full understanding, so clear policies and training remain important.

How do I track who still needs to acknowledge a policy?

Cosign tracks status events such as opens and signatures for each recipient. You can see who has acknowledged and send reminders to anyone outstanding before the request expires.