Employment contracts and e-signatures, on your own letterhead.
Written statements, contracts and letters are made from your templates and the person’s record, printed as PDFs with your logo and colour, and signed on any phone. The signed copy is filed on their record with when, where from and exactly which version they signed.
14 days free · no card needed
Contract of employment
ExampleNCNorthgate Care Ltd
Ref NC-2026-0412 · page 1 of 6
Job title: Care assistant · Start date: 9 November 2026 · Hours: 37.5 a week
Signed by Priya Shah
Typed name and agreed · 2 Nov 2026, 09:14 · from her phone
SHA-256 4f1a…c09e · IP and device recorded
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1
Make it
The written statement fills itself from the record. Anything the record doesn’t hold is left for you to type, never guessed.
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2
Send it
It arrives on their phone, due in seven days by default, with reminders until it’s done.
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3
File it
They type their name and agree. A signature page is added and the signed copy sits beside the original.
Templates
Your wording, filled in from the record.
Write a letter once with merge fields for name, job title, site, manager, start date, hours, salary and the rest, and send it to anyone. Every company starts with confirmation of employment, a salary change, a reference reply and probation passed. Salary only fills in for someone allowed to see pay.
AI Disciplinary and grievance letters can start as an AI draft written from the case record, for HR to edit before sending. AI in KivoHR
Letter templates
Northgate Care
Confirmation of employment 8 fields
Salary change 5 fields
Reply to a reference request 5 fields
Probation passed 5 fields
Policies
A policy everyone has read, and proof that they did.
Ask everyone, a site, a team or one person to read and accept a policy by a date. Reminders go out until they have. Disciplinary, grievance, sexual harassment, whistleblowing and trade union policies are there to start from, and you see who has accepted each one.
Staff handbook 2026
Everyone · by 30 Nov
Accepted 171
Reminded today 43
Not yet asked 0
171 of 214 accepted
Documents
Documents filed on the record, with expiry dates watched.
Documents sit on each person’s record by category, open in a new tab and are kept for as long as the law says. Anything with an expiry date is reminded 30 and 7 days ahead and on the day, and Documents → Expiring shows them all in one list.
Expiring soon
All sites · next 30 days
Aisha Rahman · food hygiene certificate 12 days
Daniel Hughes · driving licence check 20 days
Grace Mensah · forklift licence 28 days
Contracts and e-signatures: common questions
How do people sign?
They open the document on any device, type their name and agree. The time, IP address, device and the fingerprint of the exact file are recorded, and a signature page is added to the signed copy.
Can we use our own contract wording?
Yes. Write your own templates with merge fields, and every PDF prints on your letterhead with your logo and colour.
Can people outside KivoHR sign?
Not yet. Only the person a document is sent to can sign it, once they have signed in.
Can we see who has read a policy?
Yes. Ask people to read and accept a policy by a date, and see who has.
Your next contract, signed by Friday.
14 days free, no card needed.