Employment Release Forms

Employment release forms are essential legal documents used by employers and employees to formally acknowledge the release of certain rights, claims, or obligations related to employment. These forms are commonly utilized during employee offboarding, such as resignations, terminations, or layoffs, to confirm that both parties agree to the terms of separation and that the employee waives any future claims against the employer. Employment release forms can also be used for specific scenarios like releasing confidential information, authorizing background checks, or granting permission for reference checks. Their primary purpose is to protect both the employer and the employee by clearly outlining the terms of release and ensuring mutual understanding.

With Jotform, creating and managing employment release forms becomes a seamless, efficient process. Jotform’s no-code Form Builder allows HR professionals, managers, and business owners to quickly customize release forms to fit their organization’s needs. Users can drag and drop fields, add digital signature widgets, and set up conditional logic to ensure all necessary information is collected. Submissions are securely stored and easily accessible, streamlining the documentation process and reducing administrative burden. By leveraging Jotform’s integrations and automation features, organizations can ensure compliance, maintain accurate records, and provide a smooth experience for departing employees.

Use Cases of Employment Release Forms

Employment release forms serve a variety of purposes in the workplace, addressing different scenarios and needs. Here’s how they can be used, who benefits from them, and how their content may vary:

1. Possible Use Cases:

• Employee Separation: Used during resignations, layoffs, or terminations to confirm the release of claims and outline final terms.
• Reference Authorization: Allows former employees to grant permission for reference checks by future employers.
• Background Check Consent: Used during hiring to obtain consent for background or credit checks.
• Confidentiality Release: Permits the sharing of certain confidential information under specified conditions.
• Settlement Agreements: Used to formalize the resolution of workplace disputes or claims.

2. Problem Solving Points:

• Reduces legal risks by documenting mutual agreements.
• Ensures compliance with labor laws and company policies.
• Clarifies expectations and rights for both parties.
• Streamlines HR processes and recordkeeping.

3. Possible Owners and Users:

• HR managers and departments
• Business owners and executives
• Legal teams
• Employees (current or former)
• Third-party background check agencies

4. Differences of Creation Methods:

• Employee Separation: May require fields for final pay, benefits, and reason for separation.
• Reference Authorization: Focuses on contact details and specific permissions.
• Background Check Consent: Includes personal identification and consent checkboxes.
• Confidentiality Release: Details the scope and limitations of information sharing.
• Settlement Agreements: May require detailed descriptions of the dispute and terms of settlement.

In summary, employment release forms are versatile tools that can be tailored to various HR scenarios, with content and structure adapting to the specific use case.

How to Create an Employment Release Form

Creating an employment release form with Jotform is a straightforward process that ensures you capture all necessary information while maintaining compliance and professionalism. Whether you need a simple separation agreement or a more complex release for background checks or settlements, Jotform’s intuitive platform makes it easy to design, customize, and manage your forms.

To create an employment release form, follow these steps:

1. Start Your Form:

• Log in to your Jotform account and click “Create” on your My Workspace page.
• Choose “Form” and decide whether to start from scratch or use one of Jotform’s employment release form templates.

2. Select the Appropriate Layout:

• For a comprehensive release form, the Classic Form layout (all questions on one page) is often ideal.
• For step-by-step consent or multi-part releases, consider the Card Form layout (one question per page).

3. Add Essential Form Elements:

• Use the “Add Element” menu to drag and drop fields such as:
• Employee name and contact information
• Employer/organization details
• Date of release
• Reason for release (e.g., resignation, termination, background check)
• Detailed release statement or waiver text
• Checkbox for agreement/consent
• Digital signature field for both parties
• Additional fields for final pay, benefits, or settlement terms (if applicable)

4. Customize for Your Use Case:

• For separation agreements, include fields for final compensation, benefits continuation, and return of company property.
• For reference or background check releases, add specific authorization language and contact details for third parties.
• For confidentiality releases, clearly define what information is being released and under what conditions.

5. Design and Branding:

• Click the Paint Roller icon to access the Form Designer.
• Adjust colors, fonts, and add your company logo to ensure the form matches your brand identity.

6. Set Up Notifications and Workflow:

• In the Settings menu, configure email notifications to alert HR or legal teams when a form is submitted.
• Set up autoresponder emails to provide a copy of the signed release to the employee.

7. Publish and Share:

• Click “Publish” to copy the form link or embed it on your company’s intranet or HR portal.
• Share the form directly with employees via email or secure messaging.

8. Test and Manage Submissions:

• Use the Preview feature to test the form and ensure all fields function correctly.
• Monitor submissions in Jotform Tables, where you can organize, search, and export records as needed.

By following these steps, you can create tailored employment release forms that address your organization’s specific needs, streamline HR processes, and help legal compliance.