eSignature for HR Teams
KAiZEN eSign is an eSignature solution for HR teams. Send offer letters, contracts and exit documents for signing, with no printing, couriers or follow-ups.
How HR Teams Use eSignature, From Hiring to Exit
From offer letter to exit form, KAiZEN eSign fits the way your HR team already works, so paperwork stops slowing you down.
Recruitment & Talent Acquisition
Offers sitting unsigned cost you candidates. Send offer letters, NDAs and hiring forms digitally so candidates can review and sign from their phone in minutes, and close hires faster.
HR Operations
Chasing employees for contract signatures and policy sign-offs eats into your week. Manage contracts, leave forms and internal approvals from one place, and see what is still pending at a glance.
Learning & Compliance Teams
Getting everyone to sign the code of conduct or a training acknowledgement means endless follow-ups. Send documents to the whole team at once and see exactly who has signed and who has not.
Remote & Distributed Workforce
You cannot hand a printout to a remote or field employee. They sign from their phone or laptop, wherever they are, with no printing, no couriers and no waiting.
How It Works
Upload a document or pick a template
Add the people who need to sign
Send links by Email or WhatsApp
They sign on any device, no account needed
Get a signed PDF with a full record
Built around the real challenges HR teams face
Bulk Send
Send Employee Documents to Everyone at Once
- Import a full employee list and send documents to everyone in one click
- Every recipient gets their own unique signing link
- Track who has signed and who hasn't from one dashboard
- Automatic follow-up reminders for anyone who hasn't responded
- Perfect for policy rollouts, annual compliance sign-offs, and open enrolment
Signer Record
Know Exactly Who Signed and When
- Every verified sign-in is logged with timestamp and device details
- Reduces the risk of unauthorized or disputed signatures
- Gives HR complete confidence that the right person signed
Approval Workflows
Keep Every Approval Moving Automatically
- Set a fixed signing order: employee, manager, then HR head
- Document moves automatically to the next person
- No manual follow-up needed at any stage
- Works for offer letters, appraisals, exit forms, and multi-approver documents
- Full visibility into where each document is stuck
Custom Branding
Make Every Signing Experience Feel Like Your Company
- Add your company logo and brand colours
- Candidates and employees see your brand, not a generic third-party tool
- Customise email notifications with your company name and tone
- Create a polished experience from offer letter to exit form
- Build trust and consistency across the employee journey
Reminders & Escalations
Stop Chasing Employees for Signatures
- Set automatic reminders at intervals you choose
- Escalate overdue documents to the manager automatically
- HR gets visibility into pending, overdue, and completed documents
- Candidates and employees get gentle reminders without HR follow-ups
- Never lose time because someone forgot to check their inbox
Role-Based Access
Keep Sensitive Employee Documents Restricted
- Control who can view, send, or manage each document
- Restrict sensitive documents such as salary letters and termination notices
- Managers only see documents for their own team members
- Activity logs show who accessed documents and when
- Support internal compliance and data privacy requirements
Sign Every HR Document Digitally
KAiZEN eSign is eSignature for HR teams across the full employee journey, from offer letter to exit form.
Offer Letter
Employment Agreement
Onboarding Documents
NDA & Confidentiality Agreements
Employee Handbook Acknowledgement
Leave Request Forms
Expense Reimbursement Forms
Performance Review Documents
Disciplinary Notices
Exit & Separation Documents
Training Completion Forms
Policy Update Acknowledgements
Onboard Employees Without the Paperwork
Frequently Asked Questions
Can buyers and sellers sign from different cities or countries?
Absolutely. Signatories receive a secure signing link via email or WhatsApp and can sign from any device, anywhere in the world. This makes it ideal for NRI clients and out-of-city transactions.
How many people can sign the same document?
There is no limit on the number of signatories. You can set a specific signing order, for example, buyer signs first, then seller, then witness/broker, and each party gets notified automatically when it's their turn.
What happens after everyone has signed?
All parties receive a final, signed PDF with a certificate of completion, full audit trail, and timestamp. The document is also securely stored in your KAiZEN eSign dashboard and can be retrieved any time.
Do signatories need to create an account?
No. Your clients, buyers, sellers, tenants, do not need to sign up for KAiZEN eSign. They simply receive a secure link and sign directly in their browser on any device.