{"id":3039,"date":"2023-08-23T11:23:19","date_gmt":"2023-08-23T15:23:19","guid":{"rendered":"https:\/\/blissbook.com\/blog\/?p=3039"},"modified":"2023-09-13T11:55:04","modified_gmt":"2023-09-13T15:55:04","slug":"how-to-create-acknowledgement-statement-to-your-employee-handbook","status":"publish","type":"post","link":"https:\/\/blissbook.com\/blog\/how-to-create-acknowledgement-statement-to-your-employee-handbook\/","title":{"rendered":"How to Create an Acknowledgement Statement for Your Employee Handbook"},"content":{"rendered":"\n

Adding an acknowledgement statement in your employee handbook is not just a formality. It’s a safety net to document that your employees have received your handbook. Some acknowledgement statements go even further, asking employees for additional confirmation such as reading, understanding, or saying that they\u2019ll comply with the policies included in the handbook.<\/p>\n\n\n\n

But first, let’s understand the role of an employee handbook<\/a>. It’s a fundamental document that helps you set expectations, guidelines, and policies for everyone in the company. Because your handbook is rich with content, it\u2019s important to collect employee acknowledgement.<\/p>\n\n\n\n

Here\u2019s a guide to help you understand why you need an acknowledgement statement and how to make yours as effective as possible.<\/p>\n\n\n\n\n\n\n\n

Understanding the Importance of Acknowledgment Statements<\/h2>\n\n\n\n

An acknowledgement statement in your employee handbook is akin to a signature page<\/a>. At a minimum, it\u2019s the place where employees acknowledge receipt of the handbook.<\/strong> Taken a step further, the acknowledgement statement can request confirmation that they\u2019ve read<\/em> your handbook \u2014 and, even more, that they understand<\/em> it. In the most thorough cases, companies may ask employees to agree to comply with the policies within<\/em>. <\/p>\n\n\n\n

Keep in mind that each additional layer of employer protection within the acknowledgement statement \u2014 received, read, understood, will comply \u2014 may lead to more questions or hesitation when it comes to signature time. Some companies opt to keep it simple by asking employees to acknowledge receipt only, while others may have the bandwidth to field the questions or concerns that arise as employees thoroughly review the handbook content.<\/p>\n\n\n\n

While it’s not mandated by law to have employees sign or acknowledge the handbook, it’s considered best practice as it reduces employer risks considerably. This documentation is invaluable especially during disciplinary situations, audits, or legal disputes.
Without this acknowledgment, an employee might claim they were unaware of company policies. This can lead to legal and practical complications. By documenting the distribution process and collecting signatures, your company is protected if disputes arise<\/strong>. It safeguards your employees, too, by providing clear policies, procedures<\/a>, and expectations.<\/p>\n\n\n\n

How to Draft an Effective Acknowledgement Statement<\/h2>\n\n\n\n

Step 1: Make your acknowledgement statement clear<\/h3>\n\n\n\n

First and foremost, a successful acknowledgment page is clear and easy to understand. It should convey your handbook\u2019s primary aims and objectives<\/strong>. In most cases, an employee handbook focuses on policies, procedures, and workplace expectations. (We believe your handbook should highlight your company culture<\/a>, too!) <\/p>\n\n\n\n

Step 2: Confirm receipt of the handbook<\/h3>\n\n\n\n

Merely distributing your handbook may not be enough should issues arise. Therefore, a line that attests to the receipt of the handbook by the employee is crucial. It\u2019s essential for record-keeping and is helpful in cases of employee noncompliance. By acknowledging the receipt of the handbook, employees can\u2019t later claim ignorance<\/strong> about the handbook\u2019s existence.<\/p>\n\n\n\n

Step 3: Agree to read its content (optional, but recommended)<\/h3>\n\n\n\n

So, you\u2019ve asked employees to acknowledge receipt, but do you want them to affirm that they\u2019ve read it? Obviously you want your employees to become familiar with your handbook content<\/strong>, but, as mentioned earlier, this step can slow down the signature collection process. This is ultimately a matter of company preference.<\/p>\n\n\n\n

Step 4: Affirm understanding (optional, but recommended)<\/h3>\n\n\n\n

Asking employees to acknowledge that they\u2019ve received and read the handbook is one thing, but confirming they understand it is another. When you include language that affirms handbook comprehension<\/strong>, employees are more incentivized to read the content with the intention to grasp it. You can also take this opportunity to encourage employees to approach HR or their supervisor if anything is unclear.<\/p>\n\n\n\n

Step 5: Emphasize it\u2019s not an employment contract<\/h3>\n\n\n\n

An employee handbook, even with an acknowledgment statement, does not<\/em> constitute a binding employment contract. While the handbook is a formal document, employee acknowledgement is simply that \u2014 an acknowledgement, not an agreement. It doesn\u2019t guarantee employment or other terms and conditions. Signing the handbook carries weight, as explained above, but it’s essential to remind employees that the handbook is not an employment agreement or contract<\/strong>. This is especially true when it comes to at-will employment, which means employees can be terminated without cause. This distinction ensures both parties are clear about the nature and implications of the acknowledgment and their employment relationship.<\/p>\n\n\n\n

Step 6: Stress that the handbook will change<\/h3>\n\n\n\n

In a dynamic work environment, changes are inevitable. Be sure employees recognize that the handbook content will evolve<\/strong> for various reasons, such as market changes, legal updates, or company growth. Reassure employees that they\u2019ll be kept in the loop regarding any changes \u2014 and make sure to follow through on that promise. You can also state that you will do your best<\/em> to communicate updates to employees, but ultimately it is up to them to review your policies regularly to ensure they have the latest information.<\/p>\n\n\n\n

Step 7: Collect the signature and note the date<\/h3>\n\n\n\n

Don\u2019t forget the final step: collect signatures! This is critical regardless of whether you confirm the handbook was (1) received, (2) received and read, (3) received, read, and understood, or (4) received, read, understood, and will comply with. It\u2019s also important to record the date and time when signatures are collected. This ensures you\u2019re recording exactly what version of your handbook the employee has received and is signing off on.<\/p>\n\n\n\n

3 Acknowledgement Statements to Spark Ideas<\/h2>\n\n\n\n

At Blissbook, we prioritize crafting content that puts culture at the forefront<\/a>. However, it’s best to keep acknowledgement statements straightforward<\/strong> and inject the fun throughout the rest of the handbook. <\/p>\n\n\n\n

Here are three examples of effective acknowledgement statements.<\/p>\n\n\n\n

Example #1: Acme Incorporated Acknowledgement Statement (a Blissbook template!)<\/h3>\n\n\n\n

Check out this digital acknowledgement statement from the Acme Incorporated Employee Handbook<\/a>. What’s cool is that if you hop onto Blissbook, this is the go-to language you\u2019ll start with. And since the policy details are tucked away under those ‘Read-More’ buttons<\/a>, we ask folks to make sure they’ve clicked on them and gone through the whole text.<\/p>\n\n\n\n

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Example #2: Youngstown Ohio Acknowledgement Statement<\/h3>\n\n\n\n

In this sample acknowledgement statement from the City of Youngstown, Ohio<\/a>, employees are prompted to confirm they’ve received the handbook. The statement emphasizes the employees’ duty to get acquainted with the guidelines and points them to the right people or departments for any questions. It also gives a heads-up that the handbook might be updated down the road.<\/p>\n\n\n\n

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Example #3: Perry City, Utah Acknowledgement Statement<\/h3>\n\n\n\n

The acknowledgement statement from Perry City<\/a> is well-structured, ensuring employees are clear about their terms of employment. It details who employees can turn to if they have questions and mentions that the handbook content can change. The statement also makes it clear that employment is at will, meaning no one can promise anything outside of what’s in the handbook. Lastly, any changes to job terms must be approved by the right authorities, showing a clear chain of command.<\/p>\n\n\n\n

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Guidelines on Designing the Acknowledgment Statement<\/h2>\n\n\n\n

Once you’ve crafted your perfect acknowledgment content, think about its presentation. Whether you’re using Google Docs, Microsoft Word, specialized handbook software like Blissbook<\/a>, or another platform, ensure the content remains consistent. <\/p>\n\n\n\n

When designing an acknowledgement statement, use clear and simple language. Avoid complex jargon to ensure all team members, from interns to managers, grasp its meaning. Everyone should know what they’re signing off on.<\/p>\n\n\n\n

You should also make sure your acknowledgement is inclusive. Specifically, be sure to consider the following:<\/p>\n\n\n\n