For hr and recruiters
New hires signed before they change their mind
A candidate who has to print, sign and scan an offer takes days, and in those days another offer arrives. Send the offer and contract from a template the moment they say yes, let them sign on their phone, and start day one with the paperwork done and the evidence filed.
- Offer accepted and contract signed the same afternoon
- Policies acknowledged with a recorded tick, not a missing form
- Client terms agreed before the first CV is sent
What hr and recruiters send through AiresDocs
Each one is a template you set up once. The right-hand column says whether it can be signed electronically, and where the law asks for something more.
Offer letter and contract of employment
Sign electronicallyTitle, start date, pay, hours, probation, notice and conditions, with the written statement of particulars folded in.
Candidate signs first, employer countersigns; the completion time is when the contract was concluded.
Policy and handbook acknowledgements
Sign electronicallyIT, data protection, health and safety, the handbook: the new starter confirms they have received and read each one.
Attach as read-and-acknowledge documents in the onboarding pack; use bulk send for annual re-acknowledgements.
Contractor or consultancy agreement
Sign electronicallyScope, rates, IP, confidentiality and status for freelancers and interim staff.
A template with roles "Contractor" and "Company" and a currency field for the day rate.
Client terms of business (agencies)
Sign electronicallyThe fee agreement a recruitment agency needs signed before introducing candidates.
Publish it as a contract link so a hiring manager can sign before you release a single CV.
Ready-made for hr and recruiters
Add one to your templates in the app with one click: the wording, roles, routing and fields are already set up, and you can change any of it. They are a starting point, not legal advice, so read the wording and adapt it to your business.
Offer of employment
The hiring manager signs the offer and the candidate accepts it, with the key terms filled in.
Hiring managerCandidate
Policy acknowledgement
An employee confirms they have read and understood a policy, with the version recorded.
Employee
From agreed in principle to signed and filed
The same four moves every time, so the process does not depend on who is in the office.
- 1 Prepare
Any agreement ready in minutes
- 2 Send
To the right people, in the right order
- 3 Sign
From any phone, with nothing to install
- 4 Manage
Sealed, filed and provable
- 1
Prepare the templates
An offer-and-contract pack with roles "Candidate" and "Employer", pre-fillable salary and start-date fields, and the policies attached as acknowledgements. A contractor agreement. For agencies, terms of business as a contract link.
- 2
Send within the hour of the yes
Type the candidate's name and email, pre-fill the salary and start date, choose sequential signing (candidate first, employer last), set a short expiry, send.
- 3
They sign from their phone
The candidate reads the offer, asks a question in a comment if something is unclear, ticks the policy acknowledgements and signs. You countersign from your desk.
- 4
Day one, paperwork done
The sealed contract and certificate are filed against the employee. Right to work and references run through their own processes; record the dates in your HR system.
The features that do the work for hr and recruiters
Contract packs and acknowledgements
Offer, contract and policies in one send, one signing session and one certificate, with each acknowledgement recorded.
Templates with roles
"Candidate" and "Employer" instead of names, salary and start date pre-filled, the employer's signature locked in place.
Signing without a work account
Candidates sign from their personal email on their phone, in their language, with no account to create.
A second factor for senior hires
An SMS code or an access code shared by phone where an inbox might be shared, recorded on the certificate.
Annual re-acknowledgements
Send the updated handbook to everyone from a spreadsheet; export who ticked what and when for the audit.
Retention rules
Delete unsuccessful candidates' paperwork on schedule; keep employee contracts for the period your policy sets.
What it costs
A small HR function or a solo recruiter sends on Pro. An agency or an HR team of several people shares templates and the candidate pipeline on Team.
- Free £0 · 3 contracts a month
- Pro £12/month or £99/year · unlimited contracts, one person
- Team £29/month or £249/year · unlimited contracts, up to 10 people
Guides for hr and recruiters
- Offer letters: from accepted to signed before the candidate changes their mindTurn a verbal yes into a signed contract the same afternoon, with the UK particulars and right-to-work rules handled properly.
- Electronic signatures for offer letters, contracts and recruiter paperworkOffer letters, employment contracts, candidate consent and client terms: a practical signing workflow.
- GDPR and electronic signatures: who is responsible for whatController and processor roles, lawful bases, retention and signer rights when you e-sign.
Also built for
- SalesQuotes, order forms and service agreements signed while the customer is still keen.
- Landlords & letting agentsTenancy agreements, deposit paperwork and inventories signed from the tenant's phone.
- Agencies & freelancersProposals, statements of work and NDAs agreed in writing before the work starts.
- Finance & accountingEngagement letters, direct debit mandates and approvals with proof for the auditors.
- ProcurementSupplier set-up, purchase orders and spend approvals agreed in writing before money moves.
- Customer experienceWelcome forms, service changes and consents confirmed by the customer in minutes, on their phone.
Questions hr and recruiters ask
For the law behind the answers, see when electronic signatures are binding. None of this is legal advice.
Can an offer letter and the employment contract go out together?
Yes, as one contract pack: the offer letter, the contract and the policies the new starter must acknowledge, with one signing session and one certificate. The candidate signs once and acknowledges each policy with a tick that is recorded.
Does the written statement of particulars have to be on paper?
No. Section 1 of the Employment Rights Act 1996 requires the statement to be given no later than the first day of employment; it does not require paper. Sending it for e-signature before day one also evidences the date it was given. This is general information, not legal advice.
Can AiresDocs do the right to work check?
No. Right to work checks follow the Home Office employer's guide (a manual check of original documents, an online check with a share code, or a check through an identity service provider) and must be completed before employment starts. AiresDocs can collect a signed declaration and an attachment, and record when, but the statutory excuse comes from the check itself.
How do I handle a candidate without a work email?
Send to their personal email; that is the address they applied from and the one the trail will show. For senior hires or where an inbox may be shared, add an SMS code or an access code shared by phone.
Is a settlement agreement or a restrictive-covenant deed suitable?
Settlement agreements can be signed electronically, but the independent adviser's certificate is usually handled by the solicitors. Documents drafted as deeds need a witness physically present under English law and should not go through an ordinary e-signature flow. See the recruiter guide.
Send the offer this afternoon, not next week
Free for 3 contracts a month, no card needed. Unlimited contracts from £99 a year when you are ready, and you can cancel in one click.