A letter

Sign a letter sent to you

1. Read the letter on the left, and the day to sign it by.
2. Check your name under Type your full name.
3. Draw your signature under Draw it (if you like), if you like; Clear starts it again.
4. Check I agree to sign electronically.
5. Press the button that signs it, such as Sign the offer letter or Acknowledge the policy.
6. Confirm it's you: your password, and your authenticator code if you set one up.

Then: Your signature is recorded against the letter's fingerprint, with the time, your internet address and your browser. A letter the organization countersigns goes to HR or an Owner next; otherwise it is sealed and filed among your documents, and you are told.

Rather not? Not willing to sign it? Open the decline box below, write Why you are declining, and press Decline it: HR is told and reads your reason, and can send a new version.

Who: Only you sign a letter about you: nobody signs for someone else, HR included.

Daniel's offer letter arrives on their phone. They read it, draw a signature with a finger, check the box and press Sign the offer letter, then type their password. Olive, an Owner, countersigns it the next day, and the sealed PDF is filed among Daniel's documents.

Finish a draft and send or issue it

1. Complete each blank line (________) named above the words.
2. Change the Title or The words, if you need to.
3. Choose the Sign by day, for a letter they sign.
4. Press Save the draft.
5. Press Send for signature for a letter they sign, or Issue it for a certificate.

Then: It is numbered — LTR, the year and the next number — and its fingerprint is taken: from then on its words are kept as they are. Sent, they are told it is ready to sign. Issued, it is sealed and filed among their documents at once and they are told, except a salary certificate, which first waits for a second signature from HR or an Owner who neither made nor issued it, holding Read pay with the HR unlock open.

Who: Only HR where they sit edits, sends and issues their letters, never their own.

Countersign a letter

1. Open the letter from your notice, or from Waiting for a countersignature on Letters.
2. Read it, and the signatures already on it.
3. Under Countersign for the organization, press Countersign it.
4. Confirm it's you: your password, and your authenticator code if you set one up.

Then: Your name, the time, where from and the letter's fingerprint are stamped on it, and it is sealed: a PDF carrying its audit trail is filed among their documents, they are told, and so is whoever issued it. Press Download the sealed PDF to keep a copy.

Who: HR where the person sits, or an Owner. The nearest HR is asked first; with none free to sign it, the Owners are.

Change a letter that has left draft, or withdraw it

1. Press Make a new version.
2. Change the new draft that opens.
3. Press Send for signature or Issue it again.

Then: The old letter reads Changed: replaced by a new version, and is kept as it was. The new version is signed afresh; a letter they sign gets a sign-by day 14 days from today, which you can change in the draft.

Rather not? To stop a draft, or a letter still waiting for a signature, open Withdraw it, write Why (for the record), and press Withdraw the letter. If it was out for signature, they are told there is nothing to sign.

If the letter's words are locked

1. Read the line in place of the words: it says the letter states pay.
2. Type Your HR PIN, or press Use my password instead and type your password.
3. Press Open.

Then: The page is drawn again with its words. It stays open for 10 minutes, then asks again. While you work on a person's HR record it is renewed as you go, and never for more than 8 hours from your PIN or password. Your reading a letter that states pay is recorded, as every read of somebody's pay is.