Legal Authority Guide
Your HR director just resigned. You have a stack of documents on your desk that require signatures, including offer letters, termination paperwork, FMLA certifications, I-9 forms, and disciplinary actions.
Who can legally sign these now?
After 20 years of helping businesses navigate HR leadership transitions, we’ve learned this: Most business owners don’t know the answer to this question until they’re standing there with an unsigned document and a nervous employee waiting. The good news? You have more options than you think. The challenge? Each type of document has different legal requirements.
(If you’re holding an unsigned document right now, keep reading—we’ll get you sorted!)
Before anyone signs anything, you need a 60-second legal reality check:
Critical Questions:
Do NOT sign if:
❌ You don’t understand what the document says
❌ It’s a response to a government agency, and you lack authority
❌ It’s a termination without reviewing the circumstances
❌ You’re not sure about your company’s signing authority
After helping hundreds of companies through HR transitions, here’s what we’ve learned: There’s no single answer. Legal signing authority depends on:
In two decades of placing emergency HR coverage, we’ve seen companies make two critical mistakes:
Mistake #1: Assuming the CEO can sign everything (not always true for compliance documents)
Mistake #2: Assuming no one can sign anything (also not true—you have options)
The companies that handle this well do three things:
These typically can be signed by executives with proper delegation:
Examples:
Who Can Sign:
✅ CEO or business owner
✅ COO or operations executive
✅ Department heads (with proper delegation)
✅ Interim HR managers
✅ Fractional HR providers (with written authority)
Risk Level: Low to Medium
Best Practice: Document delegation of authority in writing
These require careful handling and often specific legal authority:
Examples:
Who Can Sign:
✅ Officers of the company (with proper corporate authority)
✅ Designated HR personnel with written delegation
✅ Legal counsel (for agency responses)
✅ Fractional HR providers with compliance expertise and proper authority
Risk Level: High
Best Practice: Have expert HR or legal review before signing
Critical Note: EEOC and Department of Labor regulations specify who can sign certain documents. Don’t guess on these.
These create significant legal liability and need extra caution:
Examples:
Who Can Sign:
✅ CEO or business owner (with legal/HR consultation)
✅ Senior executives with proper authority
✅ Legal counsel (recommended for settlements)
✅ Fractional HR providers with employment law expertise
Risk Level: Very High
Best Practice: Never sign these without expert guidance
Pattern Observation: After 20 years, we can tell you that hasty termination letters signed by panicked executives generate more lawsuits than almost any other HR misstep.
These have specific regulatory requirements:
Examples:
Who Can Sign:
✅ Company officers
✅ Plan administrators (if designated)
✅ Benefits brokers (with proper authorization)
✅ Fractional HR providers handling benefits
Risk Level: Medium
Best Practice: Coordinate with your benefits broker and insurance carriers
Within 24-48 Hours:
According to Department of Labor data, employment law varies significantly by state, creating challenges for:
As brokers connecting you with HR providers, we’ve learned that multi-state compliance is one area where specialized expertise pays for itself quickly. The companies that handle this well work with providers who:
✅ Understand state-specific signing requirements
✅ Have multi-state compliance experience
✅ Can quickly identify jurisdiction-specific issues
✅ Maintain relationships with state agencies
Call expert HR or legal support TODAY if you’re facing:
🚩 Active government investigation – EEOC complaint, OSHA inspection, wage and hour audit
🚩 Termination of protected employee – Pregnancy, disability, recent complaint, whistleblower
🚩 Settlement negotiation – Any document involving money or legal releases
🚩 Multi-state compliance question – You’re not sure which state’s laws apply
🚩 Regulated industry document – Healthcare credentialing, financial services compliance, government contractor requirements
Reality Check: These situations require experts, not Google searches. The cost of getting it wrong far exceeds the cost of expert guidance.
As brokers, we don’t provide HR services directly—we connect you with qualified HR providers who can:
Immediate Authority Solutions:
Ongoing Management:
We’ve vetted these providers specifically for their expertise in:
✅ Understanding legal signing authority requirements
✅ Multi-state compliance knowledge
✅ Industry-specific regulations
✅ Crisis response and risk mitigation
We’ll be honest about:
We only succeed when you get proper legal protection at a fair price.
Whether you work with us or find providers yourself, ask these questions:
DIY Approach (High Risk):
Fractional HR Provider (Recommended):
Emergency Legal Review:
According to Hiscox’s research on employment liability:
Our Take: Proper HR signing authority is like insurance—you pay for expertise you hope you never fully need, but it protects you when critical situations arise.
📞 Call us immediately: 407-863-0222
We’ll assess your situation within business hours and:
📧 Email: [email protected]
We’ll help you:
The guidance in this article is informed by:
For specific legal questions about signing authority in your jurisdiction, consult with an employment law attorney licensed in your state.
Merritt Business Solutions is an HR solutions broker connecting businesses with optimal HR service providers. We specialize in helping companies navigate sudden HR transitions, including establishing proper signing authority and compliance protocols.
Our Certifications:
Our Approach: We don’t provide HR services directly—we connect you with vetted HR providers who can handle your specific situation. Our success is measured by your satisfaction and legal protection, not by maximizing placement fees.
Contact:
Legal Disclaimer: This guide provides general information about HR document signing authority and should not be considered legal advice. Employment law varies significantly by state, industry, and company structure. Consult with qualified HR professionals and employment law attorneys for guidance on your specific situation. Merritt Business Solutions is an HR broker and does not provide legal services.
Merritt Business Solutions is a Certified Women’s Business Enterprise and holds NGLCC Certification as an LGBTQ+ business.