# E-Notarization for BPOs and HR Teams Philippine BPOs and shared services centers hire at a scale and speed unlike almost any other industry. A single account ramp can mean 200 new hires in three weeks, scattered across Metro Manila, Cebu, Davao, and increasingly working from home in the provinces. Every one of them needs an employment contract, NDAs, policy acknowledgments, and -- for many roles -- notarized affidavits and sworn declarations. Paper-based onboarding cannot keep up. ## The HR Documentation Pile-Up For a typical BPO new hire, HR has to collect and process: - Signed employment contract and job offer - Confidentiality and IP assignment agreements - Anti-bribery and code of conduct acknowledgments - Government form authorizations - Background-check consent and waivers - For supervisors and finance roles: notarized affidavits, undertakings, or [SPAs](/glossary/special-power-of-attorney/) - For some accounts: client-mandated notarized confidentiality undertakings Multiply that across 200 hires per cohort and the HR team is doing logistics, not people management. See [why speedy onboarding makes a lasting first impression](/why-speedy-onboarding-makes-a-lasting-first-impression/) for why this matters beyond pure efficiency. ## What Goes Digital, and What Needs Notarization Most HR documents only need an [electronic signature](/glossary/electronic-signature/) -- which is fully valid under [RA 8792](/glossary/ra-8792/). Some still require notarization. Knowing the difference saves hours per hire. | Document | E-Signature | Notarization | |----------|-------------|--------------| | Employment contract | Sufficient | Not required | | NDA / confidentiality | Sufficient | Sometimes required by client | | IP assignment | Sufficient | Not required | | Code of conduct acknowledgment | Sufficient | Not required | | Affidavit of no pending case | Required | Required (jurat) | | Affidavit of undertaking (handling cash, data) | Required | Required (jurat) | | [Special Power of Attorney](/glossary/special-power-of-attorney/) for HR matters | Required | Required (acknowledgment) | | Notarized clearance documents | Required | Required | For documents requiring notarization, [e-notarization](/glossary/e-notarization/) under [A.M. No. 24-10-14-SC](/glossary/am-no-24-10-14-sc/) lets HR collect them without sending the new hire to a notary on day one. ## A Digital Onboarding Workflow ### 1. Pre-Boarding Document Pack HR sends the full document pack as a single signing request. The new hire applies their [electronic signature](/glossary/electronic-signature/) to all standard documents in one sitting -- on a phone, anywhere. ### 2. Notarization in the Same Flow Documents that require a [jurat](/glossary/jurat/) or [acknowledgment](/glossary/acknowledgment/) are routed through an [SC-accredited ENF](/glossary/electronic-notarization-facility/). The new hire connects with an [electronic notary public](/glossary/electronic-notary-public/) by videoconference for [REN](/glossary/remote-electronic-notarization/), or visits the office for [IEN](/glossary/in-person-electronic-notarization/). ### 3. Automatic Filing Signed and notarized documents land directly in the 201 file or HRIS, with a complete [audit trail](/glossary/document-audit-trail/) attached. No scanning, no manual upload. ## Use Cases Beyond Onboarding ### Mass Account Ramps Stand up new lines of business without paper bottlenecks -- 200 contracts and notarized undertakings can be executed in days, not weeks. ### Remote and Hybrid Workforce [Remote work contracts](/essential-remote-work-contract-terms-protecting-your-business-and-employees/) executed without anyone visiting the office, including for staff hired in provinces where the company has no physical presence. ### Promotions and Role Changes Updated contracts, new NDAs, and supervisory undertakings handled in the system of record, not on someone's desk. ### Separation and Clearance Notarized quitclaims, exit affidavits, and final clearance documents executed remotely -- particularly useful for staff who have already physically left the country. ### Vendor and Contractor Management [Streamline procurement and contractor signatures](/no-more-chasing-signatories-how-procurement-teams-save-hours-with-digital-workflows/) using the same platform. ## Cost and Time Impact For a 200-hire cohort with an average of 2 notarized documents per hire: | Activity | Traditional | With E-Notarization | |----------|-------------|---------------------| | Signature coordination | 2-3 weeks | 2-4 days | | Notary trips | 200 x personal trip | Zero (REN) | | Scanning and filing | Days of admin work | Instant | | Lost / late documents | Routine | Near zero | | Cost per notarization | Variable, plus opportunity cost | ₱488 VAT-inclusive | Volume pricing arrangements are available for HR teams running 50 or more notarizations per month, which most mid-size BPOs cross easily. ## Compliance and Audit Every signed and notarized document carries a verifiable [audit trail](/glossary/document-audit-trail/) showing identity verification, signing timestamps, and notarial details. This satisfies internal audit, client audits (especially for ISO and SOC 2 environments), and DOLE inquiries with no extra reconstruction work. For more on the broader cost of paper, see [why Philippine enterprises are losing time and money](/the-paper-problem-why-philippine-enterprises-are-losing-time-and-money/) and [HR e-signature workflows](/e-signatures-in-hr-streamlining-employee-processes-in-the-philippines/). ## Getting Started 1. Map current onboarding documents into "e-sign only" vs. "needs notarization" 2. Pilot the new flow with a single account or department 3. Integrate signing requests into the existing HRIS or ATS 4. Roll out to all hiring locations, including remote and provincial hires NotarialOS is used by notaries public nationwide and is built to handle the document volume Philippine BPOs and shared services centers hire at every month. ## Related Pages - [E-Signatures for Philippine Businesses](/solutions/businesses/) - [E-Notarization for General Counsel](/solutions/general-counsel/) - [Online vs. Walk-In Notary](/compare/online-vs-walk-in-notary/) - [Glossary: Electronic Signature](/glossary/electronic-signature/) --- [NotarialOS](https://notarialos.com) is a leading SC-accredited Electronic Notarization Facility for Philippine BPOs and HR teams -- onboarding hundreds of new hires without a single paper trail. [Book a demo](https://notarialos.com/demo) to see it on your onboarding pack.