casemark/employee-retention-agreement

Employee Retention Agreement

Drafts a binding ERA balancing employer talent-continuity needs with enforceable, fair terms for key employees during critical business transitions.

Prerequisites

Collect before drafting:

1. Employee data — legal name, title, hire date, base salary, bonus structure, equity holdings
2. Employer data — legal entity name, state of incorporation, principal place of business, parent/subsidiary relationships
3. Existing agreements — employment agreement, offer letter, equity plan docs, prior severance/retention/restrictive covenant agreements
4. Transaction context — term sheet, board resolutions, retention budget, anticipated closing date (if M&A)
5. Jurisdiction — employee's primary work state (drives covenant enforceability)
6. Incentive parameters — cash amount/formula, equity type/amount, vesting schedule, retention period dates

Drafting Workflow

1. Recitals

• State business rationale (M&A integration, leadership transition, competitive threat)
• Frame retention payment as new consideration beyond existing duties (enforceability requirement)
• Acknowledge employee's unique skills and replacement cost

2. Retention Incentive Structure

| Element | Requirements | |---|---| | Cash (fixed) | Gross amount; withholding acknowledgment; installment dates | | Cash (formula) | Salary multiple or metric with calculation methodology | | Equity | Reference governing plan; award type; attach grant agreement as exhibit | | Hybrid | Define components separately; address vesting timeline interaction |

409A compliance:

• Employer withholds federal, state/local, FICA; employee bears ultimate tax liability
• Classify as: (a) short-term deferral (paid within 2½ months of vesting year-end), or (b) compliant 409A deferred compensation with fixed schedule
• Define "separation from service" per 409A (reduction to <50% of prior 36-month average)
• Specified employees (public company key executives): include 6-month payment delay on separation-triggered payments

3. Retention Period

• Set exact start and end dates (not ranges)
• Define "continuous employment" — address FMLA, paid leave, STD (counted vs. tolled)
• Specify: employed through final day vs. on a date certain
• If performance conditions apply: state objective criteria, evaluator, evaluation timing, dispute process

4. Termination Scenarios

| Scenario | Default Treatment | |---|---| | Voluntary resignation | Full forfeiture; specify notice period | | For Cause | Forfeit all unvested (optionally vested-but-unpaid) | | Without Cause | Pro-rata or accelerated vesting (specify formula) | | Constructive Discharge | Treat as without Cause; define triggers (duty reduction, >X% comp cut, relocation >Y miles) | | Death/Disability | Pay vested to estate; consider accelerating unvested | | Change in Control | Single-trigger (transaction accelerates) vs. double-trigger (transaction + qualifying termination) |

Cause definition (non-exhaustive): felony conviction, willful misconduct/gross negligence, fiduciary breach, unauthorized confidential disclosure, material policy violations.

5. Restrictive Covenants

| Covenant | Scope | Jurisdiction Notes | |---|---|---| | Confidentiality | Trade secrets: indefinite; other: specified term | Uniform across states | | Non-compete | Geographic area + 6–24 months by seniority | CA, ND, OK: prohibited; FL, TX: enforceable if reasonable | | Non-solicit (employees) | 12–24 months | Broadly enforceable; tailor to seniority | | Non-solicit (clients) | Material-contact clients; 12–24 months | Tailor to actual exposure | | Non-disparagement | Mutual; carve out legally required truthful statements | — |

• Include severability/reformation clause for court narrowing of overbroad terms
• Some jurisdictions void (rather than reform) unreasonable covenants — flag for state-specific review

6. 280G Golden Parachute Analysis

When ERA + other change-in-control payments may exceed 3× base amount:

• Gross-up: employer covers 20% excise tax (senior executives with leverage)
• Cutback: reduce to 2.99× base amount to avoid excise (typical default)
• Specify calculator (independent accountants), binding effect, and timing

7. Standard Provisions

• Integration: supersedes prior retention arrangements; supplements (not replaces) employment agreement
• Amendment: written, signed by both parties
• Assignment: employee non-assignable; employer may assign to M&A successor assuming obligations
• Notice: certified mail, overnight courier, or confirmed email; specify addresses and deemed-receipt
• Dispute resolution: litigation or arbitration (JAMS/AAA); carve out injunctive relief for covenant breaches
• Governing law: employer or employee state; note mandatory employment protections may override
• Counterparts/e-signatures: ESIGN Act compliant

8. Representations & Signature

Employee represents: no conflicting prior-employer covenants; voluntary execution with counsel opportunity; awareness of restrictive covenant scope; disclosure of existing restrictions.

Signatures: employer authorized officer (per bylaws/board resolution) with title and date; employee with printed name, title, date. Attach all exhibits (grant agreements, vesting schedules, milestones).

Pitfalls & Checks

• Verify signing authority — unauthorized signatures may render agreement voidable
• 409A safe harbor — default to short-term deferral when classification is uncertain
• Non-compete state check — always confirm work state; flag CA non-competes as unenforceable [VERIFY current state law]
• 280G — flag for tax counsel review on any M&A-related ERA with senior executives
• New consideration — frame retention payment as consideration beyond existing duties; critical for enforceability
• Drafting style — defined terms (capitalized at first use), numbered sections, active voice; no archaisms