How to Disclose a Side Project to Your Employer in English

Many employment contracts include broad intellectual property assignment clauses that could, in theory, claim ownership of anything you build — even unrelated side projects done on your own time. This guide gives you the English for disclosing a side project proactively, addressing ownership concerns, and getting clear approval in writing.

Raising the Disclosure

Bring it up directly rather than hoping it goes unnoticed.

• “I wanted to let you know I’ve been working on a personal project outside of work hours, and I’d like to make sure it’s not a conflict of interest.”
• “I’m building something unrelated to our product on my own time, and I want to be transparent about it before it goes any further.”
• “Is there a process for disclosing outside projects, or should I just document this in an email to you and HR?”

Describing the Project Clearly

Be specific enough that there’s no ambiguity about overlap with your employer’s business.

• “It’s a [brief description] — it doesn’t compete with anything we do here, and it doesn’t use any of our proprietary tools or codebase.”
• “I’m not using company time, equipment, or any confidential information for this — it’s entirely separate infrastructure and hours.”
• “The project is in a different domain than our product, but I wanted to flag it anyway out of caution.”

Addressing IP Ownership Directly

Ask the question explicitly rather than assuming the contract doesn’t apply.

• “Given the IP assignment clause in my contract, I want to confirm this falls outside what the company could claim ownership of.”
• “Could we get written confirmation that this project, built entirely outside work hours and without company resources, isn’t considered company IP?”
• “I’d like this documented so there’s no ambiguity later if the project ever grows into something more.”

Requesting Written Approval

Don’t rely on a verbal “that’s fine” for something with legal implications.

• “Could you send a short email confirming this was disclosed and approved, just so we both have a record?”
• “I’d feel more comfortable if HR could put this in writing rather than leaving it as a verbal understanding.”
• “If there’s a formal outside-activity disclosure form, I’m happy to fill it out instead of just emailing you directly.”

Handling Pushback or a Conflict Determination

If your employer raises a concern, engage constructively rather than defensively.

• “I understand the concern — can you help me understand specifically what part of this overlaps with our business?”
• “Would adjusting the scope of the project resolve the conflict, or is this an area you’d need me to avoid entirely?”
• “I want to find a resolution here rather than just quietly proceeding without agreement.”

Vocabulary Reference

Key Takeaways

• Disclose a side project proactively rather than hoping it stays unnoticed, especially with a broad IP assignment clause.
• Describe the project specifically enough to make clear it doesn’t overlap with your employer’s business.
• Ask directly whether the IP clause would apply, rather than assuming it doesn’t.
• Always get disclosure and approval confirmed in writing, not just as a verbal conversation.
• If a conflict is raised, engage constructively to find a resolution rather than proceeding without agreement.

Navigating Nuances: Professional English for Developers Beyond the Basics

Disclosing a side project to your employer can feel daunting, regardless of your fluency in English. It’s not just about stating what you’re doing; it’s about framing that information strategically within the established professional culture of your company. For non-native speakers, this requires an extra layer of precision – understanding how language is used to convey value, manage expectations, and address potential concerns. Let’s look at some specific scenarios where mastering subtle phrasing can make a significant difference.

One common issue arises during code reviews. Imagine you’ve been working on a small utility library in your spare time, something you believe could improve efficiency in the team’s workflow. During a review, your colleague comments: “This is well-written, but it seems somewhat independent of our core project.” A direct translation might be “This is not useful to us.” Instead, consider responding with phrases like, “I appreciate the feedback. I’ve been exploring ways to streamline [specific task] which aligns with some of the challenges we’re facing in [project name]. This library could potentially contribute to that effort, and I’m happy to discuss how it might integrate further.” Notice the use of “aligns with” – this demonstrates you’ve considered the broader context. Similarly, a polite request for clarification like “Could you elaborate on what aspects of our current workflow would benefit most from this?” is far more effective than a potentially confrontational challenge.

Another situation arises when discussing intellectual property (IP). A typical Slack message might be: “Working on new stuff!” That’s incredibly vague and raises immediate questions. Instead, aim for clarity. If you’ve created something that could have commercial value, proactively address ownership. A better approach is to say something like, “I’m developing a component focused on [brief description] as a personal project. I want to ensure we’re aligned on IP considerations; I’ve drafted a preliminary document outlining my understanding of the licensing and would appreciate your feedback before proceeding further.” Framing it as seeking alignment rather than demanding permission shows respect for company policy and demonstrates responsible behavior.

Finally, securing written approval is often crucial. Don’t rely solely on verbal agreements. A standard request might be simply saying “Can I continue this?” Instead, a formal email requesting approval would read: “Dear [Manager’s Name], I am writing to formally request authorization to continue developing the [Project Name] utility library as a side project. I have attached a brief outline detailing its scope and intended benefits. I’m committed to ensuring it aligns with company guidelines and would appreciate your written confirmation of approval before commencing further development. Thank you for your time and consideration.” This demonstrates professionalism and creates a documented record – essential in any business environment.