How to Disclose a Side Project to Your Employer in English
Learn the English phrases for telling your employer about a side project, addressing IP ownership concerns, and requesting written approval.
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
| Term | Meaning |
|---|---|
| IP assignment clause | A contract term giving the employer ownership of certain work you create |
| Conflict of interest | A situation where personal and employer interests could compete or clash |
| Outside activity disclosure | A formal process for reporting external work or projects to an employer |
| Proprietary | Owned by and specific to a particular company, not publicly available |
| Moonlighting | Working on other paid or unpaid projects outside your main job |
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.