Can an appraisal be signed electronically?

Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act and UETA when the parties consent and a reliable audit trail is retained.

Who should sign the appraisal?

Typically the manager, the employee (acknowledgement), and an HR representative sign. Include any secondary approvers required by policy to validate ratings or compensation changes.

How do I correct an error after signing?

Create a signed amendment or corrected form with a clear date and rationale; retain the original and the correction together for audit purposes.

How long must appraisal records be kept?

Retain while the employee is active and for at least three years post-termination; follow longer retention for healthcare records or where litigation is reasonably anticipated.

What if an employee refuses to sign?

Document the refusal in writing, have the manager and HR sign to note attempted acknowledgement, and retain the form with the refusal record for compliance.

Which platform features matter most?

Prioritize secure authentication, tamper-evident signed PDFs, searchable storage, and audit trails; ensure vendor compliance where regulated data is involved.

Electronic Signature
Templates
HR
Employee Appraisal Request

Employee Appraisal Request

This template is fully customizable. Edit the text, fill out the fields, and send it for signature. Give it a try!

EMPLOYEE APPRAISAL REQUEST

Personal Information

Employee Name:

Home Address

Phone

Email

Employee ID

Position Information

Current Job Title

Department

Reporting Manager

Start Date in Current Role

Current Base Salary / Rate

Appraisal Request Details

Date of Request:

Reason for Requested Appraisal (select all that apply)

Consideration for promotion Salary or compensation review Formal performance feedback Role or responsibilities change Other (explain below)

If Other, explain Requested Outcome

Promotion Salary increase Role change / reclassification Coaching / development plan Performance improvement plan

Preferred Appraisal Date(s)

Option 1:

Option 2:

Performance Self-Assessment

Summary of Key Achievements (past 12 months) Areas for Development / Lessons Learned Supporting Documentation Attached

Performance metrics / KPI reports Letters of recommendation / client feedback Training certificates / credentials Other (please specify below)

If Other, describe supporting items

Employment History

Employer 1

Company Title

Primary Responsibilities Reason for Leaving

Employer 2

Company Title

Primary Responsibilities Reason for Leaving

Education

Highest Degree or Certification Institution Graduation Date

References

Reference 1

Name Phone Email Relationship

Reference 2

Name Phone Email Relationship

Reference 3

Name Phone Email Relationship

Legal & Administrative Notices

At-Will Employment: This request for appraisal does not alter the employment relationship. Employment continues to be at-will and may be terminated by either the employee or employer at any time, with or without cause or notice, unless otherwise expressly provided in a written agreement signed by an authorized representative of the company.

Equal Employment Opportunity: The company provides equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law. Decisions regarding appraisal outcomes will be made in accordance with applicable nondiscrimination laws and company policy.

Authorization and Consent: By submitting this form the employee authorizes the employer to review internal personnel records, performance metrics, and relevant documentation. Where applicable and permitted by law, the employee consents to reasonable background or reference checks necessary to evaluate the request. This authorization is voluntary but may be necessary to process the appraisal request.

Applicant / Employee Certification

I certify that all information provided on this Employee Appraisal Request is true, complete and accurate to the best of my knowledge. I understand that intentional falsification, omission or misrepresentation of information may result in denial of this request and may subject me to disciplinary action up to and including termination. I understand that submission of this request does not guarantee approval or a change in status, compensation, or position.

Additional Comments (optional)

Employee Printed Name:

Signature:

Title/Position:

Date:

What an Employee Appraisal Request Is and When it’s Used

An Employee Appraisal Request is a formal document or electronic form used by managers, HR personnel, or employees to initiate a performance review, request an appraisal meeting, or gather input from peers and supervisors. Typical uses include annual reviews, promotion consideration, corrective action assessments, and development planning. The request records the employee’s identity, role, appraisal period, review objectives, and the parties responsible for completing evaluation criteria. When completed and retained properly, it becomes part of the personnel file and supports compensation, promotion, training, or disciplinary decisions.

Why a Clear Appraisal Request Matters

A correctly completed Employee Appraisal Request standardizes the review process, reduces ambiguity about objectives or timelines, and creates an audit trail for HR decisions. It helps ensure consistent evaluation criteria and protects both employer and employee by documenting performance context and follow-up actions.

Who Prepares and Responds to This Request

Typical participants include direct managers, HR representatives, employees being reviewed, and occasionally peer reviewers or external assessors.

Direct Manager — Completes evaluation fields, recommends ratings and development steps; responsible for scheduling the review meeting.
HR Representative — Verifies form completeness, confirms policy alignment, and files the appraisal in the personnel record.
Employee — Reviews self-assessment sections, signs or acknowledges receipt, and confirms agreed development actions.

Essential Sections to Include on an Appraisal Request

A professional Employee Appraisal Request contains structured sections so reviewers can provide consistent, comparable information across employees and periods.

Employee Details

Full legal name, job title, department, manager name, employee ID, and contact details to ensure accurate personnel-file linkage.

Appraisal Period

Start and end dates for the review period plus the date the appraisal request was issued; this anchors performance examples to the correct timeframe.

Performance Criteria

Clear competencies, goals, or metric thresholds used to rate performance; specify scales (e.g., 1–5) and scoring definitions for consistency.

Ratings and Comments

Discrete rating fields plus free-text comment boxes for evidence, examples, strengths, and areas for improvement; comments should be specific and job-related.

Development Plan

Action items, training recommendations, target dates, and assigned owners to document follow-up and measure progress after the appraisal.

Signatures and Acknowledgement

Signature block for the manager, employee, and HR reviewer with dates; include space for employee comments and acknowledgement of receipt.

Required Information to Capture on the Form

Employee Name: Full legal name

Employee ID: Unique company identifier

Review Dates: MM/DD/YYYY range

Reviewer: Manager name and title

Ratings Scale: Defined scale (e.g., 1–5)

Signature Date: MM/DD/YYYY

Step-by-Step: Completing the Appraisal Request

Follow these sequential steps to prepare, share, and finalize an Employee Appraisal Request so the review proceeds on schedule and the record is audit-ready.

01

Prepare Form: Populate employee and period information before routing.
02

Attach Materials: Include job description, prior appraisals, and performance data.
03

Route to Reviewer: Send to manager and required approvers for input.
04

Finalize and File: Collect signatures, provide employee copy, and store record.

Configuring an Online Appraisal Workflow

When digitizing the request, define roles, approvals, and routing rules to automate collection and storage while preserving an audit trail.

Field	Configuration
Initiator	Employee or HR starts the form
Reviewer	Manager assigned as signer
Secondary Approver	HR or department head optional
Retention Rule	Auto-file to personnel folder

Digital Delivery and eSignature Considerations

Choose a platform that supports legal e-signatures, audit trails, and secure storage to keep appraisal records defensible.

Authentication: Email or SMS codes
Audit Trail: IP, timestamp recorded
Export Formats: PDF and XML

Where to Send and How the Appraisal Flows

A clear route reduces delays; map the appraisal path from initiation through review, approval, employee acknowledgement, and filing.

Initiation: Employee or HR creates the request
Manager Review: Manager completes ratings and comments
HR Approval: HR checks compliance and policy
Record Filing: Store final PDF in personnel file

Typical Timelines and Deadlines

Set and communicate deadlines to ensure timely completion and preserve contemporaneous evidence of performance discussions.

Request Issued:

Issue at least two weeks before scheduled review.

Manager Completion:

Complete ratings within seven business days of receipt.

Employee Response:

Employee should review and acknowledge within five business days.

HR Filing:

File signed appraisal within three business days after final signature.

Follow-Up Actions:

Development items scheduled within 30 days of appraisal.

Common Errors to Avoid

Incomplete dates or mismatched appraisal periods that make it unclear which performance window is reviewed, triggering disputes.
Vague or undocumented ratings without supporting examples, which weaken defenses against discrimination or grievance claims.
Using personal or non-job-related comments that can expose the employer to legal risk or internal grievances.
Failing to record signatures, timestamps, or reviewer identities, which undermines the appraisal’s evidentiary value.

Consequences of Inaccurate or Missing Appraisals

Employment Claims: Increased risk of discrimination or wrongful-termination disputes

Regulatory Exposure: Privacy violations for healthcare records under HIPAA

Benefits Errors: Incorrect compensation decisions and backpay liabilities

Union Grievances: Collective-bargaining disputes over procedural failures

Audit Failures: Missing records can fail internal or external HR audits

Reputational Risk: Employee morale and retention impacts

eSignature Pricing and Feature Comparison for Appraisal Workflows

Compare common solution criteria that affect appraisal routing, security, and cost. signNow is listed first in accordance with vendor ordering rules.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo	$15/user/mo	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	Yes, 7-day free trial	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies	Varies

Practical Appraisal Examples from Typical Workflows

Realistic scenarios show how an Employee Appraisal Request moves through initiation to filing across roles and systems.

Departmental Annual Review

A manager issues a request for all direct reports two weeks before scheduled reviews

Manager populates ratings and adds examples
Final signed PDFs are filed in HRIS and action items assigned in the LMS for development tracking, ensuring traceability.

Promotion Assessment

HR creates a promotion appraisal capturing competencies and recent accomplishments

Peer reviewers add confidential input via secure links
The completed appraisal, manager recommendation, and compensation worksheet are retained in the personnel file for decision justification.

Best Practices to Improve Accuracy and Compliance

Adopt form design, routing, and storage practices that reduce error, protect privacy, and make appraisals defensible.

Use Standardized Criteria

Define and publish rating scales and competency definitions so managers apply consistent standards and HR can objectively compare results across teams and time periods.

Require Evidence

Ask for specific examples when a rating deviates from expectations; evidence-based comments help when responding to disputes or complaints.

Protect Sensitive Data

Limit free-text fields for sensitive health or disciplinary information; store such material with controlled access and follow HIPAA where applicable.

Preserve Audit Trails

Capture signer identity, timestamps, IP addresses, and version history; ensure retention policies preserve records for the recommended period.

Frequently Asked Questions About Employee Appraisal Requests

Answers to common questions on completion, e-signing, retention, and correcting appraisal requests to help avoid delays or compliance issues.

Need help? Contact support

Can an appraisal be signed electronically?
Yes. Electronic signatures are legally enforceable in the United States under the ESIGN Act and UETA when the parties consent and a reliable audit trail is retained.
Who should sign the appraisal?
Typically the manager, the employee (acknowledgement), and an HR representative sign. Include any secondary approvers required by policy to validate ratings or compensation changes.
How do I correct an error after signing?
Create a signed amendment or corrected form with a clear date and rationale; retain the original and the correction together for audit purposes.
How long must appraisal records be kept?
Retain while the employee is active and for at least three years post-termination; follow longer retention for healthcare records or where litigation is reasonably anticipated.
What if an employee refuses to sign?
Document the refusal in writing, have the manager and HR sign to note attempted acknowledgement, and retain the form with the refusal record for compliance.
Which platform features matter most?
Prioritize secure authentication, tamper-evident signed PDFs, searchable storage, and audit trails; ensure vendor compliance where regulated data is involved.

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