Is an electronic signature legally binding?

Yes. Electronic signatures are generally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

Do I need a notary for this form?

Usually no. Employee competencies forms are internal HR records and typically do not require notarization; check state or employer-specific requirements if the form attaches to legal actions.

How should I correct an error on a finalized form?

Do not overwrite the signed record. Create an addendum or corrected form with signatures from the same parties and retain both records for auditability.

What if employee and manager disagree on a rating?

Document both perspectives on the form, include supporting evidence, and follow escalation or review procedures defined in HR policy to resolve disputes.

Can the form include health-related information?

Only when necessary; if PHI is included, handle under HIPAA rules and use a HIPAA-compliant workflow and BAA with the e-sign provider.

How long must these records be kept?

Retain per retention policy; federal guidance suggests a minimum of 3 years for many records (IRC §6501(a)), and HIPAA requires 6 years for covered PHI (45 CFR §164.530(j)).

Electronic Signature
Templates
HR
Employee Competencies Form

Employee Competencies Form

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

EMPLOYEE COMPETENCIES FORM

Personal Information

Full Name Address

Phone:

Email:

Position Information

Job Title Department Reporting Manager

Start Date:

Current Salary:

Employment History (Most Recent)

Employer 1 — Company

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving Employer 2 — Company

Title:

Dates Employed:

Primary Responsibilities Reason for Leaving

Education

Degree Institution Graduation Date

References (Professional)

Reference 1

Phone:

Email:

Reference 2

Phone:

Email:

Reference 3

Phone:

Email:

Legal Disclosures and Authorizations

At-Will Employment: Employee acknowledges and agrees that, unless otherwise provided in a written agreement signed by an authorized company representative, employment is at-will and may be terminated by either party at any time, with or without cause or advance notice.

Equal Employment Opportunity: The Company provides equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic. Performance assessments shall be conducted consistent with nondiscriminatory practices.

Authorization to Verify: I authorize the Company to contact prior employers and references and to perform background checks as permitted by law. I understand that adverse results from a background check may affect eligibility for certain roles or duties.

I consent to verification and background checks

Applicant / Employee Certification

I certify that all information provided on this form is true, complete and accurate to the best of my knowledge. I understand that false statements or omission of material information may result in corrective action, up to and including termination of employment.

I certify and authorize as stated above

Competencies Assessment

Rate each competency on a scale of 1 to 5, where 1 = Unsatisfactory, 3 = Meets Expectations, 5 = Exceptional. Provide examples or evidence in the comments field.

1. Communication

Rating (1-5):

2. Teamwork & Collaboration

Rating (1-5):

3. Problem Solving & Decision Making

Rating (1-5):

4. Technical/Job-Specific Skills

Rating (1-5):

5. Leadership & Supervision (if applicable)

Rating (1-5):

6. Adaptability & Learning

Rating (1-5):

7. Time Management & Reliability

Rating (1-5):

Development Plan & Goals

Short-Term Development Goals Training or Resources Required

Target Completion Date:

Manager Follow-Up Frequency:

Reviewer Summary

Overall Performance Summary and Recommendation:

Overall Rating (1-5):

Next Review Date:

Employee Name:

By:

Date:

Manager Name:

By:

Date:

What the Employee Competencies Form Is and when it matters

An Employee Competencies Form is a structured HR document used to record an employee's skills, behavioral competencies, performance ratings, and supporting examples. Organizations use the form to align role expectations with measured capability, inform development plans, document promotion readiness, and support performance-based decisions. Typical forms list competency categories, rating scales, examples of observed behavior, training needs, reviewer comments, and signatory fields for the employee and manager. The completed form becomes part of the employee record and may be used in talent reviews, succession planning, and compliance audits.

Why a standardized competencies form improves HR consistency

A consistent form reduces subjectivity, creates auditable evidence for decisions, and clarifies development priorities for employees and managers.

Primary users and contributors

The form is completed through collaboration between employees, managers, and HR specialists during performance cycles.

Employees: complete self-assessment and provide examples of work and behavior.
Managers: evaluate competence levels, add examples, and propose development actions.
HR administrators: ensure form standards, maintain records, and use data for analytics.

Completed forms feed into training plans, promotion decisions, and organizational competency models.

Who may sign and validate the form

HR Manager

An HR Manager or HR Business Partner typically reviews the final form for policy compliance, confirms calibration with other assessments, and signs to certify the record. HR ensures the form is filed per retention policy and flags records that require follow-up coaching or escalation.

Immediate Manager

The employee's manager provides the primary evaluation, documents competencies observed in role, and signs to attest that the assessment reflects direct supervision and available evidence.

Core sections every professional Employee Competencies Form should include

A robust form structures evidence, ratings, and development actions so reviewers can make consistent, auditable decisions across the organization.

Competency Areas

List discrete competencies (e.g., communication, problem solving, technical skill) tied to role-specific behavioral indicators and proficiency levels used across the organization.

Rating Scale

A clear numeric or descriptive scale (for example 1–5 with definitions) that explains what each level means in observable behavior and performance outcomes.

Evidence / Examples

Space for citing specific projects, deliverables, or behaviors that justify the rating; include dates and measurable outcomes where possible.

Development Actions

Document recommended training, coaching, stretch assignments, or timelines for improvement linked to each competency gap.

Reviewer Comments

Manager commentary that contextualizes ratings, notes mitigating factors, and records any disagreements or escalation steps.

Signatures & Dates

Fields for employee acknowledgement, manager sign-off, and HR certification including signed dates and version control for future reference.

Step-by-step: completing the Employee Competencies Form

Follow these sequential steps to gather inputs, evaluate, and finalize the competencies record with minimal rework.

01

Prepare: Collect prior reviews, job description, and performance data.
02

Self-assessment: Employee completes self-rating and provides examples.
03

Manager review: Manager assesses, adds examples, and proposes development steps.
04

Finalize: Signatures collected and record filed in HR system.

Configuring an online workflow for the form

A simple digital workflow standardizes routing, enforces required fields, and keeps an audit trail for compliance.

Field	Configuration
Routing order	Employee -> Manager -> HR
Required fields	Rating, Evidence, Manager signature
Notifications	Email reminders at 3, 7, 14 days
Retention flag	Mark record for archival per retention policy

Sharing and platform requirements for digital completion

Choose a platform that supports fillable PDFs, audit trails, and role-based routing for secure digital completion.

File formats: PDF, DOCX
Integrations: HRIS and document storage
Authentication: Email or stronger MFA

Typical routing and submission flow

A standard online flow reduces delays and captures evidence of each action for auditability.

Upload: HR places the template into the e-sign platform.
Pre-fill: HR or system auto-fills employee and job fields.
Sign sequence: Employee signs then manager reviews and signs.
Archive: Finalized record saved to HRIS with audit trail.

Key timing expectations and internal deadlines

Establish measurable deadlines to keep the review cycle on schedule and maintain consistent records across teams.

Annual review window:

Complete during the formal review quarter each year.

Self-assessment due:

Employee submits within 14 days of window opening.

Manager completion:

Manager finalizes within 30 days of employee submission.

Appeal period:

Employee may request review within 14 days.

Archive date:

Move to long-term storage after performance cycle closes.

Milestones in the competencies review cycle

A milestone view helps HR and managers track progress and intervene when stages lag.

01

Kickoff

HR announces the review window and shares timelines with employees and managers.

02

Self-assessments

Employees submit self-assessments with evidence for each competency.

03

Manager evaluations

Managers complete ratings and provide supporting examples and development actions.

04

Finalization

Signatures, HR certification, and archival of the finalized form.

Common mistakes to avoid when preparing the form

Using inconsistent rating definitions across teams, which undermines calibration and fairness.
Entering vague evidence like 'good performance' instead of concrete, dated examples tied to outcomes.
Failing to collect the employee's self-assessment before manager evaluation, which creates disputes.
Not enforcing required fields or signatures, resulting in incomplete records that fail audits.

Risks and consequences of poor documentation

Promotion disputes: Insufficient evidence

Legal exposure: Inconsistent records

Bias: Subjective ratings

Regulatory risk: Failure to retain records

Data loss: Unsecured storage

Operational delay: Missing approvals

Real-world examples of form use in organizations

These short case narratives show how organizations used a standard competencies form to improve processes and recordkeeping.

Optica Ventures — Brian Fitzgibbons, COO

The team standardized competency definitions across portfolios to reduce rating variance.

Managers captured concrete project outcomes to justify ratings.
The interface and consistent forms made it easier for internal teams and external partners to review capability quickly and move decisions forward.

Martin Properties — Tim Martin, Founder

They digitized competency assessments to eliminate paper delays.

Field staff submitted examples from site visits via mobile.
Digital submission with security and offline capability allowed faster turnaround and consistent archival of performance records for compliance.

eSignature vendor comparison for completing Employee Competencies Forms

Compare common vendor criteria relevant to HR forms: starting price, trial availability, bulk send, audit trail, HIPAA support, and envelope caps.

	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	7-day free trial	Yes, varies	Yes, varies	Yes, varies	Yes, varies
Bulk Send	Yes (Business Premium)	Yes	Yes	Yes	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Frequently asked questions about the Employee Competencies Form

Answers to common questions about completion, legal validity, digital signing, and recordkeeping for competencies forms.

Need help? Contact support

Is an electronic signature legally binding?
Yes. Electronic signatures are generally binding under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
Do I need a notary for this form?
Usually no. Employee competencies forms are internal HR records and typically do not require notarization; check state or employer-specific requirements if the form attaches to legal actions.
How should I correct an error on a finalized form?
Do not overwrite the signed record. Create an addendum or corrected form with signatures from the same parties and retain both records for auditability.
What if employee and manager disagree on a rating?
Document both perspectives on the form, include supporting evidence, and follow escalation or review procedures defined in HR policy to resolve disputes.
Can the form include health-related information?
Only when necessary; if PHI is included, handle under HIPAA rules and use a HIPAA-compliant workflow and BAA with the e-sign provider.
How long must these records be kept?
Retain per retention policy; federal guidance suggests a minimum of 3 years for many records (IRC §6501(a)), and HIPAA requires 6 years for covered PHI (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now