Can an employee sign electronically

Yes. Electronic signatures meet legal standards under the ESIGN Act and UETA when intent, consent, attribution, and record retention are present.

Is a notary ever required

Typically no for performance forms. Notarization is only necessary if state law or a specific policy requires acknowledgment or if the document will be used for unrelated legal purposes.

How long should I keep the form

Retain active records during employment and for at least 3 years after termination; extend retention where HIPAA, state law, or litigation hold applies.

What if the employee refuses to sign

Document refusal on the form, have a witness sign, and maintain a copy in the personnel file. Refusal does not invalidate the form if the process was followed.

Can the form be used in termination decisions

Yes, when it documents progressive discipline and objective performance metrics, but ensure consistent application to reduce wrongful-termination risk.

How to correct errors on a signed form

Create an addendum that explains the correction, have both parties sign and date it, and retain both the original and the correction in the file.

Electronic Signature
Templates
HR
Employee Improvement Form

Employee Improvement Form

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

EMPLOYEE IMPROVEMENT FORM

Personal Information

Employee Name Home Address

Phone

Email

Position Information

Job Title Department Reporting Manager

Start Date:

Current Compensation

Employment History

Most Recent Employer

Company Title / Position

Dates Employed:

Key Responsibilities Reason for Leaving

Previous Employer

Company Title / Position

Dates Employed:

Key Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

References

Reference 1

Name Phone Email Relationship

Reference 2

Name Phone Email Relationship

Reference 3

Name Phone Email Relationship

Performance Concerns

Summary of issues prompting this improvement plan (include dates, policies, and specific examples):

Incident Log — list up to three specific incidents with date, description, and impact.

Incident 1 Incident 2 Incident 3 (optional)

Improvement Objectives & Action Plan

Define measurable objectives, required actions, and success criteria. Be specific regarding metrics, standards, and timelines.

Objective 1 & Actions Objective 2 & Actions

Required Training, Support, or Resources to be provided by the employer:

Follow-up meetings will occur on the dates below to assess progress. Enter scheduled dates.

Follow-up 1:

Follow-up 2:

Final Review:

Consequences

Failure to meet the objectives set forth in this plan may result in disciplinary action up to and including termination. The employer will apply progressive discipline consistent with company policy and applicable law.

Legal & Administrative Notices

At-Will Employment: Nothing in this form alters the at-will nature of employment unless expressly stated in a separately executed written agreement signed by an authorized company representative.

Equal Employment Opportunity: The company prohibits unlawful discrimination and treats employees fairly in all employment matters. Reasonable accommodations will be made where required by law.

Authorization

I authorize the employer to contact previous employers and professional references and to conduct background or employment verification checks as needed to administer this improvement plan. I understand such checks will be conducted in accordance with applicable law.

Supervisor Observations & Commitments

Supervisor Comments Manager Commitments (support, resources, follow-up)

Employee Acknowledgment & Certification

I certify that I have reviewed this Employee Improvement Form and that the contents have been explained to me. My signature acknowledges receipt and understanding of the plan and does not necessarily indicate agreement with its contents. I understand that failure to meet the objectives may result in disciplinary action up to and including termination.

By signing below, I acknowledge the statements above and authorize necessary verifications related to this document.

Employee Name:

By:

Date:

Supervisor Name:

By:

Date:

What the Employee Improvement Form Is and When It’s Used

An Employee Improvement Form is a human resources document used to record performance issues, define measurable improvement objectives, establish a timeline for correction, and create an auditable record of coaching or corrective action. Commonly used as part of progressive discipline or a Performance Improvement Plan (PIP), the form typically lists the observed issue, examples of unacceptable performance or behavior, specific action steps the employee must take, resources or training offered, deadlines for review, and signature blocks for the employee and manager. Properly completed forms support consistent HR decision-making, minimize misunderstandings, and provide evidence for later personnel actions if needed.

Why documenting improvement plans matters

A clear Employee Improvement Form creates a written record of expectations and timelines that protects both the employee and employer. It promotes fair, consistent treatment, supports measurable progress tracking, and helps HR demonstrate that progressive discipline procedures were followed if legal disputes arise.

Who typically completes and signs this form

Keep signatures, dates, and copies in the employee file to maintain an auditable chain of custody and to support any future actions such as reassignment, termination, or accommodation requests.

Line managers and supervisors responsible for day-to-day performance documentation and follow-up.
Human resources staff who review consistency, retain records, and advise on policy or legal risk.
Employees who sign to acknowledge receipt and understanding of the improvement plan terms.

Essential elements to include on a professional form

A comprehensive Employee Improvement Form is organized, specific, and measurable to reduce ambiguity and protect legal compliance.

Employee ID

Unique identifier or payroll number to match the form to personnel records and avoid name-based mismatches across systems or sites.

Observed Behavior

Concise, dated descriptions of incidents or performance metrics with examples to support the allegation and allow objective review.

Performance Standards

Cite the policy, job standard, or goal being missed using exact language so the expected outcome is clear and enforceable.

Improvement Actions

Specific tasks, training, or support to be provided; each action should be measurable and include who is responsible for providing it.

Timeline

Explicit review dates and end date for the improvement period so progress can be objectively assessed and next steps determined.

Signatures

Signature lines for manager and employee plus date and reviewer; include a space for employee comments to capture acknowledgement or disagreement.

Step-by-step: completing the Employee Improvement Form

Follow these sequential steps to produce a clear, defensible improvement plan and to ensure consistent recordkeeping.

01

Gather Evidence: Collect dated examples, metrics, and witness notes.
02

Describe Performance: Write objective, measurable descriptions of the deficiency.
03

Set Objectives: Define specific actions, support, and measurement criteria.
04

Sign and File: Obtain signatures and place the final form in the personnel file.

How the form flows through your HR process

A standardized routing process reduces delays and ensures all stakeholders see the plan and provide input when required.

Manager Drafts: Manager completes initial form with supporting evidence.
HR Review: HR checks for policy alignment and risk issues.
Employee Acknowledges: Employee signs to acknowledge receipt and understanding.
Follow-up Review: Manager and HR document progress at scheduled intervals.

Typical digital workflow configuration for e‑submission

Configure the digital workflow to control routing, authentication, and storage for consistent processing.

Field	Configuration
Initiator	Manager fills and starts workflow
Reviewer	HR user receives copy for review
Authentication	Email link or SMS code for signer verification
Storage	Records saved to secure HR folder with audit trail

Technical considerations for eSubmission and storage

Ensure the chosen system can produce tamper-evident signed copies, export records for audits, and apply retention rules per policy and law.

Document Formats: PDF, DOCX supported
Integrations: HRIS, payroll, and cloud storage
Security: TLS in transit, AES-256 at rest

Recommended timelines and checkpoints

Establish clear deadlines to measure progress and to document whether improvement targets are met or additional action is required.

Immediate Acknowledgement:

Manager shares form with employee within 48 hours of documented incident.

Short-Term Review:

30-day check-in to record progress or barriers.

Midpoint Evaluation:

60-day formal review with updated metrics and notes.

Final Assessment:

End-date evaluation to confirm improvement or next steps.

Record Filing:

Place final form in personnel file within 5 business days.

Key milestones from issue to resolution

Track the process with staged milestones to show compliance with internal policy and consistent treatment.

01

Issue Notice

Document problem and distribute form.

02

Interim Support

Provide training or resources as scheduled.

03

Progress Reviews

Conduct midpoint and follow-up reviews.

04

Closure

Confirm outcome and finalize record.

Common preparation mistakes to avoid

Being vague about the issue — general statements without dates or examples invite disputes and weaken corrective action.
Failing to document offered support — omit training or accommodations and it can appear punitive rather than corrective.
Not obtaining signatures or dates — unsigned forms are harder to defend in hearings or unemployment claims.
Inconsistent application of policy — treating similar cases differently risks discrimination or unfair treatment claims.

Consequences of incomplete or incorrect documentation

Unemployment Claims: Benefit awards risk

Wrongful Termination: Increased litigation exposure

Discrimination Risk: Unequal treatment findings

Regulatory Scrutiny: Labor agency investigations

Evidence Gaps: Weaker defense in hearings

Reputational Harm: Internal morale impact

Data and security points to include with personnel forms

Access Controls: Role-based access only

Encryption: TLS in transit; AES-256 at rest

Audit Trail: IP, timestamp, and action log

Authentication: Email or SMS code options

BAA Requirement: Sign BAA for PHI

Retention Rule: Apply HR retention policy

eSignature vendor comparison for handling Employee Improvement Forms

Key pricing and compliance features to consider when selecting an eSignature provider for HR documents; signNow is shown first for column ordering consistency.

	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	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
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 by plan	Varies by plan

Frequently asked questions and quick troubleshooting

Answers to common questions about validity, signatures, storage, and evidence when using an Employee Improvement Form.

Need help? Contact support

Can an employee sign electronically
Yes. Electronic signatures meet legal standards under the ESIGN Act and UETA when intent, consent, attribution, and record retention are present.
Is a notary ever required
Typically no for performance forms. Notarization is only necessary if state law or a specific policy requires acknowledgment or if the document will be used for unrelated legal purposes.
How long should I keep the form
Retain active records during employment and for at least 3 years after termination; extend retention where HIPAA, state law, or litigation hold applies.
What if the employee refuses to sign
Document refusal on the form, have a witness sign, and maintain a copy in the personnel file. Refusal does not invalidate the form if the process was followed.
Can the form be used in termination decisions
Yes, when it documents progressive discipline and objective performance metrics, but ensure consistent application to reduce wrongful-termination risk.
How to correct errors on a signed form
Create an addendum that explains the correction, have both parties sign and date it, and retain both the original and the correction in the file.

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