Can the survey be signed electronically?

Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA in adopted states when intent, consent, attribution, and record retention are satisfied. Ensure any consumer-facing disclosures required by ESIGN are provided where applicable.

Who should retain the signed survey?

HR should retain the final signed copy in the official personnel file, with copies provided to the employee and manager as appropriate. Retention periods should follow federal and industry rules and your organization’s records policy.

What if an employee disputes the rating?

Document the dispute in writing, add employee comments to the record, and retain both versions. Follow your internal appeal or review process and keep an auditable trail of communications and outcomes.

Are anonymous surveys allowed?

Anonymous surveys are appropriate for aggregate feedback but not for individual performance documentation used in employment decisions. Use identifiable records for formal reviews to support actionability and defensibility.

Is notarization ever required?

Notarization of performance surveys is uncommon. Only use notarization when required by a specific legal process or jurisdiction; otherwise a dated signature and audit trail suffice.

How long must surveys be kept?

Keep employment-related records for at least the federal baseline—commonly 3 years—and longer if applicable to specific regulations such as HIPAA (6 years) or state rules; consult counsel for complex situations.

Electronic Signature
Templates
HR
Employee Job Performance Survey

Employee Job Performance Survey

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

Employee Job Performance Survey

Employee Information

Full Legal Name Address

Phone

Email

Employee ID

Position Information

Job Title Department Reporting Manager

Date of Hire:

Review Date:

Salary (Current): $

Evaluation Period

Evaluation covers the period from to .

Rating Legend

Enter a numeric rating 1–5 for each factor where 1 = Unsatisfactory, 2 = Needs Improvement, 3 = Meets Expectations, 4 = Exceeds Expectations, 5 = Exceptional. Where applicable, provide supporting comments. Ratings and comments form part of the employee's official personnel records.

Performance Factors

Job Knowledge — understanding of duties, technical skills Quality of Work — accuracy, thoroughness Productivity & Time Management Communication — verbal and written Teamwork & Collaboration Initiative & Problem Solving Dependability & Attendance Leadership / Supervisory (if applicable)

Overall Summary & Recommendations

Overall Performance Rating Manager Summary / Rationale Recommended Action (select all that apply)

Promotion
Salary Increase
Training/Development Plan
Performance Improvement Plan
No Action
Other (specify below)

Goals, Training & Development

Status of Goals from Last Review New Goals / Development Plan Training Needed / Recommended Courses

Employment History (For Authorization & Context)

Provide the two most recent employers below. This information may be used to verify employment as authorized in the certification section.

Employer 1 — Company Name Employer 2 — Company Name

Education

Highest Degree

Professional References

Provide three professional references who can verify work performance and professional conduct.

Reference 1 — Name Reference 2 — Name Reference 3 — Name

Legal Disclosures and Certifications

At-Will Employment: Nothing in this evaluation alters the at-will employment relationship where applicable. Either the employee or the employer may terminate employment at any time, with or without cause or notice, unless otherwise addressed in a separate written agreement.

Equal Employment Opportunity: Decisions related to performance ratings, promotions, training, discipline, and separation will be made in a nondiscriminatory manner in accordance with company policy prohibiting unlawful discrimination or harassment.

Certification and Authorization: I certify that the information provided in this survey and in the employment history and references is true and accurate to the best of my knowledge. I authorize the employer to investigate and verify any information supplied herein, and to contact previous employers and listed references for the purpose of evaluating job performance and eligibility for employment actions.

Employee Certification I certify that all information provided is true and complete and authorize verification and background checks as necessary in connection with this evaluation.

Employee Comments

Acknowledgment of Review and Receipt

By signing below, the parties acknowledge that the performance survey has been discussed. Employee signature acknowledges receipt of the review and does not necessarily indicate agreement with its contents.

Employee Name:

By:

Date:

Reviewer Name:

By:

Date:

What the Employee Job Performance Survey Is

An Employee Job Performance Survey is a structured evaluation tool used by organizations to document an employee's job duties, measurable performance against role-specific criteria, and development needs. It typically combines objective ratings, written observations, examples of work, and a reviewer's summary to support personnel decisions such as raises, promotions, corrective action, and training. Surveys may be used for annual reviews, probationary assessments, or interim performance checks and should be retained in personnel files consistent with applicable recordkeeping and privacy rules.

Why a Formal Survey Helps Your HR Process

A standardized Employee Job Performance Survey clarifies expectations, reduces subjectivity, and creates an auditable record of performance conversations and decisions.

Who Typically Completes and Reviews These Surveys

The survey is completed and reviewed by defined HR stakeholders to ensure accuracy and appropriate next steps.

HR managers: Prepare template, verify completeness, and file final record in personnel system.
Direct supervisors: Provide ratings, examples, and development plans based on day-to-day observations.
Employees: Complete self-evaluations and acknowledge receipt or add comments where the process allows.

Maintain a clear signatory chain to support accountability and retention requirements.

Core Elements to Include in the Survey

Design the form so it captures essential facts, objective ratings, space for examples, and a clear record of reviewer and employee acknowledgements.

Identification

Employee name, job title, employee ID, department, and reviewer name to uniquely link the form to HR records.

Performance Criteria

Specific, role-based competencies and goals against which the employee is rated, with brief definitions to reduce ambiguity.

Ratings Scale

A clearly defined numeric or descriptive scale (for example 1–5 with anchors) so scores are comparable across reviewers.

Comments & Evidence

Space for examples, dates, quantitative results, or deliverables that support each rating and document objective evidence.

Development Plan

Agreed actions, training, milestones, and measurable objectives with target dates to support continued performance improvement.

Signatures & Dates

Reviewer and employee signature lines with dates to confirm discussion, receipt, and, where applicable, acknowledgment of next steps.

Step-by-Step: Completing an Employee Job Performance Survey

Follow these sequential steps to produce a consistent, defensible evaluation and ensure proper filing in the personnel record.

01

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

Score: Rate each competency using the defined scale and add supporting examples.
03

Discuss: Hold a review meeting to share feedback and align on next steps.
04

Sign & File: Obtain signatures, date the form, and save to the employee file.

Configuring an Online Review Workflow

Map the digital workflow to mirror your current review steps: draft, review, sign, and archive.

Field	Configuration
Draft Template	Create reusable form template with required fields and conditional sections.
Reviewer Assignment	Auto-assign based on department or manager hierarchy in HRIS.
Authentication	Use email or SMS signer verification; add stronger checks for sensitive roles.
Final Archive	Save final PDF to HR system with audit trail and version control.

Where to Send or Store Completed Surveys

Decide routing rules for signed surveys so they reach HR, the employee, and any secondary approvers automatically.

HR Records: Save final signed PDF to the HRIS or personnel folder.
Employee Copy: Provide a signed copy to the employee for their records.
Manager File: Retain a manager-facing summary for development planning.
Compliance Archive: Store an audit-trail-enabled copy to support future audits or disputes.

Delivery Methods and File Compatibility

Choose delivery channels that match your security and integration requirements.

File Formats: PDF, DOCX, and XLSX are accepted for templates and exports.
Integrations: Connect with HRIS, Salesforce, or Google Workspace for automated routing.
Authentication: Email, SMS, and SSO options reduce signer friction.

Typical eSignature Vendor Comparison for Surveys

Basic pricing and capabilities vary by vendor; the table summarizes starting prices, trials, bulk-send availability, audit trails, HIPAA support, and envelope limits.

	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 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 envelope cap	100 envelopes/user/year	Varies	Varies	Varies

Security, Compliance, and Technical Safeguards

Encryption in Transit: TLS 1.2 / 1.3

Encryption at Rest: AES-256

HIPAA: BAA available for protected health information

Audit Capability: Comprehensive audit trail retention

Certifications: SOC 2 Type II, ISO 27001

Legal Compliance: Supports ESIGN and UETA requirements

Potential Risks and Legal Consequences

Data Breach: Regulatory fines and remediation costs

Discrimination Claims: Poor documentation may increase litigation risk

I-9 Noncompliance: Penalties for missing employment verification

Tax Reporting: Incorrect records can trigger IRS penalties

Biometric Violations: BIPA fines where biometric data misused

Retention Failures: Sanctions or evidentiary issues in disputes

Common Mistakes to Avoid When Preparing Surveys

Using unclear rating anchors that result in inconsistent scoring across departments and make comparisons unreliable.
Failing to include dates and version numbers, which complicates determination of which review applied to a given employment action.
Omitting objective supporting examples, leaving ratings vulnerable to challenge as subjective opinions instead of documented evidence.
Storing signed forms insecurely or without an audit trail, increasing exposure to privacy breaches and compliance failures.

Supporting Documents to Keep with the Survey

Attach related records to provide context and evidence for ratings, decisions, and development planning.

Job Description

Current role description showing duties and expectations that form the baseline for performance assessment.

Prior Evaluations

Previous review forms and progress notes to show performance trends and past commitments.

Training Records

Certificates, training dates, and completion status for required professional development items.

Performance Improvement Plan

If applicable, attach PIP with objectives, timelines, and evidence of follow-up.

Updating or Revising an Existing Survey Record

Follow a controlled revision process so changes are tracked, approved, and stored with version history.

01

Identify Change:

Note why the record needs revision and what fields are affected.

02

Draft Revision:

Prepare updated text and mark the version number prominently.

03

Obtain Approval:

Get sign-off from HR and the reviewer before finalizing.

04

Notify Employee:

Provide the revised copy and explain the changes.

05

Archive Prior Version:

Keep the prior signed version in a secure archive with timestamp.

06

Audit Trail:

Record who made changes and reasons for the revision.

Frequently Asked Questions About Employee Job Performance Surveys

Answers to common operational and legal questions about completing, signing, storing, and disputing surveys.

Need help? Contact support

Can the survey be signed electronically?
Yes. Electronic signatures are legally binding under the ESIGN Act (15 U.S.C. §7001) and UETA in adopted states when intent, consent, attribution, and record retention are satisfied. Ensure any consumer-facing disclosures required by ESIGN are provided where applicable.
Who should retain the signed survey?
HR should retain the final signed copy in the official personnel file, with copies provided to the employee and manager as appropriate. Retention periods should follow federal and industry rules and your organization’s records policy.
What if an employee disputes the rating?
Document the dispute in writing, add employee comments to the record, and retain both versions. Follow your internal appeal or review process and keep an auditable trail of communications and outcomes.
Are anonymous surveys allowed?
Anonymous surveys are appropriate for aggregate feedback but not for individual performance documentation used in employment decisions. Use identifiable records for formal reviews to support actionability and defensibility.
Is notarization ever required?
Notarization of performance surveys is uncommon. Only use notarization when required by a specific legal process or jurisdiction; otherwise a dated signature and audit trail suffice.
How long must surveys be kept?
Keep employment-related records for at least the federal baseline—commonly 3 years—and longer if applicable to specific regulations such as HIPAA (6 years) or state rules; consult counsel for complex situations.

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