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Employee PAR Form

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EMPLOYEE PAR FORM

Employee Information

Job Title:    Department:

Reporting Supervisor:    Work Location:

Phone:    Email:    Hire Date:

Position & Employment Information

Position Number:    FTE:    Employment Type:

Pay Grade / Band:    Work Schedule:

Action Requested (check all that apply)

Effective Date of Action:

Compensation Details

Pay Basis:    Annualized Amount:

Justification and Business Reason

Employment History (Most recent first)

Title/Position:    Dates Employed: From to

Title/Position:    Dates Employed: From to

Education

Professional References

Legal Disclosures & Certifications

At-Will Employment: Employment with the organization is at-will unless expressly otherwise set forth in a separate written agreement signed by an authorized company representative. This form does not alter the at-will employment relationship.

Equal Employment Opportunity: The organization provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, or any other status protected by law. Employment decisions are based on legitimate business reasons.

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

I authorize the organization to verify any information provided, contact listed references and previous employers, and to obtain background checks as required for employment or personnel action processing. I understand such checks may include criminal, education, employment verification, and other relevant inquiries consistent with law.

Approvals (Administrative Use)

Supervisor Approval: Approved    Print Name:

Dept. Head Approval: Approved    Print Name:

Human Resources Review: Reviewed    HR Reviewer:

Additional Comments / Attachments

Requestor (Print Name):

By:

Date:

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What the Employee PAR Form Is and when it’s used

The Employee PAR Form (Performance Action/Progress/Personnel Action Report) documents employee performance observations, corrective actions, promotions, and formal personnel requests. Organizations use it to record objective metrics, manager commentary, agreed improvement plans, and required signatures. When completed consistently, the form supports HR decision-making, disciplinary processes, compensation adjustments, and personnel file updates. The form may be executed on paper or electronically; when signed electronically it must meet ESIGN and applicable state UETA/ESRA requirements to be admissible and reproducible in personnel records.

Why a well-prepared Employee PAR Form matters

A clear, complete PAR reduces disputes, supports lawful HR actions, and creates an auditable record for performance and disciplinary processes.

Why a well-prepared Employee PAR Form matters

Who completes and reviews the Employee PAR Form

Typical participants include the reporting manager, the employee, HR representatives, and, when relevant, a department head or executive reviewer.

  • Reporting manager: prepares narrative, metrics, and proposed actions for HR review.
  • Employee: reviews content, adds response or acknowledgment, and signs where required.
  • HR administrator: validates compliance, adds file metadata, and places the final PAR in the personnel record.

Role clarity reduces processing delays: managers capture facts, employees acknowledge receipt, and HR retains the final, signed record.

Stepwise process to complete and finalize a PAR

Use this four-step sequence to prepare, review, and store the Employee PAR Form with minimal friction and accurate records.

  • 01
    Draft: Manager documents facts and metrics, attaches supporting files.
  • 02
    Review: Employee reviews and provides a written response if desired.
  • 03
    Approve: HR or department head reviews, approves, and finalizes content.
  • 04
    Sign & File: All parties sign; HR files signed PAR in personnel records.

Where to send the completed Employee PAR Form

Routing depends on your organization’s approval chain and recordkeeping practice — use the established order to avoid processing delays.

  • Manager: Initial submission and evidence attachment prior to employee review.
  • Employee: Review and acknowledgment of factual entries or provide written response.
  • HR: Verification of completeness and compliance with policy.
  • Personnel File: Final signed copy stored in the employee’s official record.

Configuring an online PAR workflow

Set these workflow settings to ensure correct routing, authentication, and retention when completing the PAR electronically.

Field Configuration
Authentication Email link or SMS code for signer verification
Signature Type Allow drawn or typed signatures; attach audit trail
Routing Order Manager → Employee → HR reviewer
Retention Setting Auto-archive to HR system for 7+ years

Sharing and eSubmission channels for the Employee PAR Form

Choose secure channels and formats that meet your organizational integrations and compliance requirements.

  • Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365 compatibility
  • File Formats: PDF and DOCX export; preserve searchable text
  • Mobile Support: Desktop and mobile signing with audit trail

Typical timelines and processing expectations

Establish internal deadlines to ensure timely review, employee response, and record filing after the PAR is initiated.

Issue Timeline:

Issue draft PAR within 7 calendar days of the triggering event

Employee Response:

Allow 5 business days for the employee to review and respond

HR Filing:

Submit final signed PAR to HR within 3 business days after approval

Appeal Window:

Define a 10 business day appeal or rebuttal period if applicable

Retention Start:

Retention begins on the final signed date of the PAR

Essential sections to include on a professional Employee PAR Form

A complete PAR contains standardized fields that document who, what, when, and why. Include objective evidence and signer identification to support decisions.

Employee Details

Full legal name, employee ID, job title, department, and current supervisor to ensure records match HR systems.

Review Period

Clear start and end dates for the performance period being assessed; basis for metrics and comparisons.

Performance Data

Quantitative indicators, goal status, attendance, or productivity metrics with source references where available.

Manager Commentary

Concise factual observations, examples of behavior, and outcomes tied to the performance metrics listed above.

Action Plan

Specific corrective steps, deadlines, training, or promotion details, with measurable milestones for follow-up.

Signatures

Signature blocks for manager, employee, and HR with date fields and electronic audit-trail metadata when signed online.

Security and compliance considerations for PAR records

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest
Audit Trail: Timestamped events and signer attribution
Access Controls: Role-based permissions for HR and managers
HIPAA Support: BAA available when required
Regulatory: Compliant with ESIGN and UETA
Certifications: SOC 2 Type II and ISO 27001 available

Common legal and operational risks of incorrect PARs

Missing Dates: Creates ambiguity in timing
Name Mismatch: May trigger payroll or record linkage errors
Vague Actions: Leads to enforceability problems
No Audit Trail: Weakened evidentiary value
Late Filing: Violates internal policy or union rules
Inconsistent Metrics: Opens discrimination or arbitration claims

Frequent preparation errors to avoid

  • Overly subjective language that lacks examples; tie statements to specific dates, events, or measurable outcomes to reduce dispute risk.
  • Failing to attach supporting evidence such as time-stamped logs, performance reports, or customer feedback that corroborate manager statements.
  • Using different naming conventions than HR systems, which causes misfiling and complicates payroll or benefits actions.
  • Not confirming routing order; missing an approver can delay filing and create gaps in the official personnel record.

Example scenarios showing how Employee PAR Forms are used

These two brief examples illustrate typical PAR workflows and the outcomes they support in HR processes.

Performance Improvement Plan

Manager documents attendance decline and missed deadlines with dates and evidence

  • Employee acknowledges and agrees to coaching plan
  • HR files the signed PAR, schedules three follow-ups, and archives the record for future review.

Promotion Recommendation

Manager records achieved targets, leadership contributions, and training completed

  • Department head approves promotion and compensation change
  • HR updates payroll, obtains signatures, and places the signed PAR in the personnel file.

Comparing signNow pricing and capabilities for PAR form workflows

Platform pricing and core capabilities for common eSignature vendors are shown below. signNow is listed first per comparison format.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Practical tips for accurate and efficient PAR completion

Adopt these practices to improve PAR accuracy, reduce processing time, and strengthen compliance with HR policies.

Standardize Templates
Use a single approved PAR template across the organization that includes mandatory fields, drop-down choices for actions, and conditional prompts to avoid omissions and inconsistent language.
Attach Evidence
Require supporting documents or objective reports for performance claims; timestamped logs, emails, and system reports strengthen the factual basis of PAR entries.
Use Electronic Routing
Implement an eSignature workflow with defined routing order and authentication to shrink turnaround times and capture a reliable audit trail.
Train Managers
Provide brief training on objective language, metrics selection, and policy-aligned actions; consistent manager training reduces subjective entries and legal exposure.

Frequently asked questions about the Employee PAR Form

Answers to common questions about completion, signatures, electronic submission, and retention for Employee PAR Forms.


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