Can this appraisal be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally valid when intent, consent, attribution, and record retention are satisfied.

Do employees have to sign to make it final?

Employee acknowledgment is typical but not always legally required; however, a signed acknowledgment documents receipt and can reduce future disputes about whether feedback was delivered.

What if the employee refuses to sign?

Record the manager’s delivery and the employee’s refusal in writing; HR should document the attempt, date, and reason. Retain the unsigned review per retention policy.

Are notarization or witnesses required?

No. Appraisals do not generally require notarization or witnesses, though state privacy rules may affect storage and access; verify state-specific employment record rules if needed.

How should I correct an error after signing?

Create an addendum or corrected version with a new signature and date; maintain both records and document the reason for the change to preserve an audit trail.

How long must appraisals be kept?

Follow retention rules: retain for employment duration plus at least 3 years; if PHI is present keep for 6 years per 45 CFR §164.530(j), and consult state rules for longer periods.

Electronic Signature
Templates
HR
Employee Performance Appraisal Review

Employee Performance Appraisal Review

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

Employee Performance Appraisal Review

Personal Information

Full Name Employee ID Address

Phone

Email

Position Information

Job Title

Department

Reporting Manager

Hire Date

Current Salary

Review Period

Review Period Start: End:

Performance Ratings and Competencies

Rating scale: 1 = Unsatisfactory, 2 = Needs Improvement, 3 = Meets Expectations, 4 = Exceeds Expectations, 5 = Outstanding

Job Knowledge

Quality of Work

Productivity / Timeliness

Communication

Teamwork / Collaboration

Objectives and Goals

List previously established objectives, indicate status, and establish new objectives for the next review period.

Previous Objective 1 — Description

Status: Complete Incomplete Comments:

New Objective 1 — Action Plan

Manager Summary & Development Plan

Manager's Overall Comments Development Actions / Training Required

Target Completion Date

Recommended Compensation Adjustment

Promotion Recommended: Yes No

Employment History

Provide most recent prior employers (at least two).

Employer 1 — Company Name

Title

Dates Employed

Primary Responsibilities Reason for Leaving Employer 2 — Company Name

Title

Dates Employed

Primary Responsibilities Reason for Leaving

Education

Degree Institution Graduation Date

Professional References

Provide three professional references.

Reference 1 — Name

Phone

Email

Relationship Reference 2 — Name

Phone

Email

Relationship Reference 3 — Name

Phone

Email

Relationship

Legal Disclosures & Certification

At-Will Employment: Nothing in this appraisal changes the employment-at-will relationship. Either the employee or the employer may terminate employment at any time, with or without cause or advance notice, subject to applicable law.

Equal Opportunity: The employer evaluates employees on job-related criteria without regard to protected characteristics. Performance appraisal and employment actions will be applied in a manner consistent with company policy and applicable law.

Applicant Certification

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

Authorization

By signing below, I authorize the employer to contact prior employers and references and to conduct employment-related background checks, as permitted by law, for purposes related to my employment and personnel records.

Consent to background check: I consent I do not consent

Employee Comments

Employee Printed Name:

By:

Date:

Reviewer Printed Name:

By:

Date:

What the Employee Performance Appraisal Review Is

An Employee Performance Appraisal Review is a documented evaluation of an employee's job performance over a defined period, typically completed by the manager or HR. It records objectives, competency assessments, achievements, areas for improvement, and agreed development actions. The review documents quantitative ratings and qualitative feedback used for promotions, compensation decisions, training plans, and legal compliance. Employers often store signed appraisal reviews in personnel files to meet audit, payroll, and regulatory requirements while tracking progress against performance goals.

Why a Formal Appraisal Review Matters

A clear appraisal review promotes consistent performance standards, documents decisions tied to pay or promotion, and supports compliance with employment law. It creates an auditable record of manager feedback and employee responses that can reduce disputes and inform workforce planning.

Who Completes and Uses This Review

Completed reviews inform compensation cycles, promotion panels, learning plans, and may be used in performance-improvement or disciplinary processes.

Line Managers responsible for direct supervision and ratings.
Human Resources for recordkeeping, compliance, and calibration.
Employees as subjects who acknowledge feedback and set goals.

Core Elements to Include in a Professional Appraisal

A complete Employee Performance Appraisal Review combines objective ratings, narrative feedback, measurable goals, and a sign-off section so the record is actionable and defensible.

Employee ID

Unique identifier for HR systems to match the review with payroll, benefits, and personnel records for accurate recordkeeping and audits.

Review Period

Explicit start and end dates for the evaluation period so performance comparisons and legal timelines reference a defined interval.

Ratings

Numeric or tiered competency and objective scores with consistent scales across the organization to enable fair calibration and statistical analysis.

Narrative Feedback

Manager comments describing strengths, areas for improvement, and examples supporting ratings to create an evidentiary record.

Development Plan

Specific, measurable actions, owners, and target dates for training or performance improvement tied to career progression or remediation.

Signatures

Manager, employee, and HR sign-off with dates to confirm review delivery, acknowledgment, and any recorded disagreements.

Step-by-Step: Completing the Appraisal Review

Follow a standard sequence to prepare, review, and finalize the appraisal to ensure accuracy and proper authorization.

01

Prepare: Gather objective metrics and examples for the review period.
02

Draft: Complete ratings and write balanced narrative feedback.
03

Discuss: Hold a one-on-one meeting with the employee to review the draft.
04

Finalize: Obtain manager, employee, and HR signatures and store the record.

Configuring an Online Appraisal Workflow

Set up a predictable routing workflow so evaluations move automatically from manager to employee to HR with required fields enforced.

Field	Configuration
Manager Review Field	Required; blocks submission until completed.
Employee Acknowledgment	Optional comments allowed; signature required to acknowledge.
HR Final Sign-off	Required for record filing and audit trail generation.
Reminders	Automated email reminders at set intervals until signed.

Typical Digital Review Flow

A common eWork flow streamlines document creation, routing, signing, and storage while capturing an audit trail for each action.

Upload: HR uploads the appraisal template and pre-fills employee details.
Route to Manager: System assigns the review to the manager for completion.
Employee Acknowledgment: Employee reviews, adds comments, and signs electronically.
Archive: Signed review is stored in the personnel file with audit data.

Delivery and eSignature Considerations

Ensure the chosen process documents intent, consent, and signer attribution to satisfy ESIGN/UETA requirements and internal audit standards.

File Formats: PDF and DOCX supported for templates.
Authentication: Email link, SMS code, or stronger methods available.
Integrations: Connectors with HRIS and cloud storage are recommended.

Timing, Review Cycles, and Deadlines

Establish consistent review calendars and deadlines to align appraisals with compensation planning and compliance reporting.

Annual Cycle:

Commonly conducted once per fiscal or calendar year.

Interim Checkpoints:

Quarterly or mid-year reviews for progress tracking.

Manager Submission:

Set a firm deadline before compensation decisions.

Employee Acknowledgment:

Typically required within two weeks of delivery.

HR Archival:

Archive signed reviews within 30 days of final signature.

Key Milestones in the Appraisal Process

Sequence the appraisal process into clear milestones so owners and dates are visible and auditable.

01

Goal Setting

Establish performance goals at the start of the period.

02

Mid-Year Review

Assess progress and revise targets as needed.

03

Year-End Evaluation

Complete ratings and narrative feedback for the period.

04

Sign-off and Archive

Obtain signatures and file the completed review.

Common Preparation Mistakes to Avoid

Using inconsistent rating scales across teams, which undermines fairness and complicates calibration.
Failing to document supporting examples for negative ratings, exposing the employer to disputes and legal risk.
Allowing unsigned or partially completed reviews to circulate without final sign-off or HR acknowledgment.
Overly vague development plans that lack measurable targets or assigned owners, limiting accountability.

Potential Risks of Poorly Managed Reviews

Discrimination Claims: Missing documentation may increase legal exposure.

Pay Disputes: Inaccurate records can undermine compensation decisions.

Regulatory Scrutiny: Industry regulators may audit personnel records.

Operational Impact: Unclear goals reduce performance improvement.

Data Breach Risk: Improper storage can expose PHI or PII.

Record Retention: Failure to retain violates legal retention rules.

How This Review Differs from Related HR Documents

Contrast common HR documents so you use the correct form for evaluations, improvement plans, or termination actions.

Document Type	Primary Use	Formal Outcome
Appraisal Review	performance record	promotion or pay input
Performance Improvement Plan	corrective action	possible termination
Termination Notice	end employment	legal documentation
Salary Adjustment Memo	compensation change	financial record

Representative eSignature Pricing and Capabilities

Comparison of common vendor starting prices and selected capabilities relevant to high-volume HR workflows; signNow is listed first per platform naming requirements.

	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	Varies	Varies	Varies
Bulk Send	Yes (Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/yr	Varies	Varies	Varies

Essential Fields and Data Points to Capture

Employee Legal Name: Full name

Employee Identifier: HR ID or payroll number

Review Dates: Start and end

Ratings Scale: Consistent metric

Manager Comments: Contextual feedback

Signatures: Manager, employee, HR

Real-World Examples of Appraisal Use

These brief case arcs illustrate how organizations apply appraisal reviews in practice.

Optica Ventures

A mid-size services firm standardized appraisal templates company-wide for consistent scoring

Centralized templates reduced manager preparation time
Over twelve months the firm improved calibration and reduced compensation disputes by documenting evidence and sign-offs.

Fertility Centers of Illinois

A healthcare provider added privacy controls to appraisal access for clinicians

Included HIPAA-aware storage and role-based access
The change ensured reviews remained available for HR while protecting patient-related performance notes.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, and storing Employee Performance Appraisal Reviews in a compliant digital workflow.

Need help? Contact support

Can this appraisal be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA (adopted by most states), electronic signatures are legally valid when intent, consent, attribution, and record retention are satisfied.
Do employees have to sign to make it final?
Employee acknowledgment is typical but not always legally required; however, a signed acknowledgment documents receipt and can reduce future disputes about whether feedback was delivered.
What if the employee refuses to sign?
Record the manager’s delivery and the employee’s refusal in writing; HR should document the attempt, date, and reason. Retain the unsigned review per retention policy.
Are notarization or witnesses required?
No. Appraisals do not generally require notarization or witnesses, though state privacy rules may affect storage and access; verify state-specific employment record rules if needed.
How should I correct an error after signing?
Create an addendum or corrected version with a new signature and date; maintain both records and document the reason for the change to preserve an audit trail.
How long must appraisals be kept?
Follow retention rules: retain for employment duration plus at least 3 years; if PHI is present keep for 6 years per 45 CFR §164.530(j), and consult state rules for longer periods.

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