Can this report be signed electronically?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure signer intent, consent, attribution, and record retention to meet legal requirements.

Do employees have to sign to acknowledge ratings?

Employee acknowledgment is standard practice but refusal to sign does not invalidate the evaluation; document the refusal and proceed with the manager and HR signatures to preserve the record.

Are notarization or witnesses required?

Not typically for routine performance reports. Notarization or witnesses are only necessary if company policy or specific legal processes require them for a particular document type.

How do I correct an error after signing?

Create an amended report stating the correction reason, obtain new signatures, and retain both versions with a clear audit trail to preserve evidentiary value.

Who can access completed reports?

Access should be limited to HR, the employee, and authorized managers. For regulated industries, restrict access further to meet privacy or supervisory rules.

How long must we keep the reports?

Retain according to company policy and applicable law: at least 3 years for tax-related records and up to 6 years for HIPAA-related content; state rules may require longer retention.

Electronic Signature
Templates
HR
Employee Performance Assessment Report

Employee Performance Assessment Report

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

Employee Performance Assessment Report

Personal Information

Full Legal Name Employee ID Home Address

Phone

Email

Position Information & Review Period

Job Title Department

Reporting Manager:

Review Period: From to

Date of Review

Hire Date

Current Salary

Performance Summary & Overall Rating

Overall Performance Rating (1 = Unsatisfactory, 5 = Exceptional):

Summary of Performance

Core Competencies

Rate each competency (1 = Needs Improvement; 5 = Exceeds Expectations) and provide supporting comments.

Job Knowledge / Technical Skills — Rating

Communication / Teamwork — Rating

Problem Solving / Initiative — Rating

Goals & Development

Previous Goals — Assessment New Goals & Objectives (next review period) Development / Training Plan

Attendance, Conduct & Compliance

Attendance/Punctuality Rating:

Supervisor Comments on Conduct / Compliance

Employment History (Prior Employers)

Previous Employer 1 — Company Name

Title: Dates Employed: From To

Responsibilities Reason for Leaving Previous Employer 2 — Company Name

Title: Dates Employed: From To

Responsibilities Reason for Leaving

Education

Highest Degree / Certification Institution Graduation Date

References

Reference 1 Reference 2 Reference 3

Legal Statements & Authorizations

At-Will Employment: Nothing in this performance assessment alters the at-will nature of employment. Employment may be terminated by the Employer or the Employee at any time, with or without cause or notice, unless a separate written agreement specifies otherwise.

Equal Employment Opportunity: The Employer provides equal employment opportunity and evaluates performance without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law.

Authorization to Verify: I authorize the Employer to contact previous employers, educational institutions, and references provided herein for the purpose of verifying information and conducting background and reference checks where permitted by law. I understand that any adverse information discovered may be considered in employment decisions.

I acknowledge and authorize the verification and background check described above.

Employee Certification

I certify that I have reviewed this assessment. I understand that my signature indicates receipt and acknowledgment of its contents, not necessarily agreement. I certify that the personal information I have provided is true and complete to the best of my knowledge, and I understand that falsification may be grounds for disciplinary action.

I certify that all information provided in this document is true and complete.

Manager Comments & Recommended Actions

Manager Comments Recommended Disciplinary or Performance Action (if any)

Signatures

Employee Printed Name:

By:

Date:

Location/Worksite:

Reviewer Printed Name:

By:

Date:

Title/Position:

What the Employee Performance Assessment Report Is

An Employee Performance Assessment Report is a structured record that documents an employee's job performance over a specified review period. It typically includes objective ratings against defined goals and competencies, written feedback, attendance and productivity metrics, and an action plan for development or corrective steps. Organizations use the report to support compensation decisions, performance improvement plans, promotion considerations, and personnel file documentation. When completed and retained properly, it creates an auditable record that supports consistent HR decision-making and reduces legal exposure from employment disputes.

Why a Formal Report Matters for Employers and Employees

A formal assessment report creates consistent, documented evidence of performance trends, supports fair pay and promotion decisions, and helps align individual goals with business priorities.

Who Prepares and Relies on This Report

A clear chain of ownership for preparing, approving, and storing the report reduces confusion and improves record integrity.

Human resources teams who maintain compliance, administer review cycles, and store reports in employee personnel files.
Direct supervisors who evaluate day-to-day performance, provide feedback, and set development objectives with the employee.
Employees who review ratings, acknowledge feedback, and use the report for career planning or dispute resolution.

Primary Signatories and Their Roles

HR Manager

HR Managers oversee the process, ensure the report follows company policy and applicable laws, review ratings for consistency, and retain the completed record in the personnel file for required retention periods.

Direct Supervisor

The supervisor completes the substantive evaluation, documents examples, discusses outcomes with the employee, and signs to confirm the review and agreed next steps.

Essential Sections to Include in a Professional Report

A consistent structure improves clarity and defensibility; include objective metrics, narrative feedback, and a concrete development plan.

Employee Details

Full legal name, job title, department, employee ID, manager name, and review period so the record is unambiguous and easily cross-referenced with payroll and HRIS.

Performance Goals

Document agreed measurable goals and the degree of achievement against each target using consistent rating scales and dates to support objective comparisons over time.

Competency Ratings

Assess core skills and behaviors (communication, teamwork, problem solving) with defined scales and brief evidence-based comments for each competency.

Manager Feedback

Concise narrative that explains ratings, cites specific examples, highlights strengths, and identifies improvement areas to provide context and guidance.

Development Plan

Actionable activities, timelines, training or mentoring assignments, and measurable success criteria so progress can be tracked at follow-up reviews.

Signatures and Dates

Fields for employee acknowledgment, manager signature, and HR approval; include signature method (wet or e-signature) and date to validate the review event.

Step-by-Step: Completing the Report

Follow these core steps to complete a clear, consistent assessment that supports fair HR decisions and defensible records.

01

Gather Records: Collect objectives, attendance, and performance metrics before drafting.
02

Draft Ratings: Assign ratings using the established scale and include concise evidence.
03

Discuss With Employee: Hold a review meeting to explain ratings and agree next steps.
04

Sign and File: Obtain signatures and store the completed report in the personnel file.

How to Configure an Online Review Workflow

Set consistent routing, authentication, and storage settings when digitizing assessments to preserve integrity and simplify audits.

Field	Configuration
Template	Lock core sections and make comments editable so managers cannot alter required fields.
Routing Order	Manager → Employee → HR to ensure approval flow and capture acknowledgments in sequence.
Authentication	Use email link or SMS code; add two-factor for sensitive roles.
Storage	Archive signed PDFs in HRIS or secure document storage with versioning enabled.

Where to Send or File the Final Report

Routing the completed report to consistent destinations ensures availability for payroll, audits, and legal requests.

HRIS Upload: Store signed PDF in the employee's official HR record for retention and reporting.
Manager Copy: Provide the manager with a signed copy for team records and coaching follow-up.
Employee Copy: Give the employee a signed copy to acknowledge receipt and next steps.
Compliance Archive: Keep a secure archival copy with audit trail for legal and regulatory access.

Technical Requirements for Digital Completion and Distribution

Ensure chosen platform provides secure storage (AES-256), TLS transit encryption, and audit trails to meet compliance expectations.

File Formats: PDF, Word DOCX, and digitally signed PDF outputs are standard and supported by most HR systems.
Integrations: Common integrations include HRIS, Salesforce, Microsoft 365, Google Workspace, and NetSuite for automated routing and storage.
Authentication: Email links, SMS codes, SSO, and advanced signer authentication are typical options to confirm identity.

Typical Timelines and Deadlines for Reviews

Establish firm dates and follow-up checkpoints to keep performance management timely and actionable.

Annual Review Cycle:

Complete within 30 days of the employee's anniversary or company-scheduled review window.

Probationary Review:

Conduct at 90 days for new hires to document initial performance and fit.

Improvement Plan Check:

Review progress within 30 days after a performance improvement plan is issued.

Signature Deadline:

Obtain employee and manager signatures within seven business days of the review meeting.

HR Filing Action:

Upload finalized report to HRIS within 14 days of signing to maintain timely records.

Common Mistakes to Avoid When Preparing the Report

Vague feedback without examples, which makes ratings subjective and hard to defend during disputes.
Missing signatures or undated forms that raise questions about the timing and authenticity of the review.
Inconsistent rating scales across departments, creating inequitable comparisons and morale issues.
Failing to retain an audit trail for digital signatures, which complicates verification during compliance reviews.

Principal Risks from Incorrect or Incomplete Reports

Employment Claims: Incomplete documentation increases exposure to wrongful termination or discrimination claims.

Regulatory Review: Poor recordkeeping may fail during audits or government inquiries.

Payroll Errors: Incorrect timing or ratings can lead to misapplied raises or bonuses.

Reputational Harm: Inconsistent processes erode trust with employees and stakeholders.

Data Privacy: Unauthorized access to reports can violate privacy rules like HIPAA when health information is included.

Retention Failures: Discarding records too early may prevent defense of historical HR decisions.

How This Report Differs from Related HR Documents

Compare common HR documents to choose the correct form for performance actions and legal purposes.

Criteria	Assessment Report	Performance Improvement Plan	Termination Letter
Primary Purpose	document performance	correct deficiencies	end employment
Timing	routine or periodic	triggered after poor review	after final decision
Required Signatures	employee and manager	manager and hr	manager and hr
Legal Weight	moderate evidentiary use	strong corrective action record	high legal significance

eSignature Platform Comparison for Signing and Storing Reports

Key vendor capabilities and starting prices for platforms commonly used to e-sign and archive HR reports; signNow is listed first per platform comparison convention.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

How to Update or Revise an Existing Report

When a revision is needed, follow a controlled amendment process to preserve auditability and signer intent.

01

Open Record:

Retrieve the signed copy from HRIS or secure archive.

02

Request Amendment:

Initiate an editable version and note reason for change.

03

Manager Edit:

Manager makes factual corrections with supporting notes.

04

Employee Review:

Employee reviews changes and provides acknowledgment.

05

Re-sign:

Capture signatures from all parties on the revised copy.

06

Archive New Version:

Store revised file with prior version to maintain revision history.

Frequently Asked Questions About the Report

Answers to common practical and legal questions about completing, signing, and storing performance assessment reports.

Need help? Contact support

Can this report be signed electronically?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states; ensure signer intent, consent, attribution, and record retention to meet legal requirements.
Do employees have to sign to acknowledge ratings?
Employee acknowledgment is standard practice but refusal to sign does not invalidate the evaluation; document the refusal and proceed with the manager and HR signatures to preserve the record.
Are notarization or witnesses required?
Not typically for routine performance reports. Notarization or witnesses are only necessary if company policy or specific legal processes require them for a particular document type.
How do I correct an error after signing?
Create an amended report stating the correction reason, obtain new signatures, and retain both versions with a clear audit trail to preserve evidentiary value.
Who can access completed reports?
Access should be limited to HR, the employee, and authorized managers. For regulated industries, restrict access further to meet privacy or supervisory rules.
How long must we keep the reports?
Retain according to company policy and applicable law: at least 3 years for tax-related records and up to 6 years for HIPAA-related content; state rules may require longer retention.

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