Can an employee sign a check-in electronically?

Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided the transaction meets intent, consent, attribution, and retention requirements.

Is a notarized check-in ever required?

Not ordinarily for routine performance reviews. Notarization may be needed only if the check-in is attached to a legal instrument that requires notarization under state law.

How should sensitive comments be handled?

Limit clinical or medical details, use secure access controls, and follow HIPAA rules for health information where applicable (45 CFR §164.530(j)).

What if the employee refuses to sign?

Document the meeting outcome and note that the employee declined to sign; have a witness or HR acknowledge the meeting to maintain a defensible record.

How long must these records be kept?

Follow your retention policy; IRS-related items minimum three years (IRC §6501(a)), and healthcare documents six years (45 CFR §164.530(j)). Adjust for state variations.

Are electronic check-ins admissible in disputes?

Yes. Admissibility depends on demonstrating intent, attribution, integrity of the record, and a reliable audit trail consistent with ESIGN/UETA requirements.

Electronic Signature
Templates
HR
Employee Performance Check-in

Employee Performance Check-in

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

EMPLOYEE PERFORMANCE CHECK-IN

Employee Information

Full Name Address

Phone:

Email:

Position & Review Period

Job Title Department

Reporting Manager:

Employee Start Date:

Check-in Period From: to

Summary of Accomplishments

Provide a concise summary of key accomplishments and contributions during the review period.

Progress on Prior Goals

Describe status of previously established goals, milestones achieved, and obstacles encountered.

Strengths and Areas for Improvement

Primary Strengths Areas for Improvement (specific, measurable)

Competency Ratings

For each competency, enter a rating of 1 (Needs Improvement) to 5 (Exceeds Expectations) and brief comment.

Communication — Rating: Comment:

Quality of Work — Rating: Comment:

Dependability — Rating: Comment:

Training, Development & Resources

Recommended training, certifications, mentoring, or other resources to support improvement and career development.

Action Plan & Next Steps

Document specific objectives, performance standards, and timelines for the next review period. Use SMART criteria where possible.

Goal 1 Goal 2 Goal 3

Proposed review/check-in date for follow-up:

Employment History (most recent)

Provide at least two prior employment entries to confirm background on file.

Employer 1 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving Employer 2 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree / Certification Institution

Graduation Date:

References

Provide three professional references.

Reference 1 — Name

Phone:

Email:

Reference 2 — Name

Phone:

Email:

Reference 3 — Name

Phone:

Email:

Legal Acknowledgments

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

Equal Opportunity: The employer maintains a policy of equal employment opportunity and prohibits unlawful discrimination or harassment in any employment decisions.

Confidentiality: This document will be maintained in the employee's personnel file. The contents are confidential and will be disclosed only to individuals who have a legitimate business need to know or as required by law.

Authorization: By signing below, the employee authorizes the employer to verify information contained herein and to make such employment- or performance-related inquiries as reasonably necessary.

I certify that the information in this check-in is true and complete to the best of my knowledge and that I have participated in the review process.

Manager Feedback

Manager should provide clear, job-related feedback including expectations for improvement and support offered by the organization.

Employee Comments

Employee Printed Name:

By (Employee Signature):

Date:

Manager Printed Name:

By (Manager Signature):

Date:

What an Employee Performance Check-in Is

An Employee Performance Check-in is a concise, documented review used by managers and HR to assess an employee's recent work, progress toward goals, strengths, and development needs. It typically records the date, reviewer, employee role, performance ratings or qualitative feedback, and agreed next steps. Check-ins can be informal or structured, used for probationary reviews, ongoing coaching, mid-year or annual checkpoints, and post-training follow-ups. Proper documentation supports career development, consistent evaluations across teams, and defensible personnel records when decisions are later made about promotion, pay, or separation.

Why a Standardized Check-in Matters

A consistent Employee Performance Check-in improves clarity between managers and employees, documents expectations and follow-up actions, and reduces inconsistency in personnel decisions. It creates a record that supports objective reviews and helps HR track progress over time while aligning individual goals with team priorities.

Who Completes and Receives These Check-ins

Typical participants include the employee, their direct manager, and HR for recordkeeping and consistency.

Direct Manager: Conducts the review, provides performance feedback, and documents agreed actions; ensures measurable objectives are set.
Employee: Confirms receipt, responds to feedback, and records development needs or training requests for future planning.
HR Representative: Ensures form consistency, stores records, and reviews aggregated data for bias or policy compliance.

Versions may be shared with department leads or retained for compliance depending on company policy and legal requirements.

Typical Signatories and Their Roles

Manager — Reviewer

The manager documents observations, sets or updates goals, and signs to confirm the discussion occurred. Their entry establishes the official managerial assessment for HR records and may be used in compensation or promotion deliberations.

Employee — Acknowledger

The employee signs or acknowledges receipt to confirm they discussed the content. Acknowledgement does not always indicate agreement with ratings but confirms the meeting took place and next steps were communicated.

Core Elements to Include in a Professional Check-in

A complete Employee Performance Check-in balances factual performance data with forward-looking development items and signatures to confirm discussion and understanding.

Employee Info

Full legal name, job title, department, employee ID, and manager name. Accurate identifiers prevent misfiling and aid auditability across HR systems.

Review Period

Clear start and end dates for the period under review, and effective date of the check-in. Dates determine which work or incidents are considered and affect retention timelines.

Performance Ratings

Numeric or tiered ratings aligned to company rubrics plus brief justifications. Ratings should reference observable behaviors or deliverables to reduce subjectivity.

Manager Comments

Concise, factual examples of successes and improvement areas. Objective language helps when records are reviewed for future decisions or disputes.

Development Plan

Agreed actions, training, deadlines, and measurable goals. Assign ownership and follow-up dates for accountability and progress tracking.

Signatures

Manager and employee signature fields with dates and an area for HR acknowledgement when required. Include method of signing (electronic vs. wet) and record of consent.

Step-by-Step: Conducting and Recording a Check-in

Use a simple four-step flow to prepare, conduct, document, and follow up so the check-in is timely and actionable.

01

Prepare: Gather metrics, project notes, and prior goals to inform the discussion.
02

Discuss: Hold a focused meeting that reviews strengths, gaps, and examples.
03

Document: Complete the check-in form, record ratings, and set action items.
04

Follow-up: Schedule progress checkpoints and update records after milestones.

Configuring an Online Check-in Workflow

Set up an electronic workflow that matches your review cadence and approval routing for consistent execution.

Field	Configuration
Template	Create a reusable template with standard fields and rating scales.
Routing	Add sequential signer order: manager, employee, HR reviewer when required.
Authentication	Enable email, SMS code, or SSO for signer verification depending on sensitivity.
Notifications	Set reminders for unsigned check-ins and overdue follow-up tasks.

Where Completed Check-ins Should Go

Establish a clear destination for the final record so it is discoverable for HR, payroll, and compliance reviews.

HR File: Store the signed check-in in the employee's central HR record or personnel file.
Manager Records: Keep a working copy in the manager's team folder for ongoing coaching context.
Learning Systems: Export development items to the LMS for training assignment and tracking.
Audit Archive: Retain a tamper-evident copy in a secure archive for compliance needs.

Technical and Integration Considerations

Choose a platform that supports secure e-signing, audit trails, and integration with HR or document systems.

Authentication: Email, SMS, or SSO options.
Integrations: Works with HRIS, Google Workspace, and Microsoft 365.
File Types: Accepts PDF, DOCX, and export formats.

Typical Timing and Deadlines for Check-ins

Set calendar rules for when check-ins occur and how quickly records must be completed after meetings.

Annual Review:

Completed within 7 days of the scheduled review meeting.

Mid-year Check:

Conducted at the midpoint to reassess goals and progress.

Probationary Check-in:

Often at 30, 60, and 90 days following hire or role change.

Performance Improvement Follow-up:

Schedule follow-ups within 30 days to monitor progress on action items.

Record Finalization:

Ensure signed document is archived within 14 days of meeting.

Common Mistakes to Avoid

Using vague language without examples which creates ambiguity in future performance discussions and weakens document defensibility.
Delaying documentation after the meeting; late entries risk inaccuracies and reduce the value of contemporaneous evidence.
Failing to specify owners and due dates for development tasks, which leads to untracked action items and stalled progress.
Mixing informal coaching notes with official records without clear labeling, causing confusion about which documents are authoritative.

Risks of Incomplete or Incorrect Check-ins

Disputed Decisions: May undermine termination or promotion decisions.

Regulatory Exposure: Incorrect records can complicate wage or discrimination audits.

Data Privacy: Unauthorized access risks HIPAA or state privacy issues.

Inconsistent Ratings: Leads to perceived bias or legal challenges.

Missing Signatures: Can question authenticity of the meeting.

Retention Gaps: Loss of records may breach policy or legal hold obligations.

Required Information and Security Controls

Employee ID: Unique HR identifier

Reviewer Name: Manager or HR reviewer

Signatures: Signed and dated

Access Controls: Role-based permissions

Audit Trail: Timestamp and IP log

Encryption: AES-256 at rest

eSignature Vendor Pricing Snapshot for Check-in Workflows

A concise comparison of starter pricing and core capabilities relevant to signing Employee Performance Check-ins across common eSignature vendors.

	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

Real-world Examples of Digital Check-ins in Practice

Two customer stories illustrate how organizations used electronic signatures and templates to capture routine HR conversations and approvals.

Xerox — NetSuite Integration

Xerox standardized document flows and connected them to HR systems to improve turnaround times.

Kodi-Marie Evans noted flexible integrations enable correct signatures across formats.
The result reduced manual processing and helped route completed check-ins into NetSuite for centralized HR reporting and auditability.

Optica Ventures — Usability

A small firm needed simple digital forms to share with remote staff.

Brian Fitzgibbons highlighted ease of use for both teams and customers.
Implementing reusable check-in templates streamlined documentation and made it easier to capture consistent feedback across geographically distributed employees.

Who Has Authority to Sign a Check-in

Manager — Authorized Signer

Managers typically have primary signing authority to certify the content of the check-in. Their signature confirms that the discussion occurred and that ratings reflect supervisory assessment; HR may require countersignature for final filing.

HR — Custodian

HR signs when formally accepting the document into the official personnel file or when the check-in triggers administrative actions such as pay adjustments or formal performance plans.

Frequently Asked Questions

Answers to common questions about electronic completion, legal validity, storage, and best practices for Employee Performance Check-ins.

Need help? Contact support

Can an employee sign a check-in electronically?
Yes. Electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96, 2000) and UETA in most states, provided the transaction meets intent, consent, attribution, and retention requirements.
Is a notarized check-in ever required?
Not ordinarily for routine performance reviews. Notarization may be needed only if the check-in is attached to a legal instrument that requires notarization under state law.
How should sensitive comments be handled?
Limit clinical or medical details, use secure access controls, and follow HIPAA rules for health information where applicable (45 CFR §164.530(j)).
What if the employee refuses to sign?
Document the meeting outcome and note that the employee declined to sign; have a witness or HR acknowledge the meeting to maintain a defensible record.
How long must these records be kept?
Follow your retention policy; IRS-related items minimum three years (IRC §6501(a)), and healthcare documents six years (45 CFR §164.530(j)). Adjust for state variations.
Are electronic check-ins admissible in disputes?
Yes. Admissibility depends on demonstrating intent, attribution, integrity of the record, and a reliable audit trail consistent with ESIGN/UETA requirements.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now