Can performance criteria be e-signed?

Yes. Electronic signatures are generally legally valid in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.

When is notarization required?

Notarization is rarely required for routine personnel records. If a state or specific action requires notarization, follow that state's rules; otherwise a signed record and audit trail are sufficient.

How long must these records be kept?

Retain for the employment term plus a company-determined period; follow federal minima such as IRS requirements (IRC §6501(a)) and HIPAA if PHI is present (45 CFR §164.530(j)).

Who should sign the document?

At minimum the employee and direct supervisor should sign. HR may also sign to confirm receipt and filing; include dates for each signature to document timelines.

What if the employee disputes a rating?

Document the dispute, include employee comments, and follow internal appeal procedures. Preserve all related records and communications in case of later legal review or arbitration.

How can I secure these documents digitally?

Use platforms that provide TLS and AES-256 encryption, audit trails, and access controls. For healthcare records require a BAA and HIPAA-compliant workflows.

Electronic Signature
Templates
HR
Employee Performance Criteria

Employee Performance Criteria

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

EMPLOYEE PERFORMANCE CRITERIA

Personal Information

Full Legal Name Address

Phone:

Email:

Position Information

Job Title Department Reporting Manager

Start Date:

Salary/Rate:

Review Period and Objectives

Review Period: From to . Frequency:

Performance Criteria and Standards

The following criteria describe objective standards, measurable targets, weighting, and acceptable performance levels. Ratings follow a 1-5 scale where 5 = Exceptional, 4 = Exceeds Expectations, 3 = Meets Expectations, 2 = Needs Improvement, 1 = Unacceptable.

Competency: Job Knowledge Measurable Target

Weight (%):

Rating (1-5):

Evaluator Comments Competency: Quality of Work Measurable Target

Weight (%):

Rating (1-5):

Evaluator Comments Competency: Communication & Teamwork Measurable Target

Weight (%):

Rating (1-5):

Evaluator Comments

Overall Performance Summary

Development Plan & Goals

Short-Term Goals (next 3-6 months) Long-Term Goals (6-24 months) Training or Resources Required

Employment History

Provide your two most recent employers.

Previous Employer 1 — Company Name

Title:

Dates Employed:

Responsibilities Reason for Leaving Previous Employer 2 — Company Name

Title:

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

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 & Acknowledgements

At-Will Employment: Nothing in this performance criteria document constitutes a promise of continued employment for any specified period. Employment with the Company is on an at-will basis and may be terminated by either the employee or the Company at any time, with or without cause or notice, unless otherwise specified in a separate written agreement signed by an authorized company representative.

Equal Opportunity: The Company provides equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law. Performance evaluations and related decisions will be made without unlawful discrimination.

Confidentiality: This performance document, related assessments, and any development plans are confidential and shall be treated in accordance with Company policy. Unauthorized disclosure of sensitive information may result in disciplinary action.

I acknowledge receipt of and understand the At-Will Employment statement. I acknowledge receipt of and understand the Equal Opportunity statement. I acknowledge the confidentiality requirements stated above.

Certification & Authorization

I certify that the information provided in this document is accurate and complete to the best of my knowledge. I authorize the Company to contact previous employers and references listed herein and to conduct background checks as permitted by law. I understand that falsification or omission of information may be grounds for disciplinary action up to and including termination.

I certify that all information provided is true and complete. I authorize contact with prior employers and consent to background checks as necessary for employment decisions.

Signatures

Employee Printed Name:

By:

Date:

Manager Printed Name:

By:

Date:

What the Employee Performance Criteria Is and When It Applies

An Employee Performance Criteria is a structured document used to record expectations, measurable goals, and evaluation standards for an employee's role. It defines competencies, performance metrics, review periods, and the rating scale used by managers and HR to assess performance objectively and consistently across the organization. The document supports development conversations, promotion decisions, and disciplinary processes and becomes part of the personnel record once signed by the employee and reviewer.

Why a Clear Performance Criteria Matters

Clear, documented criteria reduce ambiguity, support fair evaluations, and create defensible records for HR decisions. Consistent criteria improve employee development, align expectations, and help managers make repeatable, evidence-based rating decisions.

Who Prepares and Who Relies on the Criteria

Different roles contribute to and use performance criteria during hiring, reviews, and HR audits.

HR managers who draft, standardize, and store criteria for each role and ensure legal and policy alignment.
People managers who complete assessments, provide examples, and recommend development or corrective actions.
Employees who review criteria, complete self-assessments, and acknowledge understanding via signature.

Each party has distinct responsibilities: HR for policy, managers for evaluation, and employees for acknowledgement and development follow-up.

Core Elements to Include in Professional Performance Criteria

A complete Employee Performance Criteria document contains role context, measurable objectives, rating scales, examples of expected behaviors, development goals, and signatures to confirm review and acceptance.

Role Summary

A concise job purpose and primary responsibilities to anchor measurable expectations and clarify scope for the reviewer and employee.

Performance Metrics

Specific, measurable indicators such as sales targets, project milestones, quality metrics, or customer satisfaction scores tied to the role.

Rating Scale

A defined numeric or descriptive scale (for example 1–5) with clear descriptors for each level to reduce subjective variation.

Examples & Evidence

Concrete examples that illustrate what meets, exceeds, or falls short of expectations to guide manager ratings and calibration.

Development Goals

Actionable objectives and timelines for improvement or stretch assignments, with owner and review date stated explicitly.

Signatures & Dates

Signature blocks for employee, reviewer, and HR with date fields to document acknowledgement and acceptance of the criteria.

Essential Fields Required on the Form

Employee Name: Full legal name

Job Title: Official role title

Review Period: MM/DD/YYYY range

Rating Scale: Numeric or descriptive

Reviewer Name: Manager or HR rep

Signatures: Employee and reviewer

Step-by-Step: Completing an Employee Performance Criteria

Follow these steps to prepare, complete, and finalize a performance criteria document so it is consistent and legally defensible.

01

Prepare Role Summary: Confirm official job title and primary responsibilities.
02

Define Metrics: Enter measurable goals with units and target dates.
03

Set Ratings: Choose a scale and attach level descriptors.
04

Sign and Record: Collect signatures and save to the personnel file.

How to Configure an Online Review Workflow

When using a digital platform set up templated workflows, signer roles, and reminders so reviews route automatically and track completions.

Field	Configuration
Template	Create reusable form templates per role.
Signer Roles	Assign reviewer, employee, and HR signer order.
Conditional Fields	Show development fields only for low ratings.
Reminders	Set automatic email reminders and escalation.

Where Completed Criteria Should Be Sent

Route finalized documents to HR, the employee, and the employee's manager, and store a central copy in the official personnel file or HRIS.

HR Personnel File: Primary archival copy for compliance and future reference.
Employee Copy: Signed PDF delivered to the employee's inbox.
Manager Records: Reviewer retains copy for performance discussions.
HRIS / LMS: Upload for integration with talent management workflows.

Technical and Integration Considerations for eSubmission

Ensure the eSignature platform supports required authentication levels, file formats, and integrations with HR systems before deployment.

File Formats: PDF, DOCX and exported CSV for data
Integrations: Salesforce, NetSuite, Google Workspace, Microsoft 365
Authentication: Email, SMS code, or advanced signer verification

Confirm platform encryption and audit trail features align with internal security policies and any industry-specific compliance requirements.

Typical Timelines and Deadlines for Reviews

Set clear deadlines for each stage of the review cycle to reduce late submissions and support timely development planning.

Review Cycle Frequency:

Annual or semiannual deadlines set by HR

Manager Completion Due:

Typically 7–14 days after review meeting

Employee Acknowledgement:

Due within 7 days of receipt

Appeals Window:

Specify a 14–30 day window for disputes

Record Update:

Upload signed copy within 30 days

Common Mistakes to Avoid

Using vague performance language that prevents objective measurement and invites inconsistent ratings.
Failing to align metrics with job responsibilities, causing confusion during calibration and promotion decisions.
Collecting unsigned or undated documents, which weakens evidence in disputes or regulatory reviews.
Skipping employee acknowledgment or discussion notes, reducing developmental value and increasing legal risk.

Risks and Potential Consequences of Poor Documentation

Discrimination Claims: Increased exposure in employment disputes

Wage/Hour Risk: Misclassification or record gaps

Regulatory Audit: Noncompliance findings

Termination Challenges: Weak documentary support

Privacy Breach: Improper access to personnel records

Reputational Harm: Internal trust erosion

Real-World Examples and Customer Perspectives

Organizations use digital signing to speed review cycles and keep secure, auditable records — these customer quotes reflect common benefits.

Optica Ventures — COO

Optica Ventures highlighted ease of use and adoption for their team and customers.

Simple interface reduced signing friction across stakeholders.
For performance criteria this ease means managers can collect timely acknowledgements and HR retains clear audit trails, improving compliance and follow-up.

Martin Properties — Founder

Martin Properties emphasized secure, compliant online execution across mobile and offline modes.

Mobile signing supported field operations.
Applying that approach to performance criteria lets supervisors complete reviews on-site, store signed copies centrally, and reduce administrative delay.

Typical Signers and Their Roles

HR Manager

HR managers create templates, ensure policy alignment, and maintain the official archived copy. They authorize forms and may be required to sign for HR acknowledgements or certification of process compliance.

Direct Supervisor

Supervisors complete evaluations, document evidence for ratings, and sign to confirm the employee discussion occurred. Supervisors are typically the primary decision-maker for ratings and recommended actions.

How Employee Performance Criteria Differs from a PIP

Compare common document types to select the right form when recording performance concerns versus routine evaluations.

Criteria	Employee Performance Criteria	Performance Improvement Plan
Purpose	set expectations	correct performance
Trigger	routine review	performance issues
Duration	ongoing / annual	time-limited
Legal Risk	lower	higher

Saving, Exporting, and Archiving Completed Reviews

Maintain multiple export formats and a durable audit trail so signed criteria can be produced for audits or HR actions.

PDF Export

Download a flattened signed PDF that preserves visible signatures and an embedded audit trail suitable for long-term archival and legal use.

DOCX Export

Save an editable DOCX copy for internal editing or for inclusion in a personnel binder before final signature.

CSV Data

Export key metadata and metric values as CSV for analytics and aggregation across teams or performance population analysis.

Audit Record

Retain the platform-generated certificate of completion showing signer emails, IPs, and timestamps to support attribution.

eSignature Pricing and Feature Snapshot for Review Documents

Compare base prices and selected capabilities for eSignature vendors commonly used to execute HR and performance documents.

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

Frequently Asked Questions about Employee Performance Criteria

Answers to common questions about e-signing, legal validity, retention, and resolving disputes related to performance documentation.

Need help? Contact support

Can performance criteria be e-signed?
Yes. Electronic signatures are generally legally valid in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and record retention requirements are met.
When is notarization required?
Notarization is rarely required for routine personnel records. If a state or specific action requires notarization, follow that state's rules; otherwise a signed record and audit trail are sufficient.
How long must these records be kept?
Retain for the employment term plus a company-determined period; follow federal minima such as IRS requirements (IRC §6501(a)) and HIPAA if PHI is present (45 CFR §164.530(j)).
Who should sign the document?
At minimum the employee and direct supervisor should sign. HR may also sign to confirm receipt and filing; include dates for each signature to document timelines.
What if the employee disputes a rating?
Document the dispute, include employee comments, and follow internal appeal procedures. Preserve all related records and communications in case of later legal review or arbitration.
How can I secure these documents digitally?
Use platforms that provide TLS and AES-256 encryption, audit trails, and access controls. For healthcare records require a BAA and HIPAA-compliant workflows.

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