Can this appraisal be signed electronically?

Yes. Electronic signatures are legally enforceable in the U.S. under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.

Is notarization required for performance reviews?

No. Appraisals typically do not require notarization. Notarization is generally reserved for documents like deeds or powers of attorney; check specific state or agency rules if the appraisal is used as legal evidence.

How long must we retain appraisals?

Retain appraisals per applicable federal and state rules: at minimum follow payroll and personnel record rules (e.g., 3 years under 29 CFR §516.5) and HIPAA where medical issues are involved (45 CFR §164.530(j)).

What happens if an employee refuses to sign?

Document the refusal in writing, include manager comments, and proceed to file the appraisal. A signed acknowledgment is preferable, but an employee's refusal should be recorded to maintain process integrity.

Can managers edit after employee sign-off?

Changes after signatures should be avoided. If edits are required, create a corrected version with a change log and obtain new signatures to preserve auditability.

How to ensure confidentiality?

Limit access to HR and designated approvers, encrypt stored files (AES-256), and use platforms with SOC 2/ISO 27001 controls to reduce unauthorized disclosure risk.

Electronic Signature
Templates
HR
Employee Performance Evaluation Appraisal

Employee Performance Evaluation Appraisal

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

Employee Performance Evaluation Appraisal

Employee Information

Employee Name:

Employee ID: Job Title:

Address

Phone: Email:

Department: Reporting Manager:

Review Period From: To: Date of Evaluation:

Performance Factors and Ratings

Rating key: 5 = Excellent; 4 = Exceeds Expectations; 3 = Meets Expectations; 2 = Needs Improvement; 1 = Unsatisfactory

Job Knowledge

Rating: 5 4 3 2 1

Manager Comments

Quality of Work

Rating: 5 4 3 2 1

Manager Comments

Productivity & Time Management

Rating: 5 4 3 2 1

Manager Comments

Communication

Rating: 5 4 3 2 1

Manager Comments

Teamwork & Collaboration

Rating: 5 4 3 2 1

Manager Comments

Goals and Development

Goals from Prior Period - Manager Assessment New Goals (next review period) Professional Development Plan

Overall Evaluation

Overall Rating: 5 - Excellent 4 - Exceeds Expectations 3 - Meets Expectations 2 - Needs Improvement 1 - Unsatisfactory

Manager Summary Comments Employee Comments

Employment History (for record)

Prior Employer 1 - Company Name

Title: Dates Employed: From To

Responsibilities Reason for Leaving Prior Employer 2 - Company Name

Title: Dates Employed: From To

Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

Professional References

Reference 1 - Name

Phone: Email:

Relationship Reference 2 - Name

Phone: Email:

Relationship Reference 3 - Name

Phone: Email:

Relationship

Legal Statements and Acknowledgements

At-Will Employment: This evaluation does not alter the at-will nature of employment. Either the employee or the employer may terminate employment at any time, with or without cause or notice, unless a written agreement states otherwise.

Equal Employment Opportunity: The employer provides equal employment opportunity and does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or other protected characteristics as required by applicable law.

Authorization: By signing below, the employee authorizes the employer to maintain this evaluation in the personnel file, to share the evaluation with appropriate management and HR personnel, and to contact references or prior employers for employment verification related to personnel matters.

Employee Certification

I certify that I have reviewed this performance appraisal with my manager. My signature does not necessarily indicate agreement with all contents but acknowledges that the evaluation has been discussed with me. I certify that all information provided in this form is true and complete to the best of my knowledge.

Acknowledgement of Review Procedure

I acknowledge receipt of the performance evaluation and understand that I may provide written comments or appeal the evaluation according to the employer's review procedure. I understand that the review procedure and any deadlines for submission are governed by employer policy.

Acknowledgment of Authorization to Contact

Authorization to Contact Prior Employers for Verification: I authorize the employer to contact prior employers and references as necessary for employment verification and investigation of job-related conduct.

Signatures

Employee (Printed Name):

By (Employee Signature):

Date:

Reviewer (Printed Name):

By (Reviewer Signature):

Date:

What the Employee Performance Evaluation Appraisal Is

The Employee Performance Evaluation Appraisal is a structured HR document used to record an employee's job performance, competencies, goals, and development needs over a defined period. Typical sections include employee and manager identification, evaluation period, objective ratings, narrative comments, training and development plans, and signatures. Organizations use the appraisal for performance reviews, promotion and compensation decisions, disciplinary records, and personnel file documentation. When retained correctly, the appraisal supports fair employment decisions, compliance with recordkeeping rules, and defensible documentation in disputes or audits.

Why a Formal Appraisal Matters for Employers and Employees

A formal appraisal creates a consistent record of performance expectations, outcomes, and agreed development steps that supports talent decisions, reduces legal risk, and improves alignment between managers and employees.

Who completes and uses this appraisal

The appraisal is primarily completed by the employee's manager and HR; other participants may include the employee and a reviewer or higher-level approver.

Managers and supervisors who evaluate direct reports and document performance outcomes and goals.
HR professionals who collect, store, and maintain appraisal records and ensure consistent standards.
Employees who review, acknowledge, and often comment on the appraisal content before finalization.

Completed appraisals become part of the employee's personnel file and are used for pay, promotion, performance improvement, and compliance purposes.

Core parts of a professional appraisal

A complete Employee Performance Evaluation Appraisal combines quantitative ratings with qualitative commentary and actionable next steps to produce a fair, auditable record.

Employee details

Legal name, job title, department, employee ID, manager name, and evaluation period.

Performance criteria

Clear competencies or objectives measured with consistent rating scales tied to job expectations.

Ratings and scores

Numeric or descriptive ratings for each competency plus an overall performance rating.

Manager comments

Specific examples of strengths and areas for improvement; avoid vague language.

Development plan

Agreed training, timeline, measurable objectives, and follow-up dates for improvement.

Signatures and dates

Manager, employee, and optional reviewer signatures plus dates to confirm receipt and discussion.

Required information fields at a glance

Employee name: Full legal name

Evaluation period: Start and end dates

Job title: Current role

Rating scale: Defined scale used

Signatures: Manager and employee

Version control: Form version or template ID

Step-by-step: completing the appraisal

Follow a consistent sequence to ensure completeness and defensibility when preparing an appraisal.

01

Gather records: Compile job description, prior appraisals, and objective data.
02

Evaluate criteria: Assess each competency using the established rating scale.
03

Write comments: Provide examples and focus on observable behavior.
04

Review and sign: Manager discusses with employee; both sign and date.

Configuring an online appraisal workflow

Set up routing, required fields, and reviewer roles so appraisals move smoothly and audit trails are retained.

Field	Configuration
Required fields	Employee name, dates, overall rating
Routing order	Manager -> Reviewer -> HR
Notifications	Email reminders at set intervals
Audit trail	Capture timestamps, IP, and signer identity

Digital signing and technical requirements

Choose a platform that supports secure e-signing, audit trails, and common integrations to preserve records and reduce friction.

Formats supported: PDF, DOCX, HTML
Integrations: Salesforce | Microsoft 365 | Google Workspace
Authentication: Email, SMS, or advanced methods

Where completed appraisals are sent and stored

Define destinations and retention points so signed appraisals are discoverable and part of the official personnel record.

Manager copy: Saved in manager's HR folder or LMS for follow-up
Employee copy: Delivered to employee email and personal HR portal
HR repository: Stored in secure personnel file with retention tag
Backup: Archived in encrypted cloud storage

Timing: common appraisal deadlines and review cycles

Set clear deadlines for self-assessment, manager review, and HR filing to keep the process on schedule.

Self-assessment due:

At least 7 days before manager review

Manager review due:

Within 14 days of self-assessment submission

Employee acknowledgement:

At the review meeting or within 7 days

HR filing deadline:

Within 30 days after signatures

Follow-up checkpoint:

60–90 days for progress check

Common mistakes to avoid

Using vague, non-specific feedback that cannot be measured or verified.
Failing to align ratings with documented objectives or evidence.
Missing required signatures or using initials where full acknowledgment is required.
Storing signed appraisals in unsecured or inaccessible locations.

Risks of improper appraisal management

Discrimination claims: Incomplete records can increase exposure

Invalid decisions: Unclear documentation undermines raises or terminations

Regulatory audit: Missing records risk enforcement actions

Privacy breaches: Inadequate protection risks HIPAA/CCPA issues

Inconsistent process: Subjectivity damages morale and fairness

Lost records: Retention lapses complicate legal defense

eSignature vendor comparison for appraisals

Key commercial eSignature options and basic plan details used for signing and storing Employee Performance Evaluation Appraisals; signNow is listed first per vendor comparison guidance.

	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 (Business Premium)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA)	Yes	Yes	No	No

FAQs and troubleshooting for appraisal completion

Answers to common questions about electronic signing, retention, and signatures to help avoid delays and compliance issues.

Need help? Contact support

Can this appraisal be signed electronically?
Yes. Electronic signatures are legally enforceable in the U.S. under the ESIGN Act (15 U.S.C. §7001) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
Is notarization required for performance reviews?
No. Appraisals typically do not require notarization. Notarization is generally reserved for documents like deeds or powers of attorney; check specific state or agency rules if the appraisal is used as legal evidence.
How long must we retain appraisals?
Retain appraisals per applicable federal and state rules: at minimum follow payroll and personnel record rules (e.g., 3 years under 29 CFR §516.5) and HIPAA where medical issues are involved (45 CFR §164.530(j)).
What happens if an employee refuses to sign?
Document the refusal in writing, include manager comments, and proceed to file the appraisal. A signed acknowledgment is preferable, but an employee's refusal should be recorded to maintain process integrity.
Can managers edit after employee sign-off?
Changes after signatures should be avoided. If edits are required, create a corrected version with a change log and obtain new signatures to preserve auditability.
How to ensure confidentiality?
Limit access to HR and designated approvers, encrypt stored files (AES-256), and use platforms with SOC 2/ISO 27001 controls to reduce unauthorized disclosure risk.

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