Can this form be e-signed?

Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws if intent, consent, attribution, and retention are satisfied.

Is employee signature required?

Many employers require the employee’s signature or acknowledgment; a signature documents receipt and allows an employee to add comments or a rebuttal.

Do reviews need notarization?

No. Performance evaluations are not among documents that universally require notarization, though limited exceptions exist for other HR instruments.

How long must HR retain forms?

Retain per federal and industry rules: general employment records commonly kept 3–7 years; I-9s follow 8 CFR §274a.2; HIPAA-related records follow 45 CFR §164.530(j).

What if an employee refuses to sign?

Document the refusal, have a witness sign to note delivery, and retain the unsigned form with a contemporaneous note describing the attempted acknowledgement.

Can ratings be changed later?

Amendments should be dated and signed by the reviewer and HR. Maintain an audit trail documenting reason and approver for any post-signature changes.

Electronic Signature
Templates
HR
Employee Performance Rating Form

Employee Performance Rating Form

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

EMPLOYEE PERFORMANCE RATING FORM

Review Period: From to

Personal Information

Employee Name Employee ID Home Address

Phone

Email

Position Information

Job Title Department

Reports To (Manager)

Employment Start Date

Current Salary or Hourly Rate

Performance Ratings (Use the rating scale below)

Rating Scale: 5 = Excellent; 4 = Above Expectations; 3 = Meets Expectations; 2 = Needs Improvement; 1 = Unacceptable; N/A = Not Applicable

Job Knowledge Quality of Work Productivity / Time Management Communication Teamwork / Collaboration Initiative & Problem Solving

Performance Goals / Objectives

Goal 1

Goal 2

Overall Assessment

Overall Rating Summary Comments

Development Plan

Development Needs and Training Manager Support / Resources

Reviewer Recommendation

Salary Increase Amount:

Promotion New Title:

Performance Improvement Plan (PIP)

Administrative History

Employer (Most Recent) Prior Employer

Education

References

Reference 1 Reference 2 Reference 3

Legal & Administrative Notices

At-Will Employment: This performance evaluation does not constitute a contract of employment. Employment with the organization remains at-will and may be terminated by either the employee or the employer at any time, with or without cause, unless modified by a separate written agreement signed by an authorized representative.

Equal Employment Opportunity: The organization evaluates employees according to business needs and job-related criteria without regard to race, color, religion, sex, national origin, age, disability, or other protected status. This evaluation shall be applied consistently and in accordance with applicable law.

I acknowledge receipt of the At-Will Employment notice above.

I acknowledge the Equal Employment Opportunity statement above.

Certification & Authorization

I certify that the information provided in this form is accurate to the best of my knowledge. I understand that this evaluation will be retained in my personnel file. I authorize the employer to contact prior employers, references and educational institutions as necessary to verify the information provided herein and to confirm employment history and credentials where permitted by law.

I authorize contact with prior employers and references and consent to any routine background checks required for employment purposes.

Reviewer Comments

Employee Name:

By:

Date:

Reviewer Name:

By:

Date:

What the Employee Performance Rating Form Is

The Employee Performance Rating Form is a structured personnel record used to document an employee's job performance, competencies, goals, and development needs during a defined review period. It typically records objective ratings across core competencies, qualitative comments from the manager, a summary rating, and signatures from reviewer and employee. Organizations use the form for annual reviews, promotion decisions, compensation adjustments, disciplinary actions, and personnel file documentation. Maintaining consistent, dated forms supports defensible HR decisions and helps demonstrate consistent treatment across employees.

Why a Standardized Rating Form Matters

A consistent Employee Performance Rating Form reduces bias, improves recordkeeping, and provides a clear audit trail for HR actions and decisions.

Who Uses the Employee Performance Rating Form

Typical users include HR professionals, direct managers, department heads, and the employee being reviewed.

Each role has distinct responsibilities: HR manages retention and policy; managers evaluate and document; employees review, acknowledge, and may provide responses.

Primary Signers and Approvers

HR Manager

The HR Manager reviews completed forms for policy compliance, ensures correct retention, and confirms documentation supports any personnel actions. HR may also be the final custodian for the record and the point of contact for appeals or investigations.

Direct Manager

The Direct Manager completes ratings and narrative feedback, meets with the employee to discuss outcomes, and records agreed development plans and follow-up dates. The manager's signature attests to the evaluation's accuracy.

Stepwise Process to Complete the Form

Follow these steps in sequence to complete and validate an Employee Performance Rating Form.

01

Prepare: Gather job description, prior goals, and objective metrics.
02

Rate: Apply the rating scale consistently to each competency.
03

Document: Add specific examples and development recommendations.
04

Sign: Obtain signatures from manager, employee, and HR as required.

How Electronic Completion and Routing Works

Digital workflows streamline completion, routing, and secure storage of performance forms.

Upload Document: HR uploads the form template to the eSignature platform.
Place Fields: Add signature, date, and required form fields and validation rules.
Assign Signers: Specify manager, employee, and HR signer order or set parallel routing.
Track Completion: System captures timestamps, IPs, and audit trail for each action.

Typical Online Form Configuration

Configure the digital workflow to match your review and approval process.

Field	Configuration
Signer Order	Manager → Employee → HR
Authentication	Email link or SMS code for signer verification
Conditional Fields	Show promotion fields only if recommendation checked
Notifications	Automatic reminders after 3 and 7 days

Technical and Platform Considerations

Choose a platform that supports secure eSignatures, PDF and DOCX uploads, and audit trails.

File Formats: PDF, DOCX supported
Integrations: HRIS and cloud storage connectors
Authentication: Email, SMS, or stronger methods

Ensure the platform you select can export signed records, preserve an audit trail, and meet any applicable compliance needs such as HIPAA or enterprise security controls.

Typical eSignature Vendor Pricing for This Form

Basic pricing and feature presence across common eSignature vendors. signNow is shown first per comparison conventions.

	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 by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	Varies	Varies
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

Security and Compliance Controls to Protect Ratings

Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Audit Trail: Timestamps, IP, and action logs

Access Controls: Role-based permissions and SSO

Certifications: SOC 2 Type II and ISO 27001

HIPAA Support: BAA available for covered entities

21 CFR Support: Capabilities for 21 CFR Part 11 compliance

Risks of Incomplete or Incorrect Forms

Discrimination Claims: Inconsistent records can increase exposure

Wrongful Termination Risk: Poor documentation undermines defenses

Payroll Errors: Compensation changes may be misapplied

Regulatory Scrutiny: Industry audits may require records

Employee Appeals: Lack of evidence weakens employer position

Data Breach Exposure: Inadequate security raises liability

Common Mistakes to Avoid

Using subjective or vague language instead of specific examples
Failing to document supporting evidence for ratings and decisions
Not obtaining employee acknowledgment or signature
Storing forms in unsecured or inconsistent locations

Practical Tips for Accurate and Efficient Reviews

Follow these best practices to improve defensibility and usefulness of performance records.

Calibrate Rating Scale

Train managers on rating definitions and provide examples for each level to ensure consistency. Periodic calibration sessions reduce variance between departments and improve fairness.

Use Objective Evidence

Link ratings to measurable outcomes where possible, such as sales, project delivery, or customer satisfaction metrics, and attach supporting documentation to the form.

Document Development Plans

Include clear, time-bound development actions with owners and follow-up dates so performance conversations lead to observable improvement and accountability.

Centralize Storage and Access

Keep completed forms in a secure HR repository with role-based access and a versioned audit trail to support audits and appeals.

How Organizations Use the Performance Rating Form

These concise examples show common, practical uses of the form in typical HR workflows.

Case Study 1

A mid-sized firm standardizes annual reviews across departments to reduce rating variance and support merit increases.

Managers attach project metrics to each competency to justify ratings.
After implementation, HR reported clearer promotion rationales and fewer disputes, enabling defensible compensation decisions and faster approval cycles.

Case Study 2

A healthcare provider integrates professional credential checks into the form to document continuing education.

Reviewers record license status and CE credits alongside ratings.
The combined record simplifies compliance reviews and supports staff development while preserving necessary privacy controls for protected health information.

Typical Timing and Deadlines for Ratings

Establish clear deadlines to ensure timely feedback and administrative processing.

Annual Review Window:

Set a firm annual completion period, often a 30–60 day window

Mid-Year Checkpoint:

Schedule a mid-year progress review at six months

Appeal Period:

Define a short appeal window (e.g., 14–30 days) for review responses

Payroll Changes:

Coordinate compensation adjustments with payroll deadlines

Record Filing:

Ensure finalized forms are filed within HR system within seven business days

Frequently Asked Questions About the Form

Answers to common questions about completing, signing, and storing Employee Performance Rating Forms.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures are generally valid under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA laws if intent, consent, attribution, and retention are satisfied.
Is employee signature required?
Many employers require the employee’s signature or acknowledgment; a signature documents receipt and allows an employee to add comments or a rebuttal.
Do reviews need notarization?
No. Performance evaluations are not among documents that universally require notarization, though limited exceptions exist for other HR instruments.
How long must HR retain forms?
Retain per federal and industry rules: general employment records commonly kept 3–7 years; I-9s follow 8 CFR §274a.2; HIPAA-related records follow 45 CFR §164.530(j).
What if an employee refuses to sign?
Document the refusal, have a witness sign to note delivery, and retain the unsigned form with a contemporaneous note describing the attempted acknowledgement.
Can ratings be changed later?
Amendments should be dated and signed by the reviewer and HR. Maintain an audit trail documenting reason and approver for any post-signature changes.

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