Can this form be e-signed?

Yes. Electronic signatures meet legal requirements under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure signer intent, consent, clear attribution, and durable record retention to satisfy the four-part legal validity test.

Is notarization required?

Generally no; performance reviews do not require notarization. Use notarization or RON only if a specific legal process demands it or a state rule explicitly requires a notarized acknowledgment for a particular related record.

How long should we keep these forms?

Retain reviews at least three years to meet common federal standards (IRC §6501(a)); extend retention to six years for health-related files per HIPAA (45 CFR §164.530(j)) and longer where industry rules apply.

Can employees request copies?

Yes. Employees generally may request copies of their personnel records; provide according to company policy and applicable privacy laws. Education records have specific FERPA protections and request procedures that must be followed.

Are eSignatures secure and admissible?

Platforms that provide an audit trail, signer authentication, and encryption support admissibility. For example, signNow implements ESIGN/UETA-compliant workflows, AES-256 at rest, and TLS 1.2/1.3 in transit, which assist in demonstrating integrity and attribution.

What if the employee disagrees with the review?

Document the discussion, capture employee comments on the form, follow the organization's appeal or grievance procedure, and preserve all related records. Timely, documented follow-up reduces legal risk and supports fair resolution.

Electronic Signature
Templates
HR
Employee Performance Review Form

Employee Performance Review Form

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

EMPLOYEE PERFORMANCE REVIEW FORM

Personal Information

Employee Name: Employee ID:

Address Phone Email

Position & Review Details

Job Title: Department:

Reporting Manager: Hire Date:

Review Period Start: Review Period End: Review Date:

Current Salary/Rate

Performance Ratings and Comments

Instructions: For each factor enter a numeric rating (1 = Unsatisfactory; 5 = Outstanding) and provide narrative comments describing performance, examples, and measurable outcomes.

Job Knowledge — Rating (1-5) Quality of Work — Rating (1-5) Productivity & Timeliness — Rating (1-5) Communication & Interpersonal Skills — Rating (1-5) Initiative & Problem Solving — Rating (1-5) Teamwork & Leadership — Rating (1-5)

Goals and Development

Achievement of Prior Goals Goals for Next Review Period Training / Development Needs

Overall Assessment & Recommendations

Overall Performance Rating (averaged or manager assessment):

Recommended Action (check all that apply)

Promotion Compensation increase Performance Improvement Plan No action

Manager Summary of Recommendations

Employment History (on file)

List two most recent prior employers on file with the company or provided by the employee.

Prior Employer 1 — Company Name

Title/Position: From: To:

Responsibilities Reason for Leaving Prior Employer 2 — Company Name

Title/Position: From: To:

Responsibilities Reason for Leaving

Education

Degree / Certification Institution Graduation or Completion Date

Professional 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 and Acknowledgments

At-Will Employment: Employment with the Company is at-will, which means either the employee or the Company may terminate the employment relationship at any time, with or without cause or notice, except as otherwise provided by written agreement signed by an authorized representative of the Company.

Equal Employment Opportunity: The Company provides equal employment opportunity to all employees and applicants without regard to protected characteristics and will not tolerate unlawful discrimination or harassment.

I acknowledge receipt of the At-Will Employment statement.

I acknowledge receipt of the Equal Employment Opportunity statement.

Authorization & Certification

Authorization to Verify Employment: The employee authorizes the Company to verify employment history, education credentials, and professional references as necessary for personnel file maintenance and that past employment information provided is accurate. This authorization permits the Company to obtain relevant records and to contact prior employers and references.

Background Check Consent: Employee consents to background checks related to employment, consistent with applicable law.

Employee Certification: I certify that the information I have provided on this form, including my comments and the employment history on file, is true and complete to the best of my knowledge. I understand that falsification may result in disciplinary action.

Acknowledgment of Review: By signing below, the employee acknowledges receipt and review of this performance evaluation. Signature does not necessarily indicate agreement with the contents; a separate written response may be attached to this record.

Employee Name:

By:

Date:

Reviewer Name:

By:

Date:

What the Employee Performance Review Form Is

The Employee Performance Review Form is a standardized document used by employers to record an employee's job performance, goals, competencies, and development needs over a defined review period. It typically combines quantitative ratings and qualitative comments to provide a basis for decisions about raises, promotions, corrective action, and professional development. Organizations use this form for annual, semiannual, or project-based reviews to ensure consistent evaluation criteria and to document performance conversations. Completed forms become part of the employee's personnel file and support HR processes such as compensation adjustments, training plans, and legal compliance.

Why a Standard Review Form Matters

Using an Employee Performance Review Form standardizes evaluations, creates auditable records of performance discussions, and clarifies expectations for employees and managers. It supports fair compensation decisions, continuous development planning, and defensible HR actions when performance issues arise.

Who Completes and Signs This Form

Human resources, direct supervisors, and people managers commonly administer and complete Employee Performance Review Forms as part of routine employee management cycles.

HR administrators prepare forms, track completion, and maintain records in personnel files.
Supervisors conduct evaluations, provide ratings, and document examples and development plans.
Employees review feedback, acknowledge receipt, and set goals with their manager during meetings.

Small businesses, educational institutions, healthcare providers, and government employers adapt the form to meet industry and regulatory needs.

Step-by-Step: Completing the Review Accurately

Follow these steps to complete an Employee Performance Review Form accurately and create a clear record of the review conversation.

01

Prepare: Gather job description, prior goals, and performance data.
02

Assess: Rate competencies, cite examples, and explain ratings.
03

Discuss: Hold meeting to share feedback and agree on goals.
04

Document: Record outcomes, development steps, and signatures.

How to Set Up an Online Review Workflow

Configure an online review workflow to route forms, apply conditional fields, and set signer authentication for secure e-submission.

Field	Configuration
Routing	Sequential manager approval or parallel routing options.
Conditional Fields	Show development goals only if rating below threshold.
Authentication	Email link by default; SMS or KBA for higher assurance.
Notifications	Automatic reminders to signers and HR at preset intervals.

Where Completed Reviews Are Sent and Stored

Typical routing for a completed Employee Performance Review Form outlines submission, approval, and HR file storage steps for compliance and recordkeeping.

Manager Submit: Manager uploads signed form to HR system.
HR Review: HR verifies completeness and attaches to personnel file.
Payroll: Forward to payroll for compensation adjustments when applicable.
Retention: Store per retention policy and make accessible for audits.

Technical and Platform Requirements for eSubmission

Digital completion and distribution require compatible file formats, signer authentication options, and an audit trail for legal defensibility.

File Formats: PDF, DOCX, and HTML supported.
Integrations: Connect to HRIS, ATS, or cloud storage.
Authentication: Email, SMS, SSO, or stronger methods.

Key Dates and Deadlines for Review Cycles

Key dates and deadlines help manage review cycles, ensure timely acknowledgments, and preserve documentation for compliance and compensation actions.

Review Period End:

Last day of evaluation window; enter on form.

Meeting Date:

Date manager and employee met and discussed performance.

Acknowledgment Deadline:

Employee must sign within 7 business days of meeting.

HR Filing:

Submit to personnel file within 14 days after acknowledgment.

Appeals Window:

Employee may request reconsideration within 30 days.

Common Mistakes to Avoid

Incomplete examples: providing ratings without specific examples or dates makes evaluations subjective and weakens HR defensibility in disputes.
Inconsistent scales: using mixed or unclear rating scales across teams causes confusion, undermines comparison, and complicates compensation decisions.
Missing signatures: unsigned forms or unsigned acknowledgment fields may be treated as incomplete and can invalidate actions tied to the review.
Poor storage practices: saving final forms in ad hoc folders without access controls increases legal and privacy risk, especially in regulated industries.

Penalties and Risks from Poor Documentation

Discrimination Claims: Incomplete records can increase exposure to discrimination lawsuits.

Wage Decisions: Incorrect documentation may affect pay adjustments.

Tax Reporting: Mismatched names or IDs trigger backup withholding.

I-9 Compliance: Poor records risk DHS penalties for employment verification.

Privacy Breaches: Unauthorized access can violate HIPAA or state privacy laws.

Appeals Delay: Missing timelines delay appeals and grievance processing.

Required Information Elements on the Form

Employee Name: Full legal name

Employee ID: Unique payroll or HRIS identifier

Review Dates: Start and end date

Ratings: Numeric or descriptive scale

Signatures: Manager, employee, HR

Metadata: Department, job code, version

Core Sections to Include in a Professional Form

A professional Employee Performance Review Form organizes ratings, competency definitions, comments, goals, signatures, and HR metadata to ensure consistent evaluation and traceability across the organization.

Ratings

Defined numeric or descriptive scales with clear criteria for each level reduce subjectivity and enable quantitative tracking of individual and team performance over time periods.

Competencies

A competency section lists job‑specific skills and behaviors with examples of acceptable and exceptional performance, helping calibrate ratings and guide development conversations and promotional decisions.

Manager Comments

Free‑text fields for contextual examples, coaching notes, and evidence supporting ratings strengthen defensibility and inform constructive feedback conversations and follow-up actions to monitor progress.

Development Goals

SMART goals with owners, milestones, and target dates create measurable development paths and provide a basis for training, mentoring, and performance improvement tracking and promotion readiness assessments.

Signatures

Signature block captures manager, employee, and HR acknowledgments with date stamps; electronic signatures should include audit trail data for attribution and storage location reference for compliance.

HR Metadata

Hidden fields for reviewer name, department, job code, and document version support reporting, audit queries, cross‑reference to payroll, and long‑term retention policies including legal hold flags.

eSignature Pricing Comparison for Employee Performance Reviews

Pricing and feature highlights for common eSignature plans; signNow is listed first for column alignment with vendor comparisons.

	signNow	DocuSign	Adobe Sign	PandaDoc	HelloSign
Starting Price	$8/user/mo; no envelope cap	$15/user/mo; 100 envelopes/user/year	$14/user/mo	$19/user/mo	$15/user/mo
Free Trial	7-day free trial, no credit card required	Verify current vendor pricing and trial policies	Verify current vendor pricing and trial policies	Verify current vendor pricing and trial policies	Verify current vendor pricing and trial policies
Bulk Send	Yes (bulk send on Business Premium)	Verify current vendor pricing and trial policies	Verify current vendor pricing and trial policies	Verify current vendor pricing and trial policies	Verify current vendor pricing and trial policies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Practical Answers

Answers to common questions about completing, signing, and storing the Employee Performance Review Form, including eSignature considerations.

Need help? Contact support

Can this form be e-signed?
Yes. Electronic signatures meet legal requirements under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure signer intent, consent, clear attribution, and durable record retention to satisfy the four-part legal validity test.
Is notarization required?
Generally no; performance reviews do not require notarization. Use notarization or RON only if a specific legal process demands it or a state rule explicitly requires a notarized acknowledgment for a particular related record.
How long should we keep these forms?
Retain reviews at least three years to meet common federal standards (IRC §6501(a)); extend retention to six years for health-related files per HIPAA (45 CFR §164.530(j)) and longer where industry rules apply.
Can employees request copies?
Yes. Employees generally may request copies of their personnel records; provide according to company policy and applicable privacy laws. Education records have specific FERPA protections and request procedures that must be followed.
Are eSignatures secure and admissible?
Platforms that provide an audit trail, signer authentication, and encryption support admissibility. For example, signNow implements ESIGN/UETA-compliant workflows, AES-256 at rest, and TLS 1.2/1.3 in transit, which assist in demonstrating integrity and attribution.
What if the employee disagrees with the review?
Document the discussion, capture employee comments on the form, follow the organization's appeal or grievance procedure, and preserve all related records. Timely, documented follow-up reduces legal risk and supports fair resolution.

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