Can this form be signed electronically?

Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted. Ensure intent, consent, signer attribution, and record retention to meet legal validity standards; check state exceptions for specific document types.

Are e-signatures valid in New York?

New York uses the Electronic Signatures and Records Act (NY Tech Law §301–309) rather than UETA; electronic signatures remain valid for employment records, but confirm ESRA requirements and employer policy before relying on remote signature methods.

Do I need to notarize performance reviews?

Notarization is not customary for internal performance reviews and generally is not required. Obtain notarization only if a specific legal proceeding or jurisdictional rule demands it; notarization and RON requirements are governed by state notary law.

How long should signed questionnaires be retained?

Retain completed reviews for the employment duration plus at least three years to meet IRS and FLSA recordkeeping requirements; if records contain PHI, retain six years under HIPAA (45 CFR §164.530(j)); public companies may have longer SOX obligations.

Can employees refuse electronic records?

Under ESIGN, consumer-facing transactions require consent and a paper-option disclosure. For employment records, notify employees of electronic record policies, provide reasonable access methods, and obtain written acknowledgement if company policy or state law requires it.

What if a signature is later disputed?

Preserve the full audit trail, authentication logs, timestamps, and any identity verification evidence. Review platform records and consult legal counsel; stronger signer authentication (MFA, KBA) reduces dispute risk and strengthens admissibility.

Electronic Signature
Templates
HR
Employee Performance Review Questionnaire

Employee Performance Review Questionnaire

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

EMPLOYEE PERFORMANCE REVIEW QUESTIONNAIRE

Purpose: This questionnaire documents employee performance for the review period and provides a written record of expectations, accomplishments, development needs, and mutually agreed objectives. Complete every field to the best of your knowledge. Where a field does not apply, mark N/A.

Personal Information

Full Name Employee ID Address

Phone:

Email:

Position Information

Job Title Department

Reporting Manager:

Review Period: From to

Performance Ratings (Scale: 1 = Unsatisfactory, 3 = Meets, 5 = Outstanding)

For each category enter a numeric rating 1–5 and provide supporting comments. Ratings must be supported by objective examples where possible.

Job Knowledge — Rating Comments Quality of Work — Rating Comments Productivity — Rating Comments Initiative — Rating Comments Communication — Rating Comments

Self-Assessment

Employee: Provide an objective self-assessment citing specific accomplishments, challenges, and lessons learned during the review period.

Key Accomplishments

Manager Assessment

Manager: Provide objective assessment including specific examples, metrics, and behaviorally-anchored feedback.

Areas Requiring Improvement (specify expectations and metrics)

Goals and Development Plan

List specific, measurable goals for the upcoming period and required support or training. Include target completion dates and success criteria.

Goal 1 — Description

Target Completion Date:

Success Criteria:

Goal 2 — Description

Target Completion Date:

Success Criteria:

Additional Development Needs / Training

Employment History (Most recent two employers)

Employer 1 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving Employer 2 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

References (Professional)

Reference 1 — Name

Phone:

Email:

Reference 2 — Name

Phone:

Email:

Reference 3 — Name

Phone:

Email:

Administrative Notices and Certifications

At-Will Employment: Nothing in this document alters the at-will employment relationship between the employer and employee, unless a separate, signed agreement explicitly states otherwise.

Equal Opportunity and Non-Discrimination: This evaluation shall be administered and used in accordance with applicable non-discrimination policies. Performance decisions will be based on legitimate, job-related criteria.

I acknowledge the administrative notices above and understand they apply to this review.

Authorization: Employee authorizes the company and its agents to contact prior employers and references listed above, and to conduct background checks as permitted by law for legitimate business purposes related to employment records and continued employment status.

I authorize contact with previous employers and consent to background checks as described above.

Employee Certification

I certify that all information contained in this questionnaire is true and complete to the best of my knowledge. I understand that inaccurate statements may be subject to review and disciplinary action. I understand this evaluation will be retained in my personnel file.

I certify the accuracy of the information provided in this questionnaire.

Employee Additional Comments

Employee Name:

By:

Date:

Reviewer Name:

By:

Date:

What the Employee Performance Review Questionnaire Is

An Employee Performance Review Questionnaire is a standardized form used by employers to document an employee's job performance, goals, competencies, and development needs over a review period. It typically combines objective metrics, manager observations, and a self-assessment to create a single record that supports promotion, compensation, and development decisions. When completed consistently, the questionnaire helps organizations track progress, run calibration sessions, and maintain an auditable HR record that can be referenced for performance improvement or personnel actions.

Why a Standardized Questionnaire Matters

A standardized Employee Performance Review Questionnaire improves consistency across reviews, documents expectations and outcomes, and creates a defensible record for HR decisions. It helps managers identify development needs, align employee goals with organizational priorities, and measure performance objectively to support fair personnel processes.

Who Prepares and Uses This Questionnaire

HR managers, supervisors, and employees use the Employee Performance Review Questionnaire to record performance, goals, and feedback during review cycles.

HR administrators: schedule reviews, compile results, and maintain records for compliance and personnel actions.
Managers: complete ratings, provide examples, set objectives, and identify training or coaching needs.
Employees: self-assess strengths, note accomplishments, and propose career development items.

Use consistent roles and timelines to keep reviews comparable, enable workforce analytics, and ensure documentation is available for internal and external reviews.

Core Elements to Include in the Questionnaire

Core elements of an effective Employee Performance Review Questionnaire include structured rating scales, open-comment fields, objective goals, competency frameworks, development planning, and signoff sections for accountability and recordkeeping.

Rating Scales

Use numeric or descriptive rating scales tied to defined competencies. Provide level definitions and examples to reduce subjectivity and enable consistent aggregation for HR analytics and calibration meetings.

Self-Assessment

Open-ended prompts let employees summarize accomplishments, challenges, and career interests; ask for specific examples and measurable outcomes to support ratings.

Manager Feedback

Managers should document specific examples, link ratings to observed behaviors, note coaching actions taken, and recommend development resources with timelines for follow-up.

Goals & Objectives

Define SMART goals with measurable targets, ownership, and target completion dates; include alignment to team KPIs to support performance-to-strategy mapping.

Development Plan

Record recommended training, mentoring, or stretch assignments with expected timelines and measurable success criteria tied to competency gaps and career progression.

Signatures & Dates

Provide signature and date fields for employee and manager to acknowledge the review, record next steps, and create a clear audit trail for HR records.

Step-by-Step: Complete a Questionnaire

Follow these steps to complete and record an Employee Performance Review Questionnaire from preparation through storage.

01

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

Employee Self-Review: Employee completes self-assessment and submits evidence.
03

Manager Evaluation: Manager scores, adds examples, and sets objectives.
04

Finalize and Store: Signatures collected; final copy filed in HR record.

Recommended Online Workflow Configuration

Suggested online workflow settings for routing, notifications, and access controls when using an e-signature platform.

Field	Configuration
Routing Order	Sequential manager approval then HR sign-off.
Authentication	Email link or SMS code; consider MFA for sensitive roles.
Notification Timing	Immediate email on assignment; reminders after 3 and 7 days.
Retention Settings	Save signed PDF to HR folder for minimum retention period.

How Electronic Submission and Storage Works

Overview of the electronic submission, approval routing, and secure storage process for completed Employee Performance Review Questionnaires.

Upload Document: Upload questionnaire template to the e-sign platform.
Assign Signers: Add employee and manager as signers with roles.
Collect Signatures: Signers authenticate and apply electronic signatures.
Archive Copy: Signed PDF and audit trail stored in HR repository.

Technical and Access Requirements for eSubmission

Ensure devices, browsers, and account permissions meet the platform's minimum requirements; check integrations for HRIS and cloud storage compatibility before deployment.

Browser Support: Modern Chrome, Edge, Safari supported.
File Formats: PDF, DOCX, and XLSX accepted.
Integrations: Connects with HRIS, Drive, and CRM.

Security and Compliance Considerations

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

Certifications: SOC 2 Type II, ISO 27001, PCI DSS.

HIPAA: Compliant with BAA required for PHI.

ESIGN/UETA: Compliant with electronic signature laws.

Audit Trails: Detailed timestamps, IPs, and action logs.

Access Controls: Role-based permissions and SSO support.

Common Preparation Pitfalls to Avoid

Incomplete evidence: Managers record ratings without examples or metrics, making ratings hard to defend during disputes or calibration; require concrete project references to improve reliability.
Inconsistent scales: Different managers interpret rating levels differently, creating calibration issues; include definitions and reviewer training to minimize variance.
Late submissions: Delayed employee or manager inputs extend review cycles and impede promotion or compensation decisions; set reminders and enforce deadlines.
Privacy overshare: Questionnaires collecting medical or sensitive data without proper HIPAA safeguards risk violations; limit sensitive fields and apply appropriate access controls.

Key Risks and Legal Consequences

Recordkeeping Errors: Can complicate terminations; preserve audit trail.

I-9 Timing: Delays risk fines under 8 CFR §274a.2.

Tax Implications: Incorrect records may affect payroll taxes; consult IRS.

HIPAA Exposure: Unauthorized health data access violates 45 CFR §164.502.

Discrimination Claims: Poor documentation weakens defense against EEOC charges.

Legal Holds: Failure to preserve records risks spoliation sanctions.

Typical Timelines and Internal Deadlines

Key timing expectations for conducting, completing, and filing Employee Performance Review Questionnaires within an organization.

Review Scheduling:

Complete annual reviews within the defined performance cycle, usually 12 months.

Self-Review Deadline:

Employees submit self-assessments at least one week before manager review.

Manager Completion:

Managers finalize evaluations within two weeks of receiving self-review.

Calibration Meeting:

HR conducts calibration within 30 days after manager submissions.

Retention Start Date:

Retention clock begins on review date or termination date.

Milestones from Preparation to Archival

Sequential milestones for preparing, completing, approving, and archiving the Employee Performance Review Questionnaire within a review cycle.

01

Preparation

Collect job descriptions, prior goals, and performance data before review.

02

Self-Assessment

Employee completes self-review with evidence and examples.

03

Manager Review

Manager evaluates, rates, and proposes goals and development plans.

04

Sign-off & Archive

Both parties sign; finalized PDF stored in HR system with audit trail.

Comparing eSignature Options for Review Workflows

Price and feature comparison for common e-signature requirements when processing Employee Performance Review Questionnaires at organizational scale.

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

Frequently Asked Questions about Electronic Reviews

Answers to frequent questions about completing, signing, and storing the Employee Performance Review Questionnaire electronically.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are legally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes where adopted. Ensure intent, consent, signer attribution, and record retention to meet legal validity standards; check state exceptions for specific document types.
Are e-signatures valid in New York?
New York uses the Electronic Signatures and Records Act (NY Tech Law §301–309) rather than UETA; electronic signatures remain valid for employment records, but confirm ESRA requirements and employer policy before relying on remote signature methods.
Do I need to notarize performance reviews?
Notarization is not customary for internal performance reviews and generally is not required. Obtain notarization only if a specific legal proceeding or jurisdictional rule demands it; notarization and RON requirements are governed by state notary law.
How long should signed questionnaires be retained?
Retain completed reviews for the employment duration plus at least three years to meet IRS and FLSA recordkeeping requirements; if records contain PHI, retain six years under HIPAA (45 CFR §164.530(j)); public companies may have longer SOX obligations.
Can employees refuse electronic records?
Under ESIGN, consumer-facing transactions require consent and a paper-option disclosure. For employment records, notify employees of electronic record policies, provide reasonable access methods, and obtain written acknowledgement if company policy or state law requires it.
What if a signature is later disputed?
Preserve the full audit trail, authentication logs, timestamps, and any identity verification evidence. Review platform records and consult legal counsel; stronger signer authentication (MFA, KBA) reduces dispute risk and strengthens admissibility.

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