Can an employee refuse to sign?

Yes—an employee may decline to sign. Record the refusal in the file and have the manager sign to document that the review occurred; maintain the acknowledgement or refusal as part of the record.

Is an e-signature legally valid?

Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retention to meet legal validity standards.

Should reviews be notarized?

Notarization is generally unnecessary for internal performance reviews. Use notaries only if required by specific legal or contractual processes or by local rule.

How do I correct factual errors after signing?

Document the correction as an addendum or amended review, date it, and obtain signatures from all parties; retain both original and amended records for audit clarity.

What if a review contains medical information?

Limit medical details in personnel files. If health information is included, follow HIPAA requirements and restrict access; consult privacy counsel before sharing.

How long must reviews be kept?

Retain per your retention schedule: generally at least three years for tax-related records (IRC §6501(a)), seven years for employment disputes, and six years for HIPAA-covered records (45 CFR §164.530(j)).

Electronic Signature
Templates
HR
Employee Performance Review Template

Employee Performance Review Template

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

EMPLOYEE PERFORMANCE REVIEW

Personal Information

Employee Name:

Address Phone Email

Position Information

Job Title:

Department

Manager / Reviewer:

Review Period From: To:

Review Date:

Performance Summary

Brief summary of overall performance during the review period. Include key responsibilities and notable accomplishments.

Core Competencies and Ratings

Use the scale: 5 = Exceptional, 4 = Exceeds Expectations, 3 = Meets Expectations, 2 = Needs Improvement, 1 = Unsatisfactory.

Quality of Work

Rating: 5 4 3 2 1

Communication

Rating: 5 4 3 2 1

Teamwork / Collaboration

Rating: 5 4 3 2 1

Initiative / Problem Solving

Rating: 5 4 3 2 1

Goals and Achievements

Goals from Prior Review Achievement Notes Objectives and Development Goals (Next Review Period)

Development Plan & Training

Required Training / Development Actions Target Completion Dates

Attendance / Punctuality

Rating: 5 4 3 2 1

Overall Rating & Manager Summary

Overall Rating: 5 4 3 2 1

Employee Comments

Employee may respond to the review and provide additional comments below.

Employment History (At least two previous employers)

Previous Employer 1 - Company Title / Role Dates Employed Primary Responsibilities Reason for Leaving Previous Employer 2 - Company Title / Role Dates Employed Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 - Name Reference 2 - Name Reference 3 - Name

Legal Disclosures & Acknowledgments

At-Will Employment: This review is administrative in nature and does not alter the at-will employment relationship between the employer and employee. Either the employer or the employee may terminate employment at any time, with or without cause or notice, unless otherwise provided in a written agreement signed by an authorized company representative.

Equal Opportunity: The company provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable law. Performance assessments are intended to be applied fairly and consistently.

Review Confidentiality and Record: This performance review and any attachments will be maintained in the employee's personnel file and used for personnel actions including promotions, compensation planning, and development. The review may be disclosed internally on a need-to-know basis consistent with applicable policy and law.

Authorization: Employee authorizes the employer to contact prior employers and listed references for purposes of verifying employment history, job performance, and other information relevant to employment. Where permitted by law, the employer may obtain background information and verify the contents of this review and the records relied upon in preparation of the review.

Certification: I certify that the information provided in this review (including any statements appended by me) is true and complete to the best of my knowledge, and I acknowledge receipt of this review. I further acknowledge I have had the opportunity to discuss this review with my manager and to provide my comments.

Employee Printed Name:

By:

Date:

Manager Printed Name:

By:

Date:

What the Employee Performance Review Template Is

An Employee Performance Review Template is a standardized document organizations use to evaluate an employee’s job performance, document goals, and record feedback. It typically captures role details, performance ratings, accomplishments, development needs, and agreed next steps. Templates help ensure consistent evaluations across managers and departments, support HR recordkeeping, and form the basis for promotion, compensation, or corrective actions. When used with an audit trail and date-stamped signatures, the template also provides verifiable documentation of discussions and decisions for future reference and compliance.

Why a Standardized Review Template Matters

Using a structured template ensures consistent criteria, reduces bias, and creates a clear record of expectations and outcomes. Standardization saves time for managers and HR while improving comparability across roles and review periods.

Who Completes and Relies on This Template

HR teams, direct managers, and employees typically use the template to document performance and plan development.

HR managers: maintain templates, centralize records, and ensure legal compliance across the organization.
Direct supervisors: assess performance against objectives, set goals, and document coaching notes.
Employees: review feedback, acknowledge receipt, and confirm development plans or corrective actions.

Essential Sections to Include

A complete template balances objective ratings, narrative feedback, and development actions to be defensible and useful.

Employee Details

Include legal name, job title, department, manager name, and employee ID to uniquely identify the record for HR systems and audits.

Review Period

Specify the exact start and end dates for the evaluation period so accomplishments and metrics map to a defined timeframe.

Performance Criteria

List measurable competencies and goals with rating scales and space for examples to support each rating decision.

Narrative Feedback

Provide a balanced written assessment of strengths and areas for improvement with specific examples and manager observations.

Development Plan

Capture agreed training, mentoring, specific actions, owners, and target dates so progress can be tracked and revisited.

Signatures and Dates

Include signature blocks for employee, reviewer, and HR with date fields to confirm discussion, receipt, and acknowledgement.

Step-by-Step: Completing the Review

Follow these steps to complete a clear, compliant review and assure records are retained correctly.

01

Open template: Load the current official template from HR.
02

Enter employee data: Fill name, title, and review period accurately.
03

Assess criteria: Rate each competency and add supporting examples.
04

Sign and save: Obtain signatures and store the final record in HRIS or secure archive.

Configuring the Digital Review Workflow

When digitizing, configure roles, notifications, and routing so reviews proceed automatically and remain auditable.

Field	Configuration
Template Name	Use consistent naming like 'Performance Review – Annual'.
Assign Roles	Reviewer, secondary approver, HR reviewer, employee signer.
Notification Rules	Email reminders at 7 and 2 days before due date.
Routing Order	Reviewer → Manager approver → HR final review.

Where to File and Who Receives a Copy

Define the routing and final storage location so the document is discoverable for HR, payroll, and legal purposes.

HR Personnel File: Store the signed review in the central HRIS record.
Employee Copy: Provide employee a dated copy for their records.
Manager File: Manager retains a copy for development follow-up.
Payroll/Compensation: Send approved reviews to payroll if linked to pay changes.

Digital Delivery and Technical Requirements

Choose a platform that supports secure e-signatures, role-based routing, and audit trails.

File Formats: PDF, DOCX supported for templates and export.
Authentication: Email link or SMS code for signer identity verification.
Integrations: Integrate with HRIS, MS 365, Google Workspace, or NetSuite.

Timelines and Deadlines to Observe

Set clear deadlines for review completion, employee acknowledgement, and HR file upload to avoid compliance gaps.

Annual Review Window:

Complete within the specified yearly review period.

Probation Check:

Conduct probation review 30 days before probation end.

Signature Deadline:

Obtain signatures within 14 days of the review meeting.

Correction Window:

Allow 7 days for employee comment or factual corrections.

HR Filing:

Upload final signed record within 30 days of signatures.

Common Mistakes to Avoid

Using vague performance language without examples, which weakens the record’s defensibility and hampers employee development.
Failing to document the review period and specific goals, creating ambiguity about what evidence supports ratings.
Letting reviews remain unsigned or delaying signatures, which undermines proof of discussion and receipt.
Inconsistent rating scales across teams, increasing risk of perceived unfairness and potential discrimination claims.

Risks of Poor Documentation

Discrimination Claims: Higher legal exposure.

Record Gaps: Loss of defensible evidence.

Payroll Errors: Incorrect compensation adjustments.

Regulatory Noncompliance: Industry fines or audits.

Employee Relations: Increased grievance filings.

Data Breach: Privacy liability if unsecured.

Required and Sensitive Data Elements

Employee ID: Unique identifier

Review Dates: Start and end

Ratings: Competency scores

Manager Notes: Feedback summary

Signatures: Employee and reviewer

Confidential Flags: HIPAA-sensitive yes/no

Practical Examples of Use

Two common real-world scenarios show how the template supports development and documentation needs.

Mid-Year Development Review

Manager documents progress against quarterly KPIs with clear examples of work completed

Provides one concrete achievement per KPI
The employee and manager agree on a training plan and timelines; HR receives the signed copy for the central personnel file and schedules follow-up checkpoints.

Formal Performance Improvement

Reviewer records objective performance shortfalls with dates and evidence

States measurable improvement targets and monitoring frequency
Employee acknowledges receipt, HR logs the signed plan, and the improvement period is tracked with documented check-ins to support any future employment actions.

Who Signs and Approves Reviews

HR Manager

Responsible for final template oversight, ensuring consistency and that reviews meet policy; maintains the official personnel file and supports legal discovery requests.

Direct Supervisor

Completes the substantive evaluation, discusses outcomes with the employee, and signs to confirm the review took place and that the development plan was communicated.

eSignature Vendor Pricing Snapshot

Comparing vendor starting prices and core features helps select the right plan for digitizing reviews and approvals.

	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	No	No	Yes, limited	Yes, limited
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions

Answers to common questions about completing, signing, and storing performance reviews in digital form.

Need help? Contact support

Can an employee refuse to sign?
Yes—an employee may decline to sign. Record the refusal in the file and have the manager sign to document that the review occurred; maintain the acknowledgement or refusal as part of the record.
Is an e-signature legally valid?
Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. §7001) and UETA where adopted. Ensure intent, consent, attribution, and retention to meet legal validity standards.
Should reviews be notarized?
Notarization is generally unnecessary for internal performance reviews. Use notaries only if required by specific legal or contractual processes or by local rule.
How do I correct factual errors after signing?
Document the correction as an addendum or amended review, date it, and obtain signatures from all parties; retain both original and amended records for audit clarity.
What if a review contains medical information?
Limit medical details in personnel files. If health information is included, follow HIPAA requirements and restrict access; consult privacy counsel before sharing.
How long must reviews be kept?
Retain per your retention schedule: generally at least three years for tax-related records (IRC §6501(a)), seven years for employment disputes, and six years for HIPAA-covered records (45 CFR §164.530(j)).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now