Can the form be signed electronically?

Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA (adopted by most states), properly executed electronic signatures are legally enforceable for employment records provided intent and attribution are clear.

Is additional consent required for e-signatures?

Not typically for internal HR forms, but consumer-facing disclosures and certain benefits forms require ESIGN consumer disclosures and affirmative consent when the record replaces paper.

How do I correct a signed form?

Avoid altering signed originals. Create a corrected addendum or a new version with a revision note, have required parties sign the correction, and retain both documents with the audit trail.

Who must sign the Employee Performance Status?

At minimum, the direct manager and the employee should sign. HR may also sign to acknowledge receipt and filing, depending on internal policy.

Are notarization or witnesses required?

Not for routine performance records. Notarization or witnesses are only needed when the document is being used as a sworn affidavit or as required by a specific state or employer policy.

How long must I keep these records?

Retention varies: follow IRS, employment law, and industry rules. As a starting point, retain records at least 3 years after filing or termination; healthcare-related PHI requires six years under 45 CFR §164.530(j).

Electronic Signature
Templates
HR
Employee Performance Status

Employee Performance Status

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

EMPLOYEE PERFORMANCE STATUS

Personal Information

Employee Name: Employee ID:

Address

Phone: Email:

Position Information

Job Title

Department: Reporting Manager:

Employment Start Date: Current Salary/Hourly Rate:

Review Period

Review Period Start: End: Review Date:

Performance Ratings

Select the rating that best describes performance for each competency using the following scale: Outstanding; Exceeds Expectations; Meets Expectations; Needs Improvement; Unsatisfactory.

Quality of Work Productivity Communication Teamwork & Collaboration Initiative & Problem Solving Dependability & Attendance

Narrative Summary

Strengths Areas for Improvement Goals for Next Review Period Training and Development Recommended

Corrective Action / Disciplinary History

Has corrective action been issued during this period?

If yes, describe action(s) taken

Overall Performance Determination

Overall Status:

Overall Comments

Employment History

Most Recent Employer Previous Employer

Education

References (Professional)

Reference 1 Reference 2 Reference 3

Legal Disclosures & Certifications

At-Will Employment: Employment with the organization is at-will and may be terminated by either the employee or the employer at any time, with or without cause or notice, unless a written agreement signed by an authorized representative of the employer provides otherwise.

Equal Employment Opportunity: The organization provides equal employment opportunity to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, or any other characteristic protected by law.

Employee Certification

I certify that the information contained in this performance status is true and complete to the best of my knowledge. I acknowledge that I have reviewed this evaluation and have had the opportunity to discuss its content with my reviewer. My signature does not necessarily indicate agreement, but confirms receipt and discussion.

Authorization to Contact and Background Checks

I authorize the organization to contact previous employers and professional references provided herein and to conduct background screening where permitted by law. I understand such checks may include verification of employment history, education, references, and criminal and credit background consistent with my role.

Consent to background check:

Employee Response (Optional)

Employee Comments

Employee Name:

By:

Date:

Reviewer Name:

By:

Date:

What the Employee Performance Status Is and when it’s used

An Employee Performance Status is a standardized HR record that documents an employee’s role, objectives, performance ratings, and manager feedback over a defined review period. Organizations use it for annual reviews, probationary assessments, promotion decisions, performance improvement plans, and compliance with internal policies. The form captures objective measures (targets, metrics, completion dates), subjective evaluations (manager comments), and administrative data (employee ID, job title, review period) that together form an auditable personnel record.

Why a formal Employee Performance Status matters to your organization

A clear Employee Performance Status creates consistent documentation for personnel decisions, supports lawful pay and promotion processes, and preserves an auditable record for disputes or regulatory reviews. It also helps managers track development needs and align employee goals with business objectives.

Who typically completes and reviews the Employee Performance Status

Different roles interact with this document at different stages of the review lifecycle.

Human resources administrators who set the review schedule, store records, and ensure legal retention requirements are met.
Direct managers who assess performance, provide ratings, write development plans, and authorize final status.
Employees who self-rate, acknowledge the review, and provide written responses or goals for the next period.

Primary signer roles and their responsibilities

HR Manager

Responsible for issuing the form, ensuring required fields are completed, maintaining the record in the personnel file, and confirming compliance with applicable retention rules and privacy protections.

Direct Manager

Completes the substantive evaluation, records ratings and feedback, proposes development actions, and signs to confirm that the assessment reflects direct observation and documented performance metrics.

Step-by-step: completing an Employee Performance Status

Follow these sequential steps to ensure accurate, consistent completion and retention of the Employee Performance Status.

01

Prepare the form: Gather employee ID, job title, hire date, and performance metrics before starting.
02

Self-assessment: Have the employee complete their self-review and list achievements and challenges.
03

Manager review: Manager records ratings, evidence, and development recommendations with supporting examples.
04

Finalize and sign: Both manager and employee sign; HR files the final document in the personnel record.

Essential data elements to include on the form

Employee Name: Full legal name

Employee ID: Payroll or HR identifier

Job Title: Current official job title

Review Period: Start and end dates

Overall Rating: Numeric or categorical score

Signatures: Manager and employee date-signed

Typical digital workflow for e-submitting the Employee Performance Status

A standard e-submission workflow reduces manual routing and improves the audit trail for each signed review.

Upload document: HR uploads the form and maps signature, date, and rating fields.
Assign signers: Add manager and employee email addresses and signer order.
Authenticate signer: Select authentication method (email link, SMS code, or stronger option).
Complete and archive: After signatures, the system issues a signed copy and stores the audit trail.

Configuring an electronic review workflow

Key configuration settings ensure fields behave correctly and reviewers receive timely notifications.

Field	Configuration
Signature Field	Required, signer-specific, places signed image and audit metadata
Date Field	Auto-fill on signature; use MM/DD/YYYY format
Rating Scale	Dropdown or radio buttons to enforce consistent values
Conditional Fields	Show improvement plan only if rating below threshold

Technical considerations for digital completion and e-signature

Confirm platform capabilities and file formats before distributing the form to signers.

Supported formats: PDF and DOCX are standard and preserve layout
Authentication: Email/SMS codes or stronger MFA for sensitive records
Integrations: Connect with HRIS or cloud storage for central archiving

Core sections to include in a professional Employee Performance Status

A well-structured form separates evidence-based metrics from narrative feedback and includes fields that support follow-up actions and compliance.

Summary

A concise overview of role, reporting line, and review period that orients readers and defines the scope of the evaluation.

Goals & Metrics

Clear, measurable objectives with target values and the outcome achieved, enabling objective comparison across review cycles.

Performance Rating

Standardized rating fields with defined scales to ensure consistency and fairness in evaluations and later reporting.

Manager Comments

Structured narrative including examples, dates, and measurable outcomes to justify ratings and to support personnel actions.

Development Plan

Specific training, milestones, and owners with deadlines to track progress and to document agreed improvement steps.

Signatures & Dates

Signed acknowledgements from manager, employee, and HR where required to confirm receipt and acceptance of the review.

Common mistakes to avoid when preparing the form

Using inconsistent rating scales across teams, which prevents valid comparisons and can trigger grievances.
Leaving narrative feedback vague or unsupported by examples, undermining the defensibility of ratings.
Failing to capture the review period dates precisely, which creates confusion about which metrics apply.
Not preserving an unalterable signed copy and audit trail, exposing the employer in disputes or audits.

Risks of incomplete or incorrect Employee Performance Status records

Employment disputes: May weaken defense in wrongful termination claims

Payroll errors: Can cause incorrect bonus or pay adjustments

Regulatory review: Inadequate records complicate audits or compliance checks

Data privacy: Improper storage may violate HIPAA or state privacy laws

Performance bias: Inconsistent documentation increases discrimination risk

Retention failures: Missing records may breach internal policy or legal retention rules

Typical deadlines and timing to manage review cycles

Establish and publish a calendar for review distribution, sign-offs, appeals, and record retention to avoid missed deadlines.

Annual review deadline:

Organization sets a firm date for completion each fiscal or calendar year

Probationary review:

Usually occurs at 30, 60, or 90 days following hire

Improvement plan checkpoints:

Set interim milestones and one final evaluation date

Appeals window:

Define how long employees may submit rebuttals after sign-off

Record retention start:

Retention period typically begins on the document creation or signature date

Examples of how organizations use the Employee Performance Status

These brief case notes show practical use and governance around the form in real organizations.

Case Study 1

A mid-sized software firm standardized forms across teams to reduce disputes

Manager added measurable metrics to each objective
As a result, HR closed three performance-related grievances with clear, dated evidence and preserved audit logs for each signed review.

Case Study 2

A regional healthcare provider redacted PHI from personnel forms and stored supporting clinical notes separately

HR used a HIPAA-compliant e-sign provider with a BAA
This approach minimized exposure of patient data while keeping review documentation intact and auditable.

Practical tips for accurate and efficient completion

Adopt consistent processes to improve fairness, reduce risk, and make records useful for decision-making.

Use a standardized rating scale

Define scale anchors and examples so managers apply ratings consistently and employees understand expectations.

Attach objective evidence

Link or cite specific metrics, project codes, or dated deliverables to support narrative comments and ratings.

Preserve an audit trail

Retain signed PDFs and metadata (timestamp, signer IP, authentication method) to support future reviews or disputes.

Limit sensitive data

Only include PHI or student information when strictly necessary and store it under appropriate privacy protections.

eSignature provider comparison for signing Employee Performance Status forms

Basic pricing and feature indicators for common eSignature providers. Confirm current plans and features with each vendor before procurement.

	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	Yes, 7-day trial	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (Business Premium+)	Varies by plan	Varies by plan	Varies by plan	Varies by plan
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies by plan	Varies by plan	Varies by plan

FAQs — common questions about Employee Performance Status completion and e-signatures

Answers to frequent questions about validity, signatures, corrections, and storage for Employee Performance Status records.

Need help? Contact support

Can the form be signed electronically?
Yes. Under the federal ESIGN Act (15 U.S.C. §7001) and UETA (adopted by most states), properly executed electronic signatures are legally enforceable for employment records provided intent and attribution are clear.
Is additional consent required for e-signatures?
Not typically for internal HR forms, but consumer-facing disclosures and certain benefits forms require ESIGN consumer disclosures and affirmative consent when the record replaces paper.
How do I correct a signed form?
Avoid altering signed originals. Create a corrected addendum or a new version with a revision note, have required parties sign the correction, and retain both documents with the audit trail.
Who must sign the Employee Performance Status?
At minimum, the direct manager and the employee should sign. HR may also sign to acknowledge receipt and filing, depending on internal policy.
Are notarization or witnesses required?
Not for routine performance records. Notarization or witnesses are only needed when the document is being used as a sworn affidavit or as required by a specific state or employer policy.
How long must I keep these records?
Retention varies: follow IRS, employment law, and industry rules. As a starting point, retain records at least 3 years after filing or termination; healthcare-related PHI requires six years under 45 CFR §164.530(j).

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now