Are electronic signatures valid?

Yes. Electronic signatures meet the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted if intent, consent, attribution, and record retention are satisfied; exceptions (wills, some court filings) remain excluded.

Who must sign the record?

Typically the manager and the employee sign to acknowledge the review; HR may also co-sign for filing. Signatory roles should align with internal approval policies to ensure authority and traceability.

What if an employee disputes content?

Document the dispute on the form, include employee comments, and follow the organization's appeal or reconciliation process. Retain all versions and communications to preserve an audit trail for future review.

Can reviews include protected health data?

Only include PHI when necessary; apply HIPAA safeguards and execute required authorizations. Retain PHI-related documentation for six years per 45 CFR §164.530(j) when HIPAA applies.

How do I correct a signed review?

Create a dated amendment or corrected record that references the original, capture signatures acknowledging the change, and archive both versions to preserve the chain of custody.

What authentication is recommended?

Use email-based links for routine reviews; apply stronger authentication (SMS code, SSO, or KBA) for sensitive roles or when state rules require higher assurance.

Electronic Signature
Templates
Miscellaneous
Employee Periodic Review Record

Employee Periodic Review Record

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

Employee Periodic Review Record

Employer Name:

Employer Address Employee Name

Employee ID

Position / Title

Department

Supervisor / Reviewer

Recitals

WHEREAS, Employer and Employee are parties to an employment relationship and desire to document periodic performance evaluations for the purpose of recording performance, setting objectives, and establishing any resulting compensation adjustments or action plans; and

WHEREAS, the parties agree that the review recorded in this document constitutes the formal evaluation covering the stated review period and shall be retained as an official personnel record; and

WHEREAS, this Record also memorializes certain administrative terms governing incentives or adjustments that may flow from the review, subject to Employer policy and approvals described below.

Scope of Review

The scope of the review includes performance during the review period; measurement against objectives and competencies; recommended actions; and any compensation or disciplinary recommendations. Specify additional scope or limitations below.

Scope of Work

Review Details

Review Period From:

To:

Review Date:

Core Competencies and Ratings (1 = Unsatisfactory; 5 = Outstanding)

Job Knowledge:

Quality of Work:

Communication:

Teamwork:

Attendance & Punctuality:

Overall Rating Summary of Performance Strengths Areas for Improvement Goals / Objectives (Next Review Period) Development Plan

Payment Terms (If Applicable)

Any incentive, bonus or adjustment that flows from this review is subject to this Payment Terms section and final administrative approval. The Employer reserves the right to modify, delay, or cancel any payment in accordance with company policy.

Incentive or Adjustment Amount Payment Schedule Late Payment Fee

Term and Termination

This Record is effective for the period identified below and remains part of the employee's personnel file until superseded by a subsequent review or otherwise removed in accordance with company policy.

Agreement Start Date:

Agreement End Date:

Notice Period for Termination

Confidentiality

Both parties acknowledge that information disclosed during the review process, including performance assessments, compensation recommendations, and development plans, may contain confidential business and personnel information. Employee and Employer shall maintain confidentiality of such information in accordance with applicable policies and shall not disclose confidential information to third parties except as required by law or authorized in writing by the other party.

Governing Law

This Record and any disputes arising out of it shall be governed by and construed in accordance with the laws of the state of without regard to its conflict of laws principles.

Entire Agreement

This Record, together with any referenced company policies or attachments expressly incorporated by reference herein, constitutes the entire understanding between the parties with respect to the subject matter and supersedes all prior verbal or written agreements relating to the same. Any modification must be in writing and signed by both parties.

Employee and Reviewer Comments

Employee Comments Reviewer Comments

Employer Representative (Print Name):

By:

Date:

Employee (Print Name):

By:

Date:

What the Employee Periodic Review Record Is

The Employee Periodic Review Record is a formal HR document used to capture an employee's performance evaluation at regular intervals. It records dates, reviewer and employee inputs, objective ratings, developmental goals, training needs, and any corrective actions. Organizations use the record to support promotion, compensation, compliance, and personnel decisions, and to document performance trends over time. When completed consistently, the record becomes part of the employee file and supports regulatory retention requirements, internal audits, and lawful employment decisions.

Why a Structured Review Record Matters

A consistent Employee Periodic Review Record reduces ambiguity, creates an auditable trail of performance decisions, and helps HR enforce equitable processes. It supports compliance with recordkeeping rules, provides evidence for promotions or disciplinary actions, and standardizes data for workforce planning and analytics.

Who Completes and Reviews This Record

The form is completed by managers with input from the employee and is retained by HR for personnel files.

Managers and supervisors who oversee performance and prepare ratings for compensation or promotion decisions.
HR professionals who store records, ensure retention compliance, and use data for workforce reporting.
Employees who provide self-assessments, acknowledge feedback, and confirm agreed development plans.

Using the form consistently across departments helps ensure fairness and creates a single source of truth for employment history.

Step-by-Step: Completing the Review Record

Follow this sequence to gather data, complete ratings, and finalize the Employee Periodic Review Record consistently.

01

Prepare: Collect job description, prior reviews, and recent performance data.
02

Self-Assessment: Ask the employee to complete a self-review before the meeting.
03

Manager Evaluation: Complete ratings and evidence-based comments on each competency.
04

Finalize: Discuss outcomes with the employee, get signatures, and file the record.

Essential Elements of a Professional Review Record

A well-structured Employee Periodic Review Record includes fields and sections that support clarity, consistency, and defensible HR decisions.

Header

Employee identifiers, job title, department, and review period clearly displayed to link the document to personnel and payroll files for auditability and retrieval.

Rating Scale

A defined numeric or descriptive scale with guidance for raters to reduce variance and enable consistent interpretation across managers and departments.

Supporting Evidence

Concise examples or objective metrics that justify ratings, reducing reliance on subjective language and improving defensibility of performance actions.

Development Plan

Specific, measurable actions, target dates, and owners for each development item to facilitate follow-up and training investment tracking.

Signatures

Reviewer and employee signatures plus dates to confirm discussion, acceptance, or recorded dissent; include space for HR acknowledgement when required.

Attachments

Optional supporting documents such as goal trackers, disciplinary notices, and training records appended with clear file names and dates.

Required Identifiers and Record Metadata

Employee Name: Full legal name

Employee ID: HR/payroll identifier

Review Dates: Start and end dates

Reviewer Info: Name and title

Signatures: Reviewer and employee

Document ID: Unique file identifier

Consequences of Incomplete or Incorrect Records

Employment Disputes: Missing evidence

Regulatory Noncompliance: Retention lapses

Payroll Errors: Mislinked records

Biased Decisions: Inconsistent ratings

Legal Exposure: Weak defense

Data Breach: Unauthorized access

Common Preparation Errors to Avoid

Using ambiguous language or qualitative adjectives without supporting facts makes ratings hard to defend and complicates performance improvement tracking.
Failing to align the review period to payroll or project timelines causes mismatched incentives and inaccurate historical comparisons.
Omitting reviewer sign-off or date leaves the record open to dispute and weakens the audit trail for disciplinary or promotion decisions.
Storing paper-only copies without a consistent digital backup risks loss, delayed retrieval, and noncompliance with retention policies in audits.

How Electronic Completion and Routing Works

An eSubmission workflow streamlines collection, approval, and storage while capturing an audit trail for every step.

Upload: HR uploads the review template to the signing platform.
Assign: Place fields and designate reviewer and employee signers.
Authenticate: Signers verify identity via email or stronger methods.
Finalize: Signed copy and audit trail saved to HR records.

Recommended Digital Workflow Settings

Configure the electronic workflow to match your approval order, authentication needs, and retention targets before sending reviews at scale.

Field	Configuration
Routing Order	Sequential: manager then employee then HR
Authentication	Email link by default; SMS or 2FA for sensitive roles
Reminders	Automated reminders at 3 and 7 days
Archive Location	Secure HR document repository with access controls

Technical and Integration Considerations

Choose a platform that supports your document format, integrations, and compliance requirements before enabling organization-wide eCompletion.

Formats Supported: PDF and DOCX
Integrations: HRIS and cloud storage
Authentication: Email, SMS, or SSO

Integrations (HRIS, payroll, and cloud storage) reduce manual steps, improve record linking, and simplify long-term retention and retrieval.

Typical Review Timelines and Deadlines

Common timing events for periodic reviews and related processes help you plan notifications and filing obligations.

Annual Review Cycle:

Conduct once per year aligned to fiscal or calendar year.

Probationary Review:

Complete at 30, 60, and 90 days for new hires.

Promotion Review:

Initiate prior to promotion effective date for salary changes.

PIP Checkpoints:

Document scheduled progress reviews during performance improvement plans.

Record Filing:

File finalized review in employee record within 7 business days.

Key Milestones in the Review Cycle

Sequence the review with clear milestones so stakeholders know when to act and what documentation to provide.

01

Preparation Stage

Collect prior reviews, metrics, and recent feedback before the meeting.

02

Employee Input

Employee completes a self-assessment and submits supporting materials.

03

Manager Assessment

Manager completes ratings, adds evidence, and drafts development actions.

04

Finalization

Signatures captured, attachments appended, and record archived.

Common Questions About the Review Record

Answers to frequent queries about validity, storage, corrections, and electronic signatures for Employee Periodic Review Records.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures meet the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted if intent, consent, attribution, and record retention are satisfied; exceptions (wills, some court filings) remain excluded.
Who must sign the record?
Typically the manager and the employee sign to acknowledge the review; HR may also co-sign for filing. Signatory roles should align with internal approval policies to ensure authority and traceability.
What if an employee disputes content?
Document the dispute on the form, include employee comments, and follow the organization's appeal or reconciliation process. Retain all versions and communications to preserve an audit trail for future review.
Can reviews include protected health data?
Only include PHI when necessary; apply HIPAA safeguards and execute required authorizations. Retain PHI-related documentation for six years per 45 CFR §164.530(j) when HIPAA applies.
How do I correct a signed review?
Create a dated amendment or corrected record that references the original, capture signatures acknowledging the change, and archive both versions to preserve the chain of custody.
What authentication is recommended?
Use email-based links for routine reviews; apply stronger authentication (SMS code, SSO, or KBA) for sensitive roles or when state rules require higher assurance.

Comparing eSignature Pricing and Caps for Review Workflows

Typical plan and feature differences for common eSignature providers. signNow is listed first per vendor comparison standards.

	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	Varies	Varies	Varies
Bulk Send	Yes (premium)	Varies	Varies	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

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