Can this form be signed electronically?

Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are valid for employment records. Ensure the signer’s intent, consent to electronic records, attribution, and reliable retention are demonstrated.

Is employee consent required for eRecords?

For consumer-facing financial or healthcare records a formal ESIGN consumer disclosure may be needed. For internal HR forms, document consent and retention capability to satisfy ESIGN/UETA criteria.

What if the employee refuses to sign?

Note the employee’s refusal on the form, sign as the manager attesting delivery of feedback, and file the record. Persistent refusal should be handled per HR policy and documented.

How to handle health-related notes?

Segregate medical details from general performance comments and store them in restricted records following HIPAA when applicable and ADA guidance for disability information.

Who should retain the signed copy?

HR should retain the official personnel file copy; the manager and employee may hold copies for reference. Maintain retention consistent with IRS, EEOC, and state requirements.

Are notarization or witnesses required?

Not for routine probation check-ins. Notarization is typically unnecessary unless the document will be used as sworn evidence; check state rules if notarization is contemplated.

Electronic Signature
Templates
HR
Employee Probation Check-in

Employee Probation Check-in

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

EMPLOYEE PROBATION CHECK-IN

Employee Name: Employee ID:

Personal Information

Home Address Phone Email

Position Information

Job Title: Department:

Reporting Manager: Hire Date:

Current Compensation

Probation Period Details

Probation Start Date: Scheduled End Date: Length (months):

Performance Evaluation

The reviewer shall evaluate the employee on the core competencies below. For each competency provide a numeric rating (1 = Unsatisfactory, 5 = Exceptional) and supporting comments.

Quality of Work — Rating (1-5) Productivity & Time Management — Rating (1-5) Teamwork & Communication — Rating (1-5) Initiative & Problem Solving — Rating (1-5)

Attendance & Conduct

Instances of tardiness in probation period: Unscheduled absences:

Behavior / Conduct Comments

Training and Development

Training Completed During Probation Development Plan / Goals

Target completion date for development goals:

Outcome & Recommendation

Employee successfully completed probation and will continue employment under standard terms.
Probation extended. New scheduled end date:
Employment to be terminated at end of probation. Proposed termination date:

Additional Reviewer Comments and Recommendation

Employment History (Prior Employers)

Employer 1 — Company Employer 2 — Company

Education

Professional References

Reference 1 Reference 2 Reference 3

Legal Disclosures & Authorizations

At-Will Employment: Employment with the company is at-will. Either the employee or the company may terminate the employment relationship at any time, with or without cause or advance notice, except where otherwise prohibited by law.

Equal Opportunity: The company provides equal employment opportunity and will not discriminate on the basis of any protected characteristic as defined by applicable law.

Authorization: I authorize the company to contact prior employers and references and to obtain background checks as permitted by applicable law. I authorize those parties to provide truthful information about my employment and qualifications.

I consent to contact of prior employers and to background checks as described above.

Employee Certification

I certify that the information provided in this check-in is true, accurate, and complete to the best of my knowledge. I acknowledge that falsification of information may result in disciplinary action up to and including termination. I understand that this document will be retained in my personnel file.

Employee acknowledges and certifies the foregoing.

Employee:

By:

Date:

Manager/Reviewer:

By:

Date:

What an Employee Probation Check-in Is and When It’s Used

An Employee Probation Check-in is a structured review that documents performance, training progress, workplace fit, and any corrective actions during an employee’s probationary period. Employers use the form to record outcomes from scheduled check-ins (for example at 30, 60, or 90 days), summarize manager feedback, note employee questions or concerns, and set follow-up goals. The check-in creates an auditable record that supports consistent onboarding decisions and helps demonstrate that evaluations were applied uniformly across employees.

Why a Formal Probation Check-in Adds Value

A formal check-in clarifies expectations, documents performance issues early, and creates an objective record that supports later HR decisions. Proper documentation reduces legal risk and improves coaching outcomes when paired with consistent timelines and measurable goals.

Who Typically Completes and Reviews This Check-in

Managers and HR professionals commonly complete the form after a scheduled review; the document is shared with the employee and retained in personnel records.

Hiring managers conducting routine probation reviews and setting performance goals.
Human resources staff who track probation outcomes and retain personnel files.
Employees receiving feedback and confirming understanding of expectations.

Use a standardized version across the organization to ensure consistent evaluation criteria and defensible recordkeeping.

Essential Elements to Include in a Professional Check-in

A complete check-in combines objective performance metrics with qualitative feedback, a clear action plan, and confirmation of receipt by the employee.

Employee Details

Full legal name, job title, department, and employee ID to accurately link the check-in to personnel records and payroll systems.

Review Period

Clear start and end dates for the probationary period and the date of this check-in to establish timing for future milestones.

Performance Metrics

Objective measures or KPIs used to evaluate role-specific performance, with space for scored ratings and manager comments.

Feedback Summary

Manager observations, strengths, areas for improvement, and examples that support conclusions reached during the review.

Action Plan

Specific next steps, owner(s), deadlines, and training or resources required to address gaps or continue positive performance.

Signatures

Manager and employee signature lines and dates to confirm discussion and mutual understanding of the outcomes and expectations.

Required Fields to Capture

Employee Name: Full legal name

Job Title: Role at time of review

Review Date: MM/DD/YYYY

Evaluator: Manager name and title

Outcome: Pass | Extend | Terminate

Signatures: Manager and employee initials

Step-by-step: completing a probation check-in

Follow these sequential steps when preparing, conducting, and filing a probationary check-in to ensure consistency and compliance.

01

Prepare: Gather job description, KPIs, and any prior feedback.
02

Meet: Hold a face-to-face or virtual discussion with the employee.
03

Document: Complete the form with ratings, comments, and action plan.
04

File: Store signed copy in HR personnel file and share employee copy.

How to set up an online check-in workflow

Configure an electronic workflow that routes the check-in form from manager to HR with required authentication and retention settings.

Field	Configuration
Form Template	Create a reusable template with required fields and conditional sections.
Routing Order	Manager signs first, then HR acknowledges and files.
Authentication	Use email plus optional SMS code for signer verification.
Retention Policy	Auto-save to secure HR storage with audit trail.

Where completed check-ins should be sent and stored

Route signed check-ins to the correct destinations to maintain compliance and ensure accessibility for future reference.

Employee Copy: Provide the employee a signed PDF for their records.
HR File: Save the signed document in the central HR personnel folder.
Manager Records: Manager retains a working copy for coaching follow-up.
Legal Hold: If litigation is possible, notify legal and preserve records.

Digital delivery and platform integration considerations

Choose a platform that supports secure eSigning, audit trails, and integration with HR systems.

Integrations: Salesforce | Workday | NetSuite
File Formats: PDF, DOCX, HTML
Security: TLS 1.2/1.3 and AES-256

Typical check-in cadence and deadlines

Establish a standard schedule for check-ins and follow-ups to ensure consistent performance evaluation across new hires.

Initial Check-in:

30 days after hire to confirm orientation progress

Midpoint Review:

60 days to evaluate performance trends and training needs

End of Probation:

90 days to decide outcome: confirm, extend, or terminate

Follow-up:

30 days after action plan start to assess improvements

Documentation Deadline:

File completed form within 5 business days of the meeting

Key milestones in the probation lifecycle

Track these milestones to maintain an auditable timeline from hire through final probation decision.

01

Hire Date

Employee start date recorded and probation period begins.

02

Scheduled Reviews

Planned 30/60/90-day meetings recorded on calendar.

03

Final Decision

Manager and HR document outcome and rationale.

04

Record Retention

Signed form saved per retention policy and legal needs.

Common mistakes when preparing probation check-ins

Using informal notes instead of a standardized form, which creates inconsistent evidence across employees and weakens defensibility.
Failing to provide concrete examples to support performance ratings, making coaching and disciplinary steps hard to justify.
Not obtaining employee acknowledgment of the review, which can lead to disputes over whether feedback was delivered.
Delaying upload of the signed check-in to personnel files, exposing the employer to retention and discovery challenges.

Risks of incomplete or incorrect check-ins

Discrimination Claims: Increased risk without objective documentation

Wrongful Termination: Insufficient records can weaken employer defense

I-9 Compliance: Errors may trigger DHS paperwork fines

Wage Issues: Misclassification risk under FLSA

Privacy Breach: Employee health notes may implicate HIPAA

Record Loss: Poor retention can block legal discovery

Real-world examples of check-in benefits

These examples illustrate how documented check-ins improved clarity and process for different organizations.

Martin Properties

At Martin Properties the team standardized check-ins to reduce onboarding time and clarify expectations for field staff.

Managers used the form at 30 and 90 days to log site readiness and training completion.
The structured process reduced repeated questions and created a clear record for leasing and property management decisions, supporting smoother handoffs between operations and HR.

Fertility Centers of Illinois

Fertility Centers used electronic check-ins to manage clinician onboarding while protecting sensitive health information.

They combined the form with a HIPAA addendum and secured storage.
The approach preserved an auditable trail of training and privileges while limiting clinical detail in general HR records, simplifying audits and staffing decisions.

Who signs and approves the final check-in

Manager

The direct manager completes the substantive evaluation, documents examples and action items, and signs to attest the discussion occurred. The manager is responsible for following up on agreed training or performance plans.

HR Representative

An HR staff member reviews the completed form for policy compliance, adds any required HR notes, and files the record in the employee personnel folder to maintain centralized retention and auditability.

Practical tips for consistent and defensible check-ins

Apply these practices to maintain fairness and reduce legal exposure while improving coaching outcomes.

Standardize the Form

Use a single template across the organization with defined rating scales and example behaviors. Consistent forms make comparisons fairer and strengthen documentation in case of disputes.

Train Managers

Provide brief training on objective feedback, documenting examples, and avoiding evaluative language tied to protected characteristics. Effective training reduces bias and improves record quality.

Use Timely Documentation

Complete and file the signed check-in within a defined number of business days. Prompt filing preserves contemporaneous evidence and makes follow-up easier.

Protect Sensitive Data

Limit medical or disability details to a separate, access-restricted file and follow HIPAA and ADA guidance when handling health-related information.

eSignature platform comparison for processing Employee Probation Check-ins

Platform selection affects cost, integrations, and compliance. The table compares starting price and key capabilities across common providers, with signNow listed first.

	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 (Business Premium)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

FAQs and troubleshooting for Employee Probation Check-ins

Answers to frequent questions about completing, signing, and storing probation check-ins in a compliant, defensible way.

Need help? Contact support

Can this form be signed electronically?
Yes. Under the ESIGN Act (15 U.S.C. ch. 96) and UETA, electronic signatures are valid for employment records. Ensure the signer’s intent, consent to electronic records, attribution, and reliable retention are demonstrated.
Is employee consent required for eRecords?
For consumer-facing financial or healthcare records a formal ESIGN consumer disclosure may be needed. For internal HR forms, document consent and retention capability to satisfy ESIGN/UETA criteria.
What if the employee refuses to sign?
Note the employee’s refusal on the form, sign as the manager attesting delivery of feedback, and file the record. Persistent refusal should be handled per HR policy and documented.
How to handle health-related notes?
Segregate medical details from general performance comments and store them in restricted records following HIPAA when applicable and ADA guidance for disability information.
Who should retain the signed copy?
HR should retain the official personnel file copy; the manager and employee may hold copies for reference. Maintain retention consistent with IRS, EEOC, and state requirements.
Are notarization or witnesses required?
Not for routine probation check-ins. Notarization is typically unnecessary unless the document will be used as sworn evidence; check state rules if notarization is contemplated.

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