Missing Signature or Date

If a signature or date is missing, return the form to the signer for completion and record the version change. For electronic signatures, use the audit trail to show the attempted signing event and obtain a corrected signature to avoid evidentiary gaps.

Disputed Rating or Comments

Document the basis for ratings with specific examples and data. Offer the employee an opportunity to add a written response to the record; maintain both documents together to preserve context for future disputes.

Can evaluations be e-signed?

Yes: electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure signer intent, consent to electronic records, attribution, and reliable retention to satisfy legal validity tests.

Handling PHI in evaluations

Avoid placing protected health information in routine evaluations. When PHI is necessary, limit access, execute a BAA with the e-sign provider, and follow HIPAA retention rules (45 CFR §164.530(j)).

Correcting completed forms

Do not overwrite signed records. Create an amended evaluation that references the original, include the reason for amendment, and obtain signatures on the amendment to preserve auditability.

Access and retention questions

Follow company retention policy aligned with federal rules (IRS 3 years, I-9 3 years or 1 year after termination) and restrict access by role; consult counsel for retention beyond standard periods.

Electronic Signature
Templates
HR
Employee Probationary Evaluation

Employee Probationary Evaluation

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

Employee Probationary Evaluation

Employee Name: Employee ID: Position:

Personal Information

Full Legal Name Address Phone Email

Position Information

Job Title Department Reporting Manager

Hire Date: Probation Start Date: Probation End Date:

Salary / Rate

Employment History (Most Recent)

Employer 1 — Company Title / Role

Dates Employed: From to

Primary Responsibilities Reason for Leaving

Employment History (Prior)

Employer 2 — Company Title / Role

Dates Employed: From to

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date Additional Training / Certifications

References

Reference 1 Reference 2 Reference 3

Probationary Performance Evaluation

Performance Period: From to

Rating Scale

Outstanding / Exceeds Expectations / Meets Expectations / Needs Improvement / Unsatisfactory

Quality of Work Productivity / Quantity Attendance / Punctuality Initiative / Problem Solving Communication / Teamwork Overall Performance Rating Manager Comments (Required) Employee Comments (Optional)

Recommendation

Pass probation and continue employment

Extend probation for days (document performance goals below)

Terminate employment effective

Required Development / Performance Plan (if applicable)

Legal Disclosures & Acknowledgements

At-Will Employment: Employment with the company is at-will unless a written contract signed by an authorized representative expressly states otherwise. This evaluation does not alter the at-will nature of employment and does not constitute a promise of continued employment for any specific duration.

Equal Opportunity: The company provides equal employment opportunity without regard to race, color, religion, sex, national origin, age, disability, or other protected characteristics as required by law. Employment decisions are based on business needs, job requirements and individual qualifications.

Authorization: By signing below, the employee authorizes the company to verify any employment history and education provided in this form and to conduct background or reference checks as permitted by law. The employee also certifies that the information provided in this evaluation where applicable is true and complete to the best of their knowledge.

Applicant / Employee Certification: I certify that I have reviewed this evaluation, that I have had the opportunity to discuss its contents with my manager, and that I understand the statements contained herein. My signature does not necessarily indicate agreement with the evaluation but acknowledges receipt and review.

Authorization to Contact: I authorize the company to contact previous employers and references listed above for the purpose of verifying past employment and performance.

Signatures

Employee Printed Name:

By:

Date:

Manager Printed Name:

By:

Date:

What the Employee Probationary Evaluation Is

An Employee Probationary Evaluation is a formal HR record used to assess a new hire's performance during a defined trial period, typically 30–180 days. It documents objective performance metrics, behavioral competencies, training needs, and a recommended disposition at probation end. The evaluation creates a record for promotion or termination decisions, supports consistent performance management, and helps reduce legal risk by documenting supervisory observations and corrective actions.

Why a Structured Probationary Evaluation Matters

A consistent evaluation process clarifies expectations, improves fairness, and documents decisions that can reduce employment disputes. Electronically completed evaluations facilitate secure storage, reliable audit trails, and legal admissibility under e-signature law such as the ESIGN Act (15 U.S.C. ch. 96) and state UETA statutes.

Who Prepares and Reviews These Evaluations

HR teams, direct supervisors, and hiring managers typically prepare and review probationary evaluations as part of onboarding and performance management.

HR administrators: ensure form versions, retention, and privacy controls are applied.
Hiring managers: complete subjective assessments, set development plans, and recommend outcomes.
Payroll/People Ops: retain records for compliance and future reference.

Completed evaluations are routed to the employee file and shared with the employee and relevant HR or management staff per company policy.

Primary Signers and Stakeholders

HR Manager

Typically owns the evaluation template, verifies completion, enforces retention rules, and ensures redaction or restricted access when evaluations contain sensitive information.

Hiring Manager

Completes the substantive assessment, documents examples of performance or shortcomings, proposes development or separation actions, and signs to attest to factual accuracy.

Essential Fields to Include

Employee Name: Full legal name

Employee ID: Company ID or masked SSN

Job Title: Official position title

Probation Dates: Start and end dates

Performance Ratings: Numeric or scale values

Supervisor Signature: Signed and dated

Step-by-Step: Completing the Evaluation

Follow a clear sequence to ensure accuracy and defensibility: confirm employee data, complete objective metrics, add narrative examples, propose next steps, and obtain signatures.

01

Confirm Identity: Verify full legal name and employee ID before entering data.
02

Record Dates: Enter probation start and end as MM/DD/YYYY.
03

Rate Performance: Apply consistent rating scales to each criterion.
04

Sign and Archive: Supervisor signs; route to HR for secure storage.

Configuring an Online Evaluation Workflow

Set up routing, fields, and authentication to match your HR process and compliance needs.

Field	Configuration
Auto-fill Employee	Use HRIS merge tags to populate name and ID
Reviewer Order	Set hiring manager then HR approver
Authentication	Enable email + optional SMS code
Retention Tag	Apply record type and retention policy

Where Completed Evaluations Should Be Sent

Route signed evaluations to the correct systems and personnel to maintain compliance and ensure availability for HR decisions and audits.

HR File: Upload to confidential HR personnel folder
Employee Copy: Provide the employee a signed PDF
Manager Records: Store a copy with the supervisor for follow-up
HRIS Integration: Sync summary fields into the HRIS

Technical and Platform Considerations

Choose formats and integrations that align with your security controls and HR systems before digitizing evaluations.

Formats: PDF, DOCX supported
Integrations: Salesforce, NetSuite, Google Workspace
Security: TLS in transit, AES-256 at rest

Typical Timelines and Deadlines

Common probation checkpoints and administrative deadlines help standardize reviews and ensure timely outcomes.

Initial Checkpoint:

30 days — early feedback and training adjustments

Midpoint Review:

60–90 days — documented progress and next steps

Final Review:

End of probation — decision to retain or separate

Appeal Window:

Typically 5–14 days per internal policy

I-9/Payroll Sync:

Complete any required employment verification within federal timelines

Key Milestones During the Probation Period

Track milestones from onboarding to the final decision to ensure each review is documented and actionable.

01

Probation Start

Employee begins role and initial expectations are set.

02

First Feedback

Supervisor documents early performance and training needs.

03

Mid-Probation Review

Formal review of metrics and behavioral competencies.

04

End-of-Probation Decision

Final recommendation and signatures recorded.

Core Elements of a Professional Evaluation

A complete evaluation balances objective measures, narrative evidence, and clear next steps so supervisors and HR can act consistently and defensibly.

Performance Metrics

Quantifiable measures such as sales targets, error rates, attendance, and quality scores that provide objective bases for ratings and decisions.

Behavioral Competencies

Assessment of teamwork, communication, reliability, and other soft skills with examples tied to observed behaviors during the probation period.

Development Plan

Specific training, coaching, or resources recommended with timelines to address performance gaps or to accelerate growth toward full responsibilities.

Improvement Actions

If performance is unsatisfactory, list measurable steps, deadlines, and consequences to provide a clear remediation roadmap.

Final Recommendation

Retain, extend probation, or terminate; include rationale and supporting evidence to document the decision.

Signatures & Dates

Supervisor, HR, and optionally the employee sign and date to acknowledge receipt and review; electronic signatures should be timestamped.

Common Mistakes to Avoid

Using vague language without concrete examples increases exposure to wrongful-termination claims and weakens corrective action.
Failing to follow the established rating scale or using inconsistent scales across employees leads to perceived unfairness and grievance escalation.
Omitting dates or using inconsistent date formats can invalidate timelines and complicate legal defense or unemployment hearings.
Keeping multiple uncontrolled copies increases risk of unauthorized access and complicates record retrieval during audits or litigation.

Risks If Evaluations Are Incorrect or Missing

Discrimination Claims: Increased litigation risk

Unemployment Costs: Higher insurance payouts

Recordkeeping Violations: Regulatory penalties possible

Payroll Errors: Compensation disputes

Employee Relations: Morale and retention harm

Audit Exposure: Missing evidence in investigations

Real-World Use Cases and Outcomes

Organizations use structured probationary evaluations to speed onboarding, document outcomes, and integrate with HR systems for audit-ready records.

Optica Ventures (COO)

During onboarding we adopted templated evaluations for consistency

The team saw easier reviews and clearer development plans
The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers.

Fertility Centers of Illinois (Founder)

Transitioned to digital records to centralize personnel files

Reduced time searching for documents across locations
The airSlate SignNow team has been exceptional, responsive, the API has been great, and we're extremely happy that we chose airSlate SignNow as a company.

eSignature Vendor Comparison for HR Evaluations

Compare common pricing and feature markers for eSignature vendors. Place signNow first for direct feature and cost comparison.

	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 (Business Premium)	Varies by plan	Varies by plan	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
Envelope Cap	No cap	100 envelopes/user/year	Varies	Varies	Varies

Practical Tips to Improve Accuracy and Efficiency

Adopt standardized templates, train managers on objective evidence collection, and use integrated workflows to minimize manual errors and delays.

Standardize Templates

Use a single approved evaluation form across teams to ensure consistent rating scales, comparable criteria, and predictable legal defensibility; version-control templates and date them when updated.

Train Managers

Provide training on writing behavior-based examples and applying rating scales; calibrated training reduces bias and strengthens documentation for any later disciplinary or separation decisions.

Use Electronic Routing

Automate reviewer order, reminders, and secure delivery to reduce missing signatures and accelerate the review cycle while maintaining an auditable trail for HR and legal.

Protect Sensitive Data

Limit access to evaluation records, redact references to medical or health details unless necessary, and apply encryption and role-based permissions for storage and retrieval.

Frequently Asked Questions and Troubleshooting

Answers to common issues encountered when completing, routing, or storing Employee Probationary Evaluations.

Need help? Contact support

Missing Signature or Date
If a signature or date is missing, return the form to the signer for completion and record the version change. For electronic signatures, use the audit trail to show the attempted signing event and obtain a corrected signature to avoid evidentiary gaps.
Disputed Rating or Comments
Document the basis for ratings with specific examples and data. Offer the employee an opportunity to add a written response to the record; maintain both documents together to preserve context for future disputes.
Can evaluations be e-signed?
Yes: electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure signer intent, consent to electronic records, attribution, and reliable retention to satisfy legal validity tests.
Handling PHI in evaluations
Avoid placing protected health information in routine evaluations. When PHI is necessary, limit access, execute a BAA with the e-sign provider, and follow HIPAA retention rules (45 CFR §164.530(j)).
Correcting completed forms
Do not overwrite signed records. Create an amended evaluation that references the original, include the reason for amendment, and obtain signatures on the amendment to preserve auditability.
Access and retention questions
Follow company retention policy aligned with federal rules (IRS 3 years, I-9 3 years or 1 year after termination) and restrict access by role; consult counsel for retention beyond standard periods.

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