What if a name is entered differently?

If the employee name differs from HR records, update the record to the legal name and note the alias. Mismatched names can delay payroll changes and may impede background checks; correct names before finalizing and obtain employee acknowledgment to avoid later disputes.

Can the report be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signer consents to electronic records, and retain the audit trail to demonstrate intent and attribution.

What happens if the employee refuses to sign?

Document the refusal in the report and have a witness or manager attest to delivery. A refusal does not invalidate performance findings, but it may affect dispute resolution; maintain a clear record of attempts to obtain acknowledgment.

Is notarization ever required?

Notarization is generally not required for routine progress reports. If the document modifies employment terms (e.g., severance, release), consult legal counsel about notarization or additional witness requirements.

How do we correct errors after signing?

Create an addendum or revised report that references the original, include the correction reason, and obtain signatures from the same parties. Retain both versions for audit and legal defensibility.

How long should the report be retained?

Retention depends on record type: personnel files commonly kept 3–7 years; healthcare or tax-related materials may have longer statutory periods. See the retention timeline section for legal bases.

Employee Progress Report

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

EMPLOYEE PROGRESS REPORT

Employee

Job Title

Date Hired/Promoted

Review: 90 day probation 180 day probation Annual

Instructions:

1. Circle one of the numbers (1 through 5) on the scale which best describes the performance of the employee. When appraising someone, decide how well the individual meets the requirements of the job, area or category being evaluated without reference to personal likes or dislikes. Be sure the evaluation is based solely on observations of job-related performance. Think back to how the employee performs from day-to-day, not to recent happenings or isolated dramatic incidents that might sway the overall evaluation since the last performance appraisal. If you think you are not in a position to rate a particular area, or the area does not apply to the employee, leave it blank.

2. Comment on the reason for the rating, giving behavioral examples if possible. Comments are essential to an appraisal. Comments should be used to explain ratings and to make specific suggestions for improvement and/or development. Every employee deserves to know why a rating is what it is and what the supervisor perceives as the strongest points and areas that need improvement.

The following is a brief description of the scale anchors:

1 - Unacceptable Performance: Fails to satisfy the minimum level of assigned accountabilities or meet and expected performance standards for the area or category.

2 - Marginal Performance: Sometimes satisfies the minimum level of assigned accountabilities, but fails to consistently meet the expected performance standards for the area or category.

3 - Standard Performance: Consistently meets expected performance standards for the area or category. Seldom falls below expected performance and will occasionally perform above standard requirements. A solid, reliable employee consistently meeting all job requirements and providing the services which are required and expected of the area or category.

4 - Commendable Performance: Performance sometimes exceeds the expected performance level of an average, standard employee. The employee, on his/her own initiative, sometimes performs in a fashion above what is required and expected within the area or category.

5 - Exemplary Performance: Performance consistently and clearly exceeds the expected performance level. The employee regularly performs in a manner above what is required and expected within the area or category. Minimum supervision required.

1. QUANTITY OF WORK

Produces a minimal amount of acceptable work. Works slowly. Most work not completed on time or is unfinished.

Produced adequate amount of acceptable work meeting job requirements. Completes majority of work on time.

Produces an exceptional amount of work. Normally completes all work ahead of schedule.

1 2 3 4 5

2. QUALITY OF WORK

Most work requires considerable checking. Amount of rework high. Lacks accuracy, clarity, and/or adequacy.

Work requires average amount of checking with minimal rework. Majority of work is accurate and adequate.

Consistently turns out work of highest quality with little rework. All work is accurate and adequate. Minimal checking required.

1 2 3 4 5

3. COOPERATION

Shows reluctance to work with others. Resists team involvement. Does not always follow instructions.

Works well with associated. Is comfortable with team involvement. Follows instructions well.

An outstanding team worker. Accepts instructions enthusiastically. Very helpful and supportive of superiors and subordinates.

1 2 3 4 5

4. JOB KNOWLEDGE

Knows and understands bare minimum requirements for doing job. Satisfied with limited knowledge. Learns new methods and procedures slowly.

Has the knowledge of the average worker for this job. Responds to and learns new policies, procedures and methods well.

Has very thorough knowledge of the job responsibilities and functions. Learns new policies, procedures and methods extremely well.

1 2 3 4 5

5. DEPENDABILITY

Often absent from work. Productivity inconsistent and below expected levels. Misses or is late meeting many deadlines and/or assignments.

Is regularly at work and maintains expected level of productivity. Normally meets and exceeds deadlines for work assignments.

Always available to do what is needed. Consistently exceeds productivity expectations. Always meets assigned deadlines.

1 2 3 4 5

6. PLANNING AND ORGANIZATION

Needs help in developing an approach and method on routine assignments. Generally unorganized.

Plans and organizes adequately. Steps are logical and efficient. Requires normal amount of help in approach.

Develops sound and suitable plans. Understands overall scope. Requires minimal amount of help or guidance.

1 2 3 4 5

7. WORKS INDEPENDENTLY OF SUPERVISION

Follows instructions but generally will not act unless told. A seldom volunteer for new assignments, normally waits for further instructions.

Takes necessary steps to accomplish objectives. Normally seeks new assignments after completing old ones.

Independently originates and develops constructive ideas. Actively seeks new assignments.

1 2 3 4 5

8. KEEPS OTHERS INFORMED

Seldom talks or communicates with supervisor or co-workers. Does not relay information or ideas adequately.

Keeps supervisors and co-workers adequately informed.

Keeps supervisors and co-workers very well informed. Makes a real effort to relay information.

1 2 3 4 5

Supervisory/Technical Personnel

9. ENGAGES IN REGULAR FEEDBACK WITH SUBORDINATES

Reluctantly responds to requests for subordinate feedback. Seldom offers advice or suggestions to subordinates.

Provides feedback when critical incidents occur. Keeps subordinates well informed on policies, events and performance.

Regularly meets with subordinates to review their activities and provide feedback on a regular basis.

1 2 3 4 5

10. TIMELINESS OF DECISIONMAKING AND ACTION

Often fails to meet deadlines. Has difficulty operating under time constraints. Avoids or puts off difficult or sensitive decisions.

Most actions and decisions made within reasonable and expected time frames. Resolves majority of problems associated with the job.

Typically anticipates needs for decisions and actions, getting things accomplished ahead of schedule. Tackles difficult problems.

1 2 3 4 5

11. ORAL COMMUNICATIONS

Unable to present self clearly or understandably when speaking to others. Lacks confidence and poise when making oral presentations.

Presents ideas and information clearly when speaking to others. Is easily understood.

Highly effective in presenting ideas and facts to others. Displays much confidence and is easily understood.

1 2 3 4 5

12. WRITTEN COMMUNICATIONS

Unable to express ideas in writing. Uses poor grammar. Structure and thoughts are not organized.

Expresses ideas understandably. Uses standard English language with acceptable structure and grammar. Infrequent errors.

Effectively presents self, ideas, and information when using written communication. Very clear, concise and understandable.

1 2 3 4 5

Summary of Ratings

To calculate the summary evaluation rating, add the following:

All personnel

Quantity

Quality

Cooperation

Job Knowledge

Dependability

Planning and Organization

Works Independently of Supervision

Keeps Others Informed

Supervisor/technical personnel

Engages in Regular Feedback with Subordinates

Timeliness of Decisionmaking and Action

Oral Communications

Written Communications

TOTAL RATING

Date

Rater's Signature

To be completed by Rater's Supervisor:

Date

Rater's Supervisor's Signature

To be completed by Employee:

Check one: I agree disagree with this evaluation.

Personal Improvement: What do you plan to do during the next appraisal period to improve performance?

How, in your opinion, can your supervisor help you to improve?

Date

Employee Signature

Date

Department Head Signature

Date

Personnel Signature

Date

Borough Manager Signature

What the Employee Progress Report Is and When It’s Used

An Employee Progress Report is a formal record that summarizes an employee’s performance, achievements, development goals, and manager feedback for a specified review period. Organizations use it for periodic performance reviews, probation assessments, promotion decisions, training plans, and HR documentation. When sent or signed electronically, the report is subject to U.S. e-signature law such as the ESIGN Act and state UETA statutes; exceptions (for example, certain court orders) may still require wet-ink signatures or additional steps.

Why a Structured Progress Report Benefits Employers and Employees

A consistent Employee Progress Report creates an auditable record of expectations, outcomes, and development actions, supporting objective decisions on pay, promotion, training, and corrective action. Clear documentation reduces disputes, helps track improvement over time, and aligns individual goals with organizational performance metrics.

Typical Users and Contributors

Use role-based workflows to ensure repeatable completion, signature capture, and secure storage by the responsible parties.

HR administrators who manage the review schedule and retention of records for compliance and policy tracking.
Direct supervisors who evaluate day-to-day performance, enter ratings, and set development goals.
Employees who add self-assessments, agree or comment on manager feedback, and acknowledge the final report.

Step-by-Step: Completing an Employee Progress Report

Follow a simple, repeatable sequence to gather information, confirm accuracy, collect signatures, and file the final report.

01

Prepare Data: Gather attendance, goals, and prior reviews.
02

Manager Review: Assess performance and enter ratings.
03

Employee Input: Add self-assessment and acknowledgments.
04

Finalize & Sign: Collect all signatures and archive.

Common Questions and Quick Answers

Problems often stem from missing fields, mismatched names, or incomplete signatures; these Q&A items address typical issues and next steps.

Need help? Contact support

What if a name is entered differently?
If the employee name differs from HR records, update the record to the legal name and note the alias. Mismatched names can delay payroll changes and may impede background checks; correct names before finalizing and obtain employee acknowledgment to avoid later disputes.
Can the report be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted. Ensure the signer consents to electronic records, and retain the audit trail to demonstrate intent and attribution.
What happens if the employee refuses to sign?
Document the refusal in the report and have a witness or manager attest to delivery. A refusal does not invalidate performance findings, but it may affect dispute resolution; maintain a clear record of attempts to obtain acknowledgment.
Is notarization ever required?
Notarization is generally not required for routine progress reports. If the document modifies employment terms (e.g., severance, release), consult legal counsel about notarization or additional witness requirements.
How do we correct errors after signing?
Create an addendum or revised report that references the original, include the correction reason, and obtain signatures from the same parties. Retain both versions for audit and legal defensibility.
How long should the report be retained?
Retention depends on record type: personnel files commonly kept 3–7 years; healthcare or tax-related materials may have longer statutory periods. See the retention timeline section for legal bases.

Essential Elements of a Professional Progress Report

A well-structured report combines objective metrics, narrative context, and clear next steps so decisions are transparent and actionable.

Executive Summary

A concise overview of the employee’s overall performance and key outcomes during the review period, highlighting major achievements and areas needing attention.

Quantitative Metrics

Objective data such as KPIs, sales numbers, completed projects, or productivity measures that support ratings and provide measurable evidence.

Behavioral Competencies

Ratings or narrative on skills like communication, teamwork, and leadership that contextualize quantitative results and inform development plans.

Goals & Targets

Specific, time-bound objectives for the next period with owner assignments and measurable success criteria to track progress.

Development Plan

Training recommendations, mentoring assignments, or external courses tied to observed skill gaps and career progression goals.

Signatures & Dates

Signed attestations from the manager, employee, and HR indicating review completion, understanding, and agreed next steps; include dates for each signature.

Security and Compliance Basics for Progress Reports

Encryption: TLS 1.2/1.3; AES-256

Audit Trail: Timestamped signer history

Access Controls: Role-based permissions

HIPAA Options: BAA required for PHI

Legal Compliance: ESIGN and UETA

Certifications: SOC 2 Type II, ISO 27001

Risks of Incomplete or Incorrect Reports

Employment Claims: Increased litigation risk

Inconsistent Ratings: Bias and fairness issues

Missing Signatures: Enforceability doubts

Data Breach: Confidentiality violations

Retention Failures: Failure to meet audit

Wrong Dates: Statutory notice problems

Common Preparation Pitfalls to Avoid

Relying on vague language instead of citing objective evidence, which weakens the report’s usefulness for development and decision-making.
Failing to follow a consistent rating scale across teams, creating comparability problems and potential discrimination concerns.
Not securing explicit employee acknowledgement or signature, which can impede disciplinary actions or performance-based terminations.
Storing reports in unsecured folders or personal email accounts, increasing the risk of unauthorized access and noncompliance with privacy rules.

Typical Workflow for Electronic Completion and Approval

An electronic workflow streamlines collection, verification, and storage while capturing an audit trail for compliance and HR reporting.

Create Template: Generate a reusable form with required fields.
Assign Signers: Add manager, employee, and HR reviewers.
Authenticate Signers: Use email, SMS, or stronger ID checks.
Collect & Store: Capture signatures and archive securely.

Configuring an Electronic Review Workflow

Set up role-based routing, field validation, and storage to reduce errors and ensure consistent completion across the organization.

Field	Configuration
Required Fields	Employee name, ID, rating, signature
Authentication	Email link or SMS code
Reminders	Automated scheduled nudges
Storage	Encrypted HR document repository

Systems and Integrations to Consider

Reliable integrations reduce manual entry, help maintain version control, and centralize retention and access policies for compliance.

HRIS Integration: Sync employee records
Cloud Storage: Box, Egnyte, or similar
Productivity Tools: Microsoft 365, Google Workspace

Typical Timing and Deadlines for Review Cycles

Set clear deadlines tied to the review period and allow defined windows for manager input, employee response, and HR filing.

End of Review Period:

Defines the cutoff date for included activities.

Manager Submission Deadline:

Typically 7–14 days after period end for ratings.

Employee Acknowledgment Due:

Often required within 7 days of manager submission.

HR Filing Date:

Finalize and archive within 30 days after signatures.

Probation Follow-Up:

Schedule at 30, 60, or 90 days if required.

Key Milestones From Draft to Archive

A sequential milestone view helps track progress and ensures the report completes required steps on time.

01

Draft Completion

Manager drafts report and attaches supporting documents.

02

Manager Approval

Supervisor finalizes ratings and recommended actions.

03

Employee Acknowledgment

Employee reviews, comments, and signs acknowledgment.

04

HR Archive

HR confirms completion and stores final record securely.

Comparing eSignature Options for Employee Progress Reports

Basic pricing and feature availability vary by vendor; choose a plan based on volume, compliance needs, and integration requirements rather than only sticker price.

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

Practical Examples of Use

These concise scenarios show how an Employee Progress Report is used in routine workflows and escalations.

Mid-Size Hospital

A nurse manager records competency assessments for each shift over a quarter, using objective metrics to support training requests.

The HR compliance team reviews for PHI exposure and requires BAA-covered e-signing.
Maintaining an auditable electronic record allowed the organization to document remediation and training outcomes during a regulatory review, reducing administrative overhead.

Regional University

An academic department documents faculty annual reviews linked to teaching evaluations and service contributions.

The faculty member provides a written response and signs electronically.
The centralized HR office archives the signed report for promotion committees and accreditation audits, improving transparency and turn-around time.

Practical Tips to Improve Accuracy and Efficiency

Adopt consistent templates, clear rating scales, and documented workflows to reduce variability and legal exposure.

Use Standardized Templates

A single template ensures all reviewers capture the same information, reduces missing fields, and enables automated reporting for HR analytics and compliance reviews.

Record Evidence

Attach objective documentation—project reports, attendance records, sales figures—so ratings are supported by verifiable facts and reduce the risk of disputes.

Maintain an Audit Trail

Capture timestamps, IP addresses, and signer authentication method for each signature to demonstrate intent and attribution under ESIGN and related state laws.

Limit Sensitive Data

Avoid storing protected health information or other sensitive personal data in free-text fields unless access is strictly controlled and retention aligns with legal requirements.

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