Are electronic signatures legally valid?

Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and reproducible records are present.

Do employee reviews require notarization?

No. Standard employee performance reviews are internal personnel records and do not typically require notarization or witnesses unless a specific jurisdiction or policy imposes that requirement.

What if an employee refuses to sign?

Document the meeting, note the employee's refusal in the record, and have a witness or HR representative attest to the review. Maintain the unsigned record and any written objections.

How do I correct an error after signing?

Follow your amendment workflow: prepare an addendum, obtain manager and employee signatures, and retain both the original and corrected versions with audit notes to preserve traceability.

How long must reviews be kept?

Retain reviews according to your retention schedule; commonly at least three years after termination, longer where federal or industry rules apply such as HIPAA or tax-related records.

Can I use a simple typed name as a signature?

A typed name can serve as an electronic signature if intent and attribution are clear and the platform captures an audit trail showing signer identity and timestamp.

Electronic Signature
Templates
HR
Employee Review Template

Employee Review Template

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

Employee Review Template

Personal Information

Full Legal Name

Address

Phone Number

Email Address

Position Information

Job Title

Department

Reporting Manager

Employment Start Date

Review Period (From)

Review Period (To)

Performance Summary

Summarize the employee's principal responsibilities and scope of role during the review period. Be specific and reference primary duties.

Key Achievements Areas for Improvement

Competency Ratings (1 = Unsatisfactory; 5 = Exceptional)

Job Knowledge:

Quality of Work:

Communication:

Teamwork:

Dependability:

Initiative:

Leadership (if applicable):

Overall Performance Rating

Goals

Review of Previous Goals

Previous Goal 1 - Status Previous Goal 2 - Status

New Goals and Targets

New Goal 1 Target Completion Date New Goal 2 Target Completion Date

Training & Development

Recommended training, mentoring, certifications or resources to support achievement of goals and improvement areas.

Employment History

Provide the two most recent prior employers.

Employer 1 - Company Employer 1 - Title Employer 1 - Dates Employed Employer 1 - Responsibilities Employer 1 - Reason for Leaving Employer 2 - Company Employer 2 - Title Employer 2 - Dates Employed Employer 2 - Responsibilities Employer 2 - Reason for Leaving

Education

Highest Degree Institution Graduation Date Additional Certifications

Professional References

Provide three professional references.

Reference 1 - Name

Reference 2 - Name

Reference 3 - Name

Legal Disclosures & Acknowledgments

At-Will Employment: Employment with the organization is at-will unless otherwise specified in a written agreement signed by an authorized representative. Either the employee or the organization may terminate the employment relationship at any time, with or without cause or notice.

I acknowledge and understand the At-Will Employment statement.

Equal Opportunity: The organization provides equal employment opportunity without regard to protected characteristics and makes decisions based on job-related criteria.

I acknowledge the Equal Opportunity statement.

Authorization: The employee authorizes the organization to contact prior employers and professional references and to conduct background checks and verification of credentials as permitted by law.

I authorize contact and background verification as described above.

Acknowledgment & Certification

I certify that all information provided in this review and accompanying documentation is accurate to the best of my knowledge. I acknowledge that I have had the opportunity to discuss this review with my manager and that my signature indicates receipt and discussion, not necessarily agreement.

I certify that the information in this document is true and complete.

Comments

Employee Comments Manager Comments

Employee Printed Name:

By:

Date:

Manager Printed Name:

By:

Date:

What the Employee Review Template Is and When It’s Used

An Employee Review Template is a standardized form used to document employee performance, goals, competencies, and manager feedback during periodic reviews. It captures objective ratings, qualitative comments, development plans, and any performance improvement steps. Organizations use it for annual reviews, probationary assessments, promotion evaluations, and to create a record supporting compensation or disciplinary decisions. Properly completed templates improve consistency across teams, provide a defendable personnel record, and support talent development conversations while establishing a clear baseline for follow-up actions and measurable outcomes.

Why a Standardized Template Matters for HR Consistency

Using a consistent Employee Review Template reduces bias, ensures comparable data across roles, and creates an auditable personnel record. It helps align individual goals with organizational objectives, supports legal defensibility in employment decisions, and preserves institutional knowledge for succession planning.

Typical Users and Participants

Human resources, people managers, and employees commonly use the Employee Review Template to document and discuss performance.

HR administrators who maintain templates, set review schedules, and retain completed records for compliance and reporting.
Managers who complete ratings, provide qualitative feedback, and set development objectives with the employee.
Employees who self-assess, acknowledge the review, and collaborate on goals and career development plans.

Completed templates are routed to HR records and the employee file; managers and employees should retain copies for reference.

Essential Sections to Include in a Professional Template

A well-designed Employee Review Template groups information into consistent fields to support measurement, documentation, and follow-up. Include sections that combine quantitative ratings with narrative context to balance clarity and nuance across performance domains.

Header

Employee identification, job title, department, reviewer name, and the review period to ensure records are attributable and searchable.

Review Period

Clear start and end dates for the evaluation window, plus probation or hire date, so performance is evaluated against a defined timeframe.

Competency Ratings

Standardized competency scales (e.g., 1–5) with definitions and rating guidance to promote consistent scoring across reviewers.

Goals & Outcomes

Document prior goals, measured results, and new objectives with target dates to link performance to measurable outcomes and accountability.

Development Plan

Training, stretch assignments, and coaching actions with owners and timeframes to support professional growth and retention.

Signatures

Signed acknowledgements from manager and employee with dates to confirm the review occurred and the employee received feedback.

Required Data Elements at a Glance

Employee ID: Unique personnel identifier

Full Legal Name: As on payroll records

Job Title: Current role at review time

Department: Organizational unit name

Review Period: MM/DD/YYYY range

Signatures: Manager and employee dates

Step-by-Step: Completing the Employee Review

Follow a simple sequence to prepare, document, finalize, and store the review so it is complete, consistent, and defensible.

01

Prepare: Collect goals, prior reviews, and performance data before the meeting.
02

Conduct Review: Discuss ratings and development items with the employee in a scheduled meeting.
03

Document: Enter ratings, examples, goals, and manager comments into the template.
04

Finalize: Obtain manager and employee signatures and file in HR records.

Where Completed Templates Should Be Sent

Route completed Employee Review Templates to records systems, relevant managers, and the employee to preserve the audit trail and enable follow-up actions.

HR Record: Store the signed file in the HRIS or personnel file for retention and reporting.
Manager Copy: Provide the manager a copy to track development and probation items.
Employee Copy: Give the employee a dated copy for acknowledgement and personal records.
Learning Systems: If applicable, add development tasks to LMS or training plans.

Configuring an Online Review Workflow

Set up signer order, authentication, reminders, and storage during template configuration to ensure smooth digital reviews.

Field	Configuration
Template Name	Employee Review Template
Signer Order	Manager then employee
Authentication	Email link with optional SMS code
Notifications	Automated reminders and completion alerts

Technical Considerations for eSubmission

Choose a platform that supports secure signatures, audit trails, and your integration needs before launching a digital review program.

File Formats: PDF and DOCX supported
Authentication: Email, SMS, KBA options
Integrations: HRIS and cloud storage

Confirm platform encryption, retention controls, and user provisioning meet your internal policies and any industry-specific compliance requirements.

Typical Timing and Deadlines for Review Workflows

Establish clear internal deadlines for scheduling, signatures, and follow-up actions to ensure timely completion and compliance.

Annual Review Window:

Set a defined annual period and communicate dates to managers and staff.

Probationary Reviews:

Schedule 30/60/90-day check-ins for new hires or role changes.

Acknowledgement Deadline:

Require employee signature within 14 days of the review meeting.

PIP Deadlines:

Define improvement plan milestones and review checkpoints in writing.

Goal Follow-up:

Schedule quarterly or mid-year check-ins to track progress on objectives.

Common Mistakes to Avoid When Preparing Reviews

Vague feedback without examples—ratings should be supported by specific, recent examples that justify the score and help the employee improve.
Inconsistent scales across roles—using different rating definitions makes cross-role comparison unreliable and increases legal risk.
Missing signatures or dates—unsigned reviews weaken the record and complicate performance-based decisions or disputes.
Storing only drafts or emails—ensure the final signed template is the official record stored in the HRIS with version control.

Risks from Incomplete or Inaccurate Reviews

Discrimination Claims: Increased litigation risk

Wrongful Termination: Weakened defense in disputes

Benefits Errors: Compensation misalignment

Regulatory Scrutiny: Industry-specific exposure

Data Integrity: Missing audit trail

Reputational Harm: Internal morale impact

How to Update or Revise an Existing Review Record

When revisions are needed, follow a controlled workflow to preserve the audit trail and obtain proper authorizations before overwriting records.

01

Locate Record:

Retrieve the signed file from HRIS or archive storage.

02

Propose Change:

Draft the amendment with rationale and date.

03

Manager Approval:

Obtain manager sign-off on proposed changes.

04

HR Review:

Have HR verify policy compliance and retention effects.

05

Obtain Signatures:

Collect employee and manager signatures on the amendment.

06

Archive:

Store original and amended versions with version notes.

FAQs and Troubleshooting for Employee Review Templates

Answers to common questions about signatures, legal validity, storage, and correcting completed reviews to reduce confusion during administration.

Need help? Contact support

Are electronic signatures legally valid?
Yes. Electronic signatures are generally enforceable under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and reproducible records are present.
Do employee reviews require notarization?
No. Standard employee performance reviews are internal personnel records and do not typically require notarization or witnesses unless a specific jurisdiction or policy imposes that requirement.
What if an employee refuses to sign?
Document the meeting, note the employee's refusal in the record, and have a witness or HR representative attest to the review. Maintain the unsigned record and any written objections.
How do I correct an error after signing?
Follow your amendment workflow: prepare an addendum, obtain manager and employee signatures, and retain both the original and corrected versions with audit notes to preserve traceability.
How long must reviews be kept?
Retain reviews according to your retention schedule; commonly at least three years after termination, longer where federal or industry rules apply such as HIPAA or tax-related records.
Can I use a simple typed name as a signature?
A typed name can serve as an electronic signature if intent and attribution are clear and the platform captures an audit trail showing signer identity and timestamp.

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