Can the policy be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.

Do I need a notary or witnesses?

Typically no for internal HR policies. Notarization is rarely required unless state law or a specific employment agreement demands it; check state-specific requirements.

How should signed copies be stored?

Store signed PDFs with audit trails in HRIS or secure cloud storage with access controls and retention policies consistent with IRS, HIPAA, and state rules.

What if the employee refuses to sign?

Document refusal in writing, note any discussion in the personnel file, and consult HR counsel for disciplinary or contractual implications.

Are electronic records admissible in court?

Yes. ESIGN/UETA preserve admissibility when systems retain reliable audit trails showing who signed and when; maintain logs and backups.

How to add role-specific criteria?

Include an exhibit or appendix listing measurable role objectives; ensure consistency with job descriptions and communicate criteria at hire.

Electronic Signature
Templates
HR
HR 90 Day Policy Template

HR 90 Day Policy Template

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

HR 90 DAY PROBATIONARY POLICY TEMPLATE

1. Policy Purpose and Scope

This 90 Day Probationary Policy establishes the standard introductory employment period applicable to new hires. The probationary period is intended to permit the employer to evaluate job performance, attendance, conduct, and fit with organizational expectations. This policy applies to all regular full-time and part-time employees unless otherwise specified in a signed employment agreement.

2. Personal Information

Full Legal Name Home Address

Phone

Email

3. Position Information

Job Title Department Reporting Manager

Effective Date: ,

Starting Salary / Rate

4. 90-Day Probationary Period

The first 90 calendar days of employment constitute a probationary period. During this period, the employee's performance, attendance, conduct, and overall suitability for continued employment will be assessed. Completion of the probationary period does not alter the employment-at-will relationship.

Probationary Period Start Date: ,

Performance reviews will be conducted at a minimum at 30, 60, and 90 days. The manager will document performance concerns and provide coaching. A final evaluation determining confirmation of employment, extension of probation, or termination will occur no later than the 90th day.

5. Performance Review and Documentation

All probationary performance discussions must be documented in writing. Documentation will include observed strengths, areas for improvement, agreed action steps, and timelines. Records will be maintained in the employee's personnel file.

Manager Review Notes (initial 90 days)

6. Extension, Confirmation, or Termination

If performance is unsatisfactory at 90 days, management may: (a) confirm employment; (b) extend the probationary period for a defined additional period with documented expectations; or (c) terminate employment. Any extension must be documented, including extension duration and measurable objectives.

Probation Decision Confirmed to regular employment Probation extended Employment terminated If extended, specify extension length and objectives

7. Benefits Eligibility During Probation

Eligibility for benefits may be subject to separate plan provisions. Unless otherwise indicated in writing, certain benefits begin upon successful completion of the probationary period. Exceptions require written approval by Human Resources.

8. Manager Responsibilities

Managers are responsible for orienting new employees, providing ongoing feedback, documenting performance concerns, and conducting scheduled reviews. Managers must consult Human Resources prior to any termination decision.

9. Employment History (Provide at least two)

Employer 1 — Company Name Employer 1 — Job Title Employer 1 — Dates Employed Employer 1 — Responsibilities Employer 2 — Company Name Employer 2 — Job Title Employer 2 — Dates Employed Employer 2 — Responsibilities

10. Education

Degree Institution Graduation Date

11. References (Three Professional)

Reference 1 — Name Reference 1 — Phone Reference 1 — Email Reference 2 — Name Reference 2 — Phone Reference 2 — Email Reference 3 — Name Reference 3 — Phone Reference 3 — Email

12. Legal Disclosures

At-Will Employment: Employment with the company is at-will, which means either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, unless otherwise provided by written agreement signed by an authorized company representative.

Equal Opportunity: The company is an equal opportunity employer. Employment decisions are based on merit and business needs without regard to protected characteristics under applicable law.

13. Applicant Certification; Authorization

I certify that the information provided herein is true and complete to the best of my knowledge. I understand that false statements or material omissions may result in termination of employment.

Authorization: I authorize the company and its agents to contact prior employers, references, and educational institutions to verify information provided. I further authorize any such parties to release information about my employment, performance, and education. I consent to background checks and verification as required for my position.

I consent to pre-employment background checks and verification I authorize contact with previous employers and references

14. Applicant Certification Statement

I certify under penalty of perjury that the information contained in this document is true and complete and that I have read and understand the terms of the 90 Day Probationary Policy.

Employee Printed Name:

Signature:

Date:

What the HR 90 Day Policy Template Is and When It Applies

The HR 90 Day Policy Template is a standardized document that establishes probationary-period expectations, performance review timing, and transition conditions for new hires during their first 90 days. It defines goals, evaluation criteria, eligibility for benefits, and termination or extension rules so managers and employees share consistent expectations. Organizations use the template to document onboarding checkpoints, set measurable success criteria, schedule formal reviews, and record outcomes for personnel files. The template is intended for internal HR use, incorporated into onboarding workflows, and retained according to applicable recordkeeping rules.

Why a Consistent 90 Day Policy Benefits HR and Managers

A formal 90 day policy reduces ambiguity, supports fair assessments, and documents compliance with payroll and benefit eligibility dates. Consistent language lowers dispute risk and streamlines onboarding across departments, improving new-hire outcomes and administrative efficiency.

Who Typically Uses the HR 90 Day Policy Template

Designed for HR teams, hiring managers, and small-business owners who need a repeatable onboarding and review process.

HR managers managing onboarding and documentation across multiple hires.
Hiring managers conducting formal 30/60/90-day performance reviews.
Small-business owners creating consistent probationary rules and benefit start dates.

Use the template to ensure consistent decisions, preserve audit-ready records, and support compliant retention practices.

Core Sections to Include in a Professional 90 Day Policy

A complete template organizes expectations, review schedule, success criteria, benefits eligibility, extension or termination options, and signatures. Clear sections reduce interpretation gaps and support consistent enforcement.

Scope

Define who the policy covers, job classes included or excluded, and any probation extensions allowed under company practice or collective bargaining agreements.

Review Schedule

List formal check points (e.g., 30, 60, 90 days), the review owner, required documentation, and how performance is rated to determine continued employment or adjustments.

Performance Criteria

Specify measurable goals, competency expectations, and examples of satisfactory versus unsatisfactory performance tailored by role or band.

Benefits & Eligibility

State the date benefits begin or remain pending during probation and any conditions that affect PTO accrual, health benefits, or bonus eligibility.

Extension and Termination

Describe conditions that trigger a probation extension, required documentation for extension, and process for termination including notice and severance, if any.

Acknowledgment

Provide a signature block for employee and manager with date fields confirming review completion and agreement to the documented outcome.

Step-by-Step: Fill and Finalize the 90 Day Policy

Follow these steps in order to populate, review, sign, and file the policy for each new hire.

01

Populate Fields: Enter employee name, title, start date, and review schedule into the template.
02

Define Metrics: Add role-specific goals and rating criteria aligned with the job description.
03

Conduct Reviews: Perform 30/60/90 day reviews, document outcomes, and capture manager comments.
04

Sign and Store: Obtain signatures, date the form, and save in the employee file or HRIS with access controls.

Configure an Online Workflow for the Template

Map a repeatable digital workflow so each policy instance follows the same routing and approval steps.

Field	Configuration
Assign Signers	Employee \| Manager \| HR approver
Authentication	Email link, SMS code, or stronger verifier
Notifications	Auto-reminders at 7 and 2 days before review
Storage	Save signed PDF to HRIS or secure cloud folder

Sharing and Signing: Platform Considerations

Choose tools that meet authentication, audit, and retention needs when delivering the template electronically.

File Formats: PDF and DOCX are standard for templates
Integrations: Link with HRIS, Google Workspace, or Microsoft 365
Security Controls: Enable access controls and audit trails

Ensure the chosen platform supports verifiable eSignatures, document history, and secure long-term storage.

Where to File and How the Document Travels

A standard routing path reduces delays and keeps records centralized; use automated steps where possible.

Initiate: HR or hiring manager creates the policy instance
Route: Send to manager then employee for signatures
Approve: HR approves finalized outcome and enters status
Archive: Store signed copy in HRIS and secure backup

Timelines and Deadlines to Track

Track key dates tied to benefits, payroll, and regulatory checks to avoid compliance gaps.

Probation Window:

90 days from start date; review outcomes must be documented on or before day 90

Benefits Eligibility:

Benefits activation date per plan; check carrier rules and effective date

I-9 Completion:

I-9 must be completed by the third business day per DHS rules

Payroll Setup:

New-hire payroll and tax forms must be entered before first paycheck

Record Retention Start:

Retention periods begin on the document creation or termination date

Common Mistakes to Avoid When Preparing the Policy

Leaving review dates vague or open-ended, which creates scheduling conflicts and weakens documentation of timely action.
Failing to align performance criteria with the job description, resulting in inconsistent assessments across similar roles.
Not capturing manager and employee signatures or using unsigned copies, which undermines enforceability and internal audit trails.
Storing finalized documents in multiple unmanaged locations, increasing discovery risk and complicating retention compliance.

Risks and Potential Consequences of Errors

Benefit Mis-enrollment: Delays and coverage gaps

Payroll Errors: Overpayments or misclassification

I-9 Violations: Civil fines possible

Recordkeeping Failures: Regulatory penalties

Employment Disputes: Evidence issues in litigation

Data Exposure: Privacy breach risk

eSignature Vendor Comparison for HR 90 Day Policy Workflows

Compare core pricing and compliance features when selecting an eSignature provider for distributing and signing 90 day policies.

	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	Yes	Yes	No	No

How Organizations Apply the 90 Day Policy in Practice

Real-world examples show common adaptations and outcomes when the template is applied across teams.

Optica Ventures

HR standardized the 90 day workflow to reduce onboarding variance

Manager-led reviews at 30/60/90 days
The standardized template improved documentation and simplified audits across portfolio companies.

Fertility Centers

Clinical staff reviews aligned with credentialing checks

HIPAA controls added to review forms
The policy combined performance review with compliance checkpoints and secure storage.

Frequently Asked Questions About the HR 90 Day Policy Template

Answers to common questions about completing, signing, and storing the template, including electronic signature and retention concerns.

Need help? Contact support

Can the policy be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted, provided intent, consent, attribution, and retention are satisfied.
Do I need a notary or witnesses?
Typically no for internal HR policies. Notarization is rarely required unless state law or a specific employment agreement demands it; check state-specific requirements.
How should signed copies be stored?
Store signed PDFs with audit trails in HRIS or secure cloud storage with access controls and retention policies consistent with IRS, HIPAA, and state rules.
What if the employee refuses to sign?
Document refusal in writing, note any discussion in the personnel file, and consult HR counsel for disciplinary or contractual implications.
Are electronic records admissible in court?
Yes. ESIGN/UETA preserve admissibility when systems retain reliable audit trails showing who signed and when; maintain logs and backups.
How to add role-specific criteria?
Include an exhibit or appendix listing measurable role objectives; ensure consistency with job descriptions and communicate criteria at hire.

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