Can this form be signed electronically?

Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA laws, provided the signature shows intent, consent, attribution, and record retention.

Is notarization required for validity?

Generally no. Notarization is not typically required for a Call of Attention Form; however, if the form will be used in specific legal proceedings, consult counsel about notarization in your jurisdiction.

How long should the form be retained?

Retain the form for the employment term plus at least three years post-termination as a baseline, longer if industry rules apply or if the record contains PHI under HIPAA.

What if the employee refuses to sign?

Document the refusal with date, witness, and circumstances. HR should note that signature indicates receipt, not agreement, and continue to file the document.

Can the form be used as progressive discipline?

Yes. It is commonly used as an early-stage documented counseling step; repeat incidents and documented failures to improve can support escalated discipline.

Who should store and control access?

HR should control storage with limited access. For electronic records, apply role-based permissions and maintain an audit trail showing who accessed or modified the file.

Electronic Signature
Templates
HR
HR Call of Attention Form

HR Call of Attention Form

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

HR CALL OF ATTENTION FORM

This form documents a formal call of attention regarding conduct, performance, or policy noncompliance requiring corrective action. Completion of this form does not alter at-will employment status. The manager and employee must sign to acknowledge receipt and understanding.

Personal Information

Full Legal Name Employee ID Address

Phone

Email

Position Information

Job Title Department

Reporting Manager

Start Date

Current Compensation

Incident Details

Date of Incident:

Location of Incident Detailed Description of Incident Policy/Rule Allegedly Violated (select applicable)

Attendance / Punctuality
Performance Standards
Code of Conduct / Behavior
Safety Policy
Other (describe below)

If Other, describe policy or rule Witnesses (names and contact information)

Prior Counseling / Disciplinary History

Has the employee been counseled previously about this or related behavior? Yes No

If yes, summarize prior counseling, dates, and outcomes

Corrective Action and Expectations

Corrective Action Required Specific Expectations and Performance Standards

Required improvement by:

Follow-up Review Date Reviewer for Follow-up

Employee Statement

Employee Response / Explanation

Legal Disclosures and Acknowledgements

At-Will Employment: Employment remains at-will unless modified in a written agreement signed by authorized company representatives. This document is not a contract of employment and does not guarantee continued employment.

Equal Employment Opportunity: The company provides equal employment opportunity without regard to protected status. This disciplinary action is intended to address business needs and consistent policy enforcement.

Confidentiality and Non-Retaliation: Information contained in this form is confidential and limited to persons with a business need to know. Retaliation against any individual for reporting or participating in an investigation is prohibited.

I acknowledge that I have read and understand the statements above.

Applicant / Employee Certification

I certify that the information I have provided in this form is accurate and complete to the best of my knowledge. I understand the corrective actions required, the timeframe for improvement, and the consequences of failing to meet stated expectations. I authorize the company to investigate the facts described herein and to contact witnesses or other relevant individuals as necessary.

I certify and acknowledge the above statement.

Employment History (Most Recent)

Employer 1 - Company Name

Title

Dates Employed

Primary Responsibilities Reason for Leaving Employer 2 - Company Name

Title

Dates Employed

Primary Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

References (Professional)

Reference 1 - Name

Phone

Email

Relationship Reference 2 - Name

Phone

Email

Relationship Reference 3 - Name

Phone

Email

Relationship

Manager Comments / HR Notes

Manager Comments HR Use Only - Recommended Action

Employee Name:

By:

Date:

Supervisor / HR Name:

By:

Date:

What an HR Call of Attention Form Is and when it’s used

An HR Call of Attention Form is a written notice used by employers to document a minor policy breach, performance issue, or conduct concern and to notify an employee of expectations and next steps. It is typically an early-stage, non-punitive record in a progressive-discipline system that clarifies required corrective actions and timelines. The form becomes part of the employee’s personnel file and can be created in paper or electronic form; when executed electronically it must meet e-signature validity tests under the ESIGN Act (15 U.S.C. ch. 96) and relevant state UETA provisions.

Why organizations use this form

Provides a clear, consistent record of a minor infraction and required remediation, reduces misunderstandings, and supports fair, documented progression if further discipline becomes necessary.

Typical users and participants

The HR Call of Attention Form is completed by supervisors and HR professionals and acknowledged by the affected employee.

Supervisors: prepare incident details, propose corrective actions, and deliver the notice to the employee.
HR representatives: review wording, ensure policy alignment, and file the form in the personnel record.
Employees: review, sign to acknowledge receipt, and document any written response or corrective plan.

It also serves as a reference for future HR reviews, performance evaluations, and, if necessary, further disciplinary steps.

Who signs and why

HR Manager

HR managers review the form for legal and policy compliance, advise on appropriate corrective steps, and maintain the personnel file to preserve an audit trail for future HR actions.

Employee

The employee signs to acknowledge receipt and understanding; signature is evidence of notification and does not necessarily indicate agreement with the factual statements on the form.

Essential fields and data elements

Employee Name: Full legal name

Employee ID: Employer-assigned ID

Date of Incident: MM/DD/YYYY

Supervisor: Name and title

Policy Referenced: Short policy name

Corrective Action: Action required

Step-by-step: completing the form

Follow these steps to ensure the form is clear, accurate, and legally defensible.

01

Prepare: Gather facts and relevant policy citations before drafting.
02

Draft: Describe conduct factually, avoid subjective language.
03

Review: HR reviews for consistency with prior actions and policy.
04

Deliver: Provide to employee and collect acknowledgment signature.

Common processing flow for the form

A typical workflow moves the form from draft to employee acknowledgment, then to HR filing and monitoring.

Create: Draft the form with factual incident details and proposed action.
Route: Send to employee and HR for review and signature.
Authenticate: Verify signer identity using chosen authentication method.
Archive: Store in personnel file with retention metadata.

Digital setup: recommended workflow settings

Configure these settings when deploying the form in an HR system or e-signature platform.

Field	Configuration
Required Fields	Make name, date, description, and signature mandatory.
Authentication	Use email+access code or SSO for internal employees.
Routing	Route to supervisor, employee, and HR in that order.
Retention	Tag records with retention period and access controls.

Technical considerations for electronic completion

Choose a platform that supports reliable signer authentication, audit trails, and secure storage.

File formats: PDF and DOCX supported
Integrations: HRIS/SSO and cloud storage
Auth options: Email code, SSO, SMS

Ensure the platform preserves an audit trail and retention metadata; if handling health data, confirm HIPAA protections and a BAA where required.

Practical timelines to include on the form

Specify clear, reasonable deadlines so expectations and next steps are unambiguous for all parties.

Delivery to Employee:

Provide notice within 3 business days of the supervisor’s decision.

Employee Response Period:

Allow 5 business days for the employee to sign or submit a written reply.

Investigation Window:

Complete any follow-up review within 10 business days.

Corrective Action Deadline:

Set measurable completion date, often 30 days after notice.

Appeal Period:

Offer a 7–14 day window to request a review, per policy.

Key milestones from incident to file closure

Track and document each milestone to ensure timely follow-up and auditability.

01

Incident Recorded

Supervisor documents facts and drafts the notice.

02

Notice Issued

Employee receives the Call of Attention form.

03

Acknowledgment Received

Employee signs or provides written response.

04

File Closed / Monitored

HR files the form and schedules follow-up review.

What a professional Call of Attention Form contains

Include clear, structured sections so the document is usable in performance reviews and defensible if disputed.

Header

Form title, employer name, and date create immediate context and distinguish this notice from disciplinary memoranda.

Employee Details

Full name, job title, department, and employee ID tie the form to payroll and personnel systems for proper recordkeeping.

Incident Summary

A concise, factual description of behavior or performance with dates, locations, and witnesses when applicable.

Policy Reference

Cite the specific handbook provision or rule that was not met to anchor the notice to written expectations.

Corrective Plan

Detail required actions, resources offered, measurable goals, and a deadline for completion to enable monitoring.

Acknowledgment

Signature lines and dates for the employee, supervisor, and HR; include space for employee comments.

Common preparation errors to avoid

Using subjective language such as 'lazy' or 'unreliable' instead of observable facts increases the risk of disputes or claims.
Omitting dates, witnesses, or exact locations weakens the document’s usefulness and complicates later investigations.
Failing to align the corrective action with prior policy or previous counseling can create inconsistency and perceived unfairness.
Storing only paper copies without secure indexing can lead to loss, unauthorized access, or failure to produce records in audits.

Potential consequences of incorrect form use

Legal Challenge: May lead to wrongful discipline claims

EEOC Complaint: Risk of discrimination allegations

Union Grievance: Collective bargaining violations possible

Employee Relations: Morale and retention impacts

Recordkeeping: Noncompliance with retention rules

Incorrect Discipline: May trigger unfair termination disputes

Realistic scenarios showing how the form is used

Two brief scenarios illustrate practical uses and expected outcomes when the form is used correctly.

Performance Improvement Scenario

A supervisor documents repetitive missed deadlines and attaches objective examples.

The corrective plan sets measurable targets and a 30-day review period.
With a clear plan, HR follows up, records progress, and uses the form as reference in performance reviews or further action if needed.

Policy Violation Scenario

An employee is observed violating a safety procedure and the supervisor records the facts promptly.

The notice references the exact safety policy and prescribes retraining and a completion date.
The documented corrective action reduces recurrence and serves as a transparent record if safety compliance is audited.

Pricing snapshot for e-signature vendors

Compare common pricing and feature dimensions for electronic completion and signing; signNow appears first per table convention.

	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	Yes, 7-day trial	Varies	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently asked questions about the HR Call of Attention Form

Answers to common administration, legal validity, and digital-signing questions for HR and supervisors.

Need help? Contact support

Can this form be signed electronically?
Yes. Electronic signatures are valid under the ESIGN Act (15 U.S.C. ch. 96) and applicable state UETA laws, provided the signature shows intent, consent, attribution, and record retention.
Is notarization required for validity?
Generally no. Notarization is not typically required for a Call of Attention Form; however, if the form will be used in specific legal proceedings, consult counsel about notarization in your jurisdiction.
How long should the form be retained?
Retain the form for the employment term plus at least three years post-termination as a baseline, longer if industry rules apply or if the record contains PHI under HIPAA.
What if the employee refuses to sign?
Document the refusal with date, witness, and circumstances. HR should note that signature indicates receipt, not agreement, and continue to file the document.
Can the form be used as progressive discipline?
Yes. It is commonly used as an early-stage documented counseling step; repeat incidents and documented failures to improve can support escalated discipline.
Who should store and control access?
HR should control storage with limited access. For electronic records, apply role-based permissions and maintain an audit trail showing who accessed or modified the file.

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