Use an HR MTM Template to create consistent, auditable records of performance conversations and follow-up commitments. Standardization reduces disputes, improves tracking of corrective actions and accommodations, and supports regulatory compliance such as record retention and employment law documentation.
HR professionals, managers, and HR operations staff use the HR MTM Template to capture meeting outcomes, assign tasks, and document follow-up across departments.
Keep stakeholder roles clear and align template fields to internal escalation and privacy rules to ensure consistent use and defensible records.
State the objective of the meeting clearly (performance review, accommodation discussion, return-to-work, disciplinary step). A concise purpose helps reviewers understand context and links the record to subsequent HR actions or investigations.
List all attendees by full legal name and job title, including manager, employee, HR representative, and any interpreter or union representative. Include contact details for follow-up if needed.
Capture factual observations, employee responses, accommodations requested, and any performance metrics discussed. Avoid subjective language; record observable behaviors and refer to prior documents when relevant to maintain an objective record.
Define each action with a single owner, specific deliverable, measurable outcome, and clear due date. Include escalation steps and resources required so managers and HR can monitor completion and verify compliance.
Use MM/DD/YYYY dates for deadlines and target milestones. Note interim check-ins, review points, and final completion date to calculate retention triggers and statute of limitations windows.
Provide signature lines for manager, employee, and HR representative with date fields. State that signatures confirm receipt and understanding, not necessarily agreement with subjective assessments.
| Field | Configuration |
|---|---|
| Signer Order | Manager -> HR -> Employee |
| Authentication | Email plus optional SMS code |
| Retention Setting | Auto-archive after completion; retention tags applied |
| Notification | Email notifications for each action and overdue alerts |
Digital signing requires a platform that supports secure authentication, audit logging, and PDF output compatible with records management.
Enter actual meeting date on form.
Assign MM/DD/YYYY deadlines for each action.
Employee should sign within 3 business days.
Escalate unresolved items after 10 business days.
Retention period starts on meeting date or completion.
Collect prior records and set agenda before meeting.
Conduct meeting and record factual notes in template.
Assign owners, deadlines, and follow-up checkpoints.
Store signed record and apply retention tags.
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| Free Trial | 7-day free trial | Varies | Varies | Varies | Varies |
| Bulk Send | Yes | Yes | Yes | Yes | Yes |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| HIPAA Compliant | Yes | Yes | Yes | No | No |
| Envelope Cap | No cap | 100 envelopes/user/year | Varies | Varies | Varies |