Are electronic signatures valid?

Yes. In the United States electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and retention are met for enforceability.

Who may sign the plan on behalf of the employer?

Typically the direct manager or an HR representative with delegated authority should sign. Maintain internal delegation records so signatory authority can be demonstrated if questioned.

Do coaching plans need notarization or witnesses?

No. Ordinary HR coaching plans do not require notarization or witnesses. Exceptions are rare and tied to specific legal instruments, not routine performance documentation.

How should plans containing PHI be handled?

Limit PHI in the plan, store signed documents in a HIPAA-compliant system, and execute a BAA with vendors if the plan contains protected health information (45 CFR §164.502).

Can I edit a plan after the employee signs it?

Do not alter a signed plan. If changes are needed, create an addendum or a new plan and obtain fresh signatures to preserve an accurate audit trail.

What if a signer cannot access email to sign?

Provide alternate authentication methods or in-person signing options. Use platforms that support SMS codes, kiosk mode, or in-person signing to reduce signer friction.

Electronic Signature
Templates
HR
HR Performance Coaching Plan

HR Performance Coaching Plan

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

HR PERFORMANCE COACHING PLAN

Employee Name: Employee ID: Plan Date:

Personal Information

Home Address Phone Email

Position Information

Job Title Department

Manager: Hire Date: Current Compensation:

Purpose of Coaching

Provide targeted, documented coaching to address defined performance concerns, clarify expectations, and support measurable improvement. This plan identifies specific deficiencies, expected outcomes, resources to be provided, review schedule, and consequences if improvement is not achieved.

Performance Concerns (state specific behaviors, incidents, or metrics)

Documented Examples

Example 1 (date, description, impact) Example 2 (date, description, impact) Example 3 (date, description, impact)

Goals and Expected Outcomes (SMART)

Goal 1 — Specific and Measurable

Target Completion Date: Success Metric:

Goal 2 — Specific and Measurable

Target Completion Date: Success Metric:

Goal 3 — Specific and Measurable

Target Completion Date: Success Metric:

Action Plan and Support

Action Step 1

Responsible: Target Date:

Action Step 2

Responsible: Target Date:

Action Step 3

Responsible: Target Date:

Support and Resources to be Provided

Coaching sessions (one-on-one) Formal training Mentoring/Job shadowing

Other resources or accommodations

Review Schedule & Milestones

Initial Review Meeting

Date: Notes:

Follow-up Review 1

Date: Notes:

Final Review (end of plan period)

Date: Outcome:

Success Criteria and Consequences

Success Criteria / Metrics Possible Consequences if Objectives Are Not Met

Confidentiality and Documentation

All materials, notes, and documentation related to this coaching plan will be maintained in the employee's personnel file in accordance with company policy. Information will be shared only with those who have a legitimate business need to know. This document does not alter the at-will employment relationship and shall not be construed as a contract guaranteeing continued employment.

Legal Disclosures

At-Will Employment: The employee acknowledges that employment remains at-will unless a separate written agreement signed by an authorized representative of the company states otherwise. Nothing in this coaching plan modifies the at-will status.

Equal Opportunity: The company provides equal employment opportunity to all employees and applicants and prohibits any form of unlawful discrimination. All coaching, discipline, and employment actions will be administered consistently with applicable anti-discrimination laws.

Employment History (for records and authorization)

Prior Employer 1 — Company Name

Title: Start Date: End Date:

Responsibilities Reason for Leaving Prior Employer 2 — Company Name

Title: Start Date: End Date:

Responsibilities Reason for Leaving

Education

Degree Institution

Graduation Date:

References (Professional)

Reference 1

Phone: Email: Relationship:

Reference 2

Phone: Email: Relationship:

Reference 3

Phone: Email: Relationship:

Authorizations and Certifications

I certify that the information provided on this form is true and complete to the best of my knowledge. I authorize the company to contact listed prior employers and references for verification. I understand and consent to any background checks required in accordance with company policy, subject to applicable law.

I authorize contact with previous employers and references.

I authorize the company to perform background checks where permitted by law.

Employee Acknowledgment

By signing below, the employee acknowledges receipt of this coaching plan and understands the expectations, timeline, and potential consequences described herein. Signing indicates acknowledgement, not necessarily agreement with the content.

Employee Name:

By:

Date:

Manager / HR Name:

By:

Date:

What the HR Performance Coaching Plan Is

The HR Performance Coaching Plan is a structured, written agreement used by employers and HR professionals to document performance goals, coaching activities, timelines, and measurable outcomes for individual employees. It records specific expectations, development actions, resources, and review dates and assigns responsibilities to manager and employee. The form supports consistent feedback, tracks progress objectively, and provides an auditable record of coaching interventions. It is not itself a termination notice but can be referenced in progressive-discipline processes when paired with established HR policy and consistent documentation.

Why Use a Formal Coaching Plan

A formal HR Performance Coaching Plan aligns expectations, creates measurable development steps, and documents employer efforts to remediate performance issues while supporting fair, defensible HR decisions under company policy and applicable law.

Who Prepares and Uses This Plan

Typical users include HR professionals, direct managers, and employee representatives responsible for development, performance improvement, and compliance.

HR business partners administering performance programs and ensuring policy compliance.
Line managers conducting coaching conversations and tracking measurable progress.
Employees participating in coaching who agree to objectives, timelines, and review dates.

Use a collaborative approach to complete the plan so all parties understand expectations and records are reliable for future HR actions.

Essential Sections to Include

A professional HR Performance Coaching Plan contains six core sections that capture what will change, who will do it, how success is measured, and when reviews occur.

Goals

Clearly state specific, measurable objectives the employee is expected to achieve; tie goals to job duties and expected standards so performance can be evaluated objectively.

Action Steps

List concrete coaching activities, training, mentoring, or resources provided, with deadlines and owner for each action to make progress verifiable during follow-up reviews.

Metrics

Define quantifiable success criteria such as error rates, sales targets, timeliness, or quality indicators and describe how and when measurements will be taken.

Roles

Identify responsibilities for the employee, their manager, HR, and any third-party trainers; include contact points and escalation paths for unresolved issues.

Timeline

Set start date, milestone dates for interim reviews, and a final review date; include expected frequency of check-ins and documentation requirements.

Review

Describe the review process, possible outcomes (improvement, extended coaching, or escalation), and how results will be recorded and retained in the HR file.

Required Fields and Minimum Data

Employee Name: Full legal name

Employee ID: Internal HR or payroll identifier

Position Title: Job title at time of plan

Manager Name: Direct supervisor responsible

Effective Date: Plan start date

Objectives: Concise, measurable goals

Step-by-Step: Completing the Coaching Plan

Follow these sequential steps to prepare, agree, and record an effective HR Performance Coaching Plan.

01

Prepare: Collect performance data and examples before drafting.
02

Draft: Populate goals, actions, and timelines clearly.
03

Review: Discuss draft with employee and HR for alignment.
04

Document: Obtain signatures and save to HR file.

Customizing the Plan for Digital Use

Configure your digital template to enforce required fields, capture signatures, and route completed plans into HR systems.

Field	Configuration
Required Fields	Mark name, dates, objectives as mandatory
Signature Block	Enable electronic signature and date stamp
Routing	Auto-send completed copies to HR and manager
Storage	Export signed PDF to HRIS or document repository

Where Completed Plans Should Be Sent

A clear routing path ensures plans are accessible to HR, managers, and authorized auditors while maintaining confidentiality.

Manager: Primary reviewer retains copy and follows up
HR File: Store signed PDF in employee personnel file
Payroll/Benefits: Notify only if compensation changes apply
Legal or Compliance: Share on request for investigations or audits

How to Share and Sign Electronically

Choose a secure eSignature workflow that captures signer identity, timestamp, and an audit trail before distributing the plan.

Delivery Options: Email link, secure portal, or shared HR workspace
Authentication: Email code, SMS, or stronger KBA where needed
File Types: PDF or DOCX accepted for archiving

Typical Timelines and Internal Deadlines

Set internal timing to keep the coaching process timely and defensible; document each checkpoint on the plan itself.

Plan Start Date:

Establish and record the MM/DD/YYYY start date

30-Day Check-In:

Hold first progress discussion within 30 days

60-Day Follow-Up:

Assess measurable progress at 60 days

Final Review:

Conduct final assessment on the agreed end date

Documentation Upload:

Save signed plan to HR file within 5 business days

Key Milestones in the Coaching Timeline

Track four numbered milestones from plan initiation through review so progress and decisions are auditable.

01

Initiation

Manager and employee agree goals and start date.

02

Midpoint Review

Evaluate interim metrics and adjust actions if needed.

03

Final Assessment

Measure outcomes against defined metrics and record results.

04

Outcome Decision

Decide next steps: closed, extended coaching, or escalation.

Common Preparation Errors to Avoid

Vague objectives that cannot be measured, which weakens follow-up and reduces accountability.
Missing dates or inconsistent date formats that cause confusion about when obligations begin.
Failing to record supporting examples and evidence of performance gaps for future review.
Not obtaining employee acknowledgement when agreement is required, undermining defensibility.

Risks of Incomplete or Improperly Documented Plans

Legal Exposure: Increased risk of discrimination claims

Evidentiary Weakness: Insufficient proof for discipline

Record Gaps: Missing documentation for audits

Privacy Breach: Unauthorized access to sensitive data

Inconsistent Treatment: Unequal application across employees

Operational Delay: Missed follow-ups or unresolved issues

Comparison: Common eSignature Options for HR Plans

Many HR teams use an eSignature provider to collect and store signed coaching plans; cost and compliance features vary by vendor and plan level.

	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	Yes	Yes	Yes	Yes
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Frequently Asked Questions and Troubleshooting

Answers to common operational and legal questions about preparing, signing, and storing HR Performance Coaching Plans.

Need help? Contact support

Are electronic signatures valid?
Yes. In the United States electronic signatures are legally valid under the ESIGN Act (15 U.S.C. ch. 96) and UETA where adopted; ensure intent, consent, attribution, and retention are met for enforceability.
Who may sign the plan on behalf of the employer?
Typically the direct manager or an HR representative with delegated authority should sign. Maintain internal delegation records so signatory authority can be demonstrated if questioned.
Do coaching plans need notarization or witnesses?
No. Ordinary HR coaching plans do not require notarization or witnesses. Exceptions are rare and tied to specific legal instruments, not routine performance documentation.
How should plans containing PHI be handled?
Limit PHI in the plan, store signed documents in a HIPAA-compliant system, and execute a BAA with vendors if the plan contains protected health information (45 CFR §164.502).
Can I edit a plan after the employee signs it?
Do not alter a signed plan. If changes are needed, create an addendum or a new plan and obtain fresh signatures to preserve an accurate audit trail.
What if a signer cannot access email to sign?
Provide alternate authentication methods or in-person signing options. Use platforms that support SMS codes, kiosk mode, or in-person signing to reduce signer friction.

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