Can an employee sign electronically?

Yes. Under the ESIGN Act and UETA, electronic signatures are legally valid when intent, consent, signer attribution, and reliable record retention are met. For consumer-facing or health-related records, provide required disclosures and ensure eSignature platform meets applicable authentication and retention standards.

What if the employee refuses to sign?

Document refusal in the PAR Report with date and reason. Have a witness or HR attestation sign and date the entry. Maintain the unsigned report as part of the personnel file and follow internal notice procedures to preserve legal defensibility.

Are notarization or witnesses required?

Not typically for internal PAR Reports. Notarization is uncommon unless specified by contract or state rule. Some employers use witness signatures or acknowledgment statements for high-stakes actions; verify state-specific requirements and consult counsel when disciplinary or legal risks are present.

How to correct an error after signing?

Create an amended PAR Report with a clear revision history. Have all affected parties sign or initial the amendment, date it, and link to the original document. Preserve both versions and the audit trail to demonstrate transparent recordkeeping.

How long must we retain PAR Reports?

Follow federal minimums and industry rules: retain HR records at least three years for tax and compliance purposes, seven years for common post-termination defense, and six years for HIPAA-related records. Follow state or industry guidance for longer retention periods.

Which eSignature platforms meet compliance?

Platforms that provide audit trails, strong encryption, SOC 2 Type II or ISO 27001 certification, and an available BAA for HIPAA are appropriate. Evaluate authentication, conditional fields, and archival/export capabilities before selection.

Electronic Signature
Templates
HR
HR Performance PAR Report

HR Performance PAR Report

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

HR Performance PAR Report

Employee Information

Full Legal Name Employee ID Home Address

Phone

Email

Hire Date

Position Information

Current Job Title Department

Reporting Manager

Work Location

Review Period From

Review Period To

Employment History (Most Recent)

Employer 1 - Company Name Title / Role Dates Employed Primary Responsibilities Reason For Leaving

Employer 2 - Company Name Title / Role Dates Employed Primary Responsibilities Reason For Leaving

Education

Highest Degree / Certification Institution Graduation / Completion Date

Professional References

Reference 1 - Name Phone Email Relationship

Reference 2 - Name Phone Email Relationship

Reference 3 - Name Phone Email Relationship

Performance Summary & Rating

Overall Performance Rating Summary Comments (Manager)

Performance Factors (Rate and Comment)

Job Knowledge — Rating Comments

Quality of Work — Rating Comments

Productivity — Rating Comments

Communication — Rating Comments

Teamwork & Collaboration — Rating Comments

Dependability — Rating Comments

Goals & Development

Status of Prior Goals New Goals and Objectives Development / Training Needs

Target Completion Date

Responsible Party

Performance Improvement Plan (PIP)

PIP Required

If PIP required, outline objectives, measurable performance targets, and consequences

Administrative & Legal Notices

At-Will Employment: Nothing in this performance report constitutes a contract of employment for any specified period. Employment is at-will and may be terminated by the employer or employee at any time, with or without cause or notice, except as otherwise provided by written agreement executed by authorized representatives.

Equal Employment Opportunity: This organization prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to protected characteristics as defined by applicable law.

Confidentiality: Performance evaluations, related documents, and any corrective action records are confidential personnel records. Access is restricted to authorized personnel. Unauthorized disclosure may result in disciplinary action.

Authorizations & Certifications

Authorization to Contact: I authorize the employer to contact prior employers, listed references, and any third parties where relevant to verify employment history, performance, and other employment-related information to the extent permitted by law. I further acknowledge that the information provided in this report is true and accurate to the best of my knowledge and that willful misrepresentation may result in disciplinary action.

Employee authorizes contact and certification as stated above

Applicant / Employee Certification: I certify that all information included in this Performance PAR Report is accurate and complete. I acknowledge receipt of a copy of this document and understand its contents. My signature indicates that the performance discussion has taken place; it does not necessarily indicate agreement with the evaluation content.

Employee

Printed Name:

By:

Date:

Reviewer / Manager

Printed Name:

By:

Date:

Human Resources Representative

Printed Name:

By:

Date:

What the HR Performance PAR Report Is

An HR Performance PAR Report (Performance Appraisal Report) is a formal HR document that records an employee's job performance, goals, competencies, and improvement actions over a review period. It consolidates ratings, manager observations, employee self-assessment, and development plans into a single record used for performance decisions, pay adjustments, promotions, and compliance. Organizations use the PAR Report to standardize evaluations across teams, document objective performance evidence, and create a defensible record for HR actions. Properly completed, it supports development conversations, auditability, and adherence to internal policies and applicable employment laws.

Why a Structured PAR Report Matters

The HR Performance PAR Report creates a documented basis for personnel decisions while preserving legal defensibility when retained and signed correctly. Electronic signatures satisfy ESIGN and UETA requirements in most jurisdictions, provided intent, consent, attribution, and retention criteria are met.

Who Typically Prepares and Uses PAR Reports

Common users of the HR Performance PAR Report include HR specialists, managers conducting reviews, and compliance officers tracking documentation.

HR managers responsible for performance ratings, development planning, and promotion recommendations.
HR business partners and talent teams standardizing appraisal processes across departments and locations.
Employees completing self-assessments and acknowledging review outcomes during appraisal cycles.

Smaller companies often combine roles; larger organizations maintain separate review, calibration, and legal review functions.

Essential Sections to Include in the PAR Report

Core sections of a professional HR Performance PAR Report ensure consistent ratings, clear goals, and documented development plans across employees and review cycles.

Summary

Concise overview of the review period, overall rating, key accomplishments, and a brief manager synopsis. Use objective language and reference measurable outcomes rather than subjective opinions.

Goals

Document prior goals, current status, new SMART objectives, target dates, and owner. Tie goals to role expectations and organizational priorities to support performance measurement and subsequent pay or promotion decisions.

Competencies

Evaluate core competencies and behavioral indicators with examples. Use consistent rating scales, explain ratings with evidence, and note training needs or stretch assignments for development.

Feedback

Record manager feedback, areas of strength, and improvement opportunities. Include employee comments or rebuttals if provided, and summarize any agreed follow-up meetings, coaching, or performance improvement plans.

Signatures

Include dated signature blocks for employee, manager, and HR representative. Note if signing signifies review only or agreement with the evaluation; retain digital audit trails for verification.

Attachments

Attach supporting documents such as performance evidence, sales reports, training records, and prior notes. Label exhibits clearly and reference them in narrative sections to preserve auditability.

Security and Compliance Checklist

Data Encryption: TLS 1.2/1.3 in transit; AES-256 at rest

Certifications: SOC 2 Type II; ISO 27001; PCI DSS

HIPAA Compliance: BAA available; PHI protection supported

eSignature Law: ESIGN and UETA compliant for US

21 CFR Support: Compliant options for FDA-regulated records

Accessibility: WCAG 2.0 Level AA support

Step-by-Step: Complete a PAR Report

Follow these steps to complete an HR Performance PAR Report accurately and maintain an audit-ready file.

01

Collect Data: Gather performance metrics, attendance, and prior reviews.
02

Draft Ratings: Apply standardized rating scale and document supporting examples.
03

Set Goals: Enter SMART goals with owners and target dates.
04

Sign & File: Get signatures and store signed file with metadata.

Configuring an Online PAR Report Workflow

Example online setup for a PAR Report template including signer roles, required fields, and conditional sections for development plans.

Template Field Name and Role	Configuration and workflow settings for online use
Template Name, Version, and Identifier	HR PAR Template v1 for annual reviews
Primary Signer Roles and Routing Order	Employee then Manager then HR reviewer
Required Form Fields and Validation Rules	Full name, review date, ratings required; date MM/DD/YYYY
Automated Notifications and Reminder Schedule	Email reminders 7 and 2 days before due date

Where Signed PAR Reports Are Sent and Stored

Routing and submission options determine where signed PAR Reports are stored and who receives copies for HR records.

Send to HR: Email signed PDF to HR mailbox and attach to HRIS
Manager Copy: Manager retains a copy in local file or shared drive
Employee Copy: Provide employee with downloadable signed PDF and audit trail
Archive: Upload final document to secure records repository with metadata

Platform Requirements for eSigning and Storage

Use secure eSignature platforms that support role-based signing, audit trails, and compliance features for HR records management.

Authentication: Email, SMS, or two-factor options supported
File Formats: Accepts PDF, DOCX, and image uploads
Integrations: Connects to HRIS, Drive, and cloud storage

Timelines and Deadlines for Completing PAR Reports

Typical timelines define when drafts, manager reviews, and final signatures should occur to keep performance cycles on schedule.

Review Period End Date and Trigger:

Start appraisal within 14 days after period end

Manager Completion and Submission Deadline:

Complete manager evaluation within 7 business days

Employee Acknowledgement and Response Window:

Employee signs or comments within 5 business days

Appeals or Rebuttal Submission Period:

Allow 14 calendar days for employee rebuttals

Final Archival and HR Processing:

Archive signed report within 7 days; update HRIS

Common Preparation Errors to Avoid

Failing to document objective examples for ratings leads to disputes and weakens disciplinary or promotion decisions during audits or legal review.
Using inconsistent rating scales across departments causes comparability problems and undermines calibration and equitable compensation processes.
Allowing unsigned or undated reports into personnel files can void acknowledgment and complicate employment-verification or regulatory reviews.
Neglecting to retain audit trails or metadata prevents reconstruction of approval steps and weakens legal defensibility.

Risks and Consequences of Incomplete PAR Reports

Discrimination Claims: Incomplete PARs can support wrongful termination suits

Wage Disputes: Pay decisions challenged without documented performance

Regulatory Exposure: HIPAA risk for health-related notes

Recordkeeping Penalties: Failure to retain records hinders audits

Reputational Risk: Manager inconsistency damages employer credibility

Legal Costs: Defense and settlement expenses increase

Example Scenarios Where PAR Reports Help

Real-world examples illustrate how structured PAR Reports reduce disputes, improve promotion decisions, and streamline recordkeeping across organizations.

Martin Properties

Martin Properties moved appraisal paperwork online to reduce in-person signatures and speed reviews during relocations.

Reduced turnaround time and improved compliance tracking.
Using a standardized PAR Report with secure electronic signatures allowed managers to complete reviews remotely, preserved audit trails for HR, and ensured uniform documentation across properties and teams, which simplified promotions and supported defensible personnel decisions.

Fertility Centers of Illinois

Fertility Centers of Illinois standardized review forms to centralize clinician performance data while maintaining HIPAA protections for patient-adjacent notes.

Improved documentation consistency across clinics.
By combining clinical performance metrics with redacted supporting documents and controlled access, the organization met compliance expectations, enabled secure staff development plans, and retained necessary records for audits without exposing protected health information.

Frequently Asked Questions and Troubleshooting

Answers to common questions about completing, signing, storing, and correcting HR Performance PAR Reports including eSignature and compliance considerations.

Need help? Contact support

Can an employee sign electronically?
Yes. Under the ESIGN Act and UETA, electronic signatures are legally valid when intent, consent, signer attribution, and reliable record retention are met. For consumer-facing or health-related records, provide required disclosures and ensure eSignature platform meets applicable authentication and retention standards.
What if the employee refuses to sign?
Document refusal in the PAR Report with date and reason. Have a witness or HR attestation sign and date the entry. Maintain the unsigned report as part of the personnel file and follow internal notice procedures to preserve legal defensibility.
Are notarization or witnesses required?
Not typically for internal PAR Reports. Notarization is uncommon unless specified by contract or state rule. Some employers use witness signatures or acknowledgment statements for high-stakes actions; verify state-specific requirements and consult counsel when disciplinary or legal risks are present.
How to correct an error after signing?
Create an amended PAR Report with a clear revision history. Have all affected parties sign or initial the amendment, date it, and link to the original document. Preserve both versions and the audit trail to demonstrate transparent recordkeeping.
How long must we retain PAR Reports?
Follow federal minimums and industry rules: retain HR records at least three years for tax and compliance purposes, seven years for common post-termination defense, and six years for HIPAA-related records. Follow state or industry guidance for longer retention periods.
Which eSignature platforms meet compliance?
Platforms that provide audit trails, strong encryption, SOC 2 Type II or ISO 27001 certification, and an available BAA for HIPAA are appropriate. Evaluate authentication, conditional fields, and archival/export capabilities before selection.

eSignature Vendor Pricing and Feature Comparison

Pricing and core feature comparison across common eSignature vendors to consider for eSigning HR Performance PAR Reports and recordkeeping.

	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	Varies	Varies	Varies
Bulk Send	Yes	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

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