Can performance reviews be e-signed?

Yes. Electronic signatures are legally valid under the ESIGN Act and state UETA statutes when intent and consent are demonstrated; maintain an audit trail showing signer identity and timestamp to support enforceability.

Who must sign the review?

Typically the manager and employee sign. HR or a second-level reviewer may also sign for policy or compensation approvals. Ensure the signer order and authentication match internal controls.

Is notarization required for reviews?

Not normally. Performance reviews are internal HR records and generally do not require notarization or witnesses unless state or employer policy specifically demands it.

How long should reviews be retained?

Retain per business need and regulation: at least three years for many federal purposes, longer where state law or industry rules apply; retain HIPAA-related records for six years when applicable.

What if an employee refuses to sign?

Document the refusal in the record, have the manager note the date and reason, and retain the unsigned review. Employee comments or rebuttals can be added to the file to preserve their perspective.

How do I ensure privacy and security?

Use platforms that provide TLS in transit and AES-256 at rest, role-based access, and detailed audit logs. For health-related information, require a HIPAA Business Associate Agreement with the vendor.

Electronic Signature
Templates
HR
HR Performance Review

HR Performance Review

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

HR PERFORMANCE REVIEW

Personal Information

Full Legal Name Home Address

Phone:

Email:

Position Information

Job Title Department

Reporting Manager:

Start Date:

Current Salary:

Review Period

Review Period From: to

Performance Summary

Key Responsibilities (as documented in job description):

Achievements / Notable Contributions Overall Performance Rating (1 = Unsatisfactory to 5 = Outstanding). Enter numeric rating.

Competencies and Skills

For each competency, provide a brief comment and numeric rating (1-5).

Quality of Work Communication Teamwork & Collaboration

Development & Goals

Areas for Improvement / Development Needs Training or Support Recommended Goals for Next Review Period

Reviewer and Employee Comments

Reviewer Comments (required) Employee Comments (optional)

Employment History (for internal record)

Employer 1

Company Name

Title:

Dates Employed:

Responsibilities Reason for Leaving

Employer 2

Company Name

Title:

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree Institution

Graduation Date:

References

Reference 1

Reference 2

Reference 3

Legal Disclosures & Acknowledgments

At-Will Employment: I acknowledge that, unless otherwise set forth in a separate written agreement signed by an authorized representative of the employer, my employment is at will and may be terminated by either party at any time, with or without cause, subject to applicable law.

I acknowledge the At-Will Employment statement.

Equal Employment Opportunity: The employer provides equal employment opportunity and prohibits unlawful discrimination and harassment in employment. All personnel decisions are based on job-related factors.

I acknowledge the Equal Employment Opportunity statement.

Confidentiality and Use of Review: This performance review is a confidential personnel record retained by Human Resources. It may be used for employment decisions, training, promotion, or disciplinary actions consistent with company policy. Unauthorized disclosure of confidential information may result in disciplinary action.

Authorization for Verification: I authorize the employer to verify employment history, educational credentials, and other job-related information as necessary for personnel records and internal verification. This authorization is limited to factual verification and does not waive other legal rights.

I authorize verification as stated above.

Employee Certification

I certify that the information provided in this performance review is true and complete to the best of my knowledge. I understand that my signature below indicates I have reviewed the contents of this document and that I have had the opportunity to discuss it with my reviewer. My signature does not necessarily indicate agreement with all findings but acknowledges receipt and discussion.

I certify the statements above.

Administrative Use

Compensation Adjustment Recommended HR Notes

Employee:

By:

Date:

Reviewer (Manager):

By:

Date:

What an HR Performance Review Is and when it's used

An HR Performance Review is a formal, documented assessment of an employee's job performance over a defined period. It typically records goals, accomplishments, competency ratings, strengths, development areas, and agreed next steps. Reviews support pay decisions, promotions, training plans, and performance improvement processes while creating a written record of manager and employee discussions. Organizations may use standardized templates, rating scales, and attachments such as self-assessments or KPI reports to ensure consistent evaluation across teams and to meet recordkeeping obligations for employment actions.

Why a structured review matters to your organization

A consistent HR Performance Review helps align expectations, document performance decisions, and reduce legal and administrative risk. It creates a transparent record for talent management, succession planning, and compliance with internal policies and regulatory obligations.

Who prepares and signs HR Performance Reviews

Typical participants include the employee, direct manager, HR business partner, and sometimes a second-level reviewer or department head.

Managers and supervisors complete evaluations and recommend ratings and development actions.
Human resources reviews for policy consistency and retention; may approve or archive the record.
Employees complete self-assessments, acknowledge receipt, and can add comments or rebuttals.

In some organizations, compensation or legal teams review high-impact actions such as termination, demotion, or disciplinary measures before final sign-off.

Core elements to include in every HR Performance Review

A complete review combines objective measures, narrative feedback, and formal sign-offs to support fair decisions and defensible records.

Employee Identity

Full legal name, employee ID, job title, and department to ensure unambiguous record association across HR systems and payroll.

Review Period

Clear start and end dates for the evaluation window; this anchors performance data and determines applicable goals and metrics.

Performance Ratings

Standardized rating scale with definitions and numerical values to enable consistent comparisons and aggregate reporting by HR.

Manager Feedback

Written strengths, development areas, and specific examples supporting ratings to document rationale for decisions.

Employee Comments

Employee self-assessment and optional rebuttal space to capture the employee perspective and promote dialogue.

Signatures & Dates

Signed acknowledgements from employee and manager with dates to verify review completion and acceptance of outcomes.

Required data fields at a glance

Employee Name: Full legal name

Employee ID: Unique HR identifier

Review Period: MM/DD/YYYY range

Ratings: Numeric or descriptive

Manager Notes: Concise documented evidence

Signatures: Signed and dated

Step-by-step: completing an HR Performance Review

Follow a consistent sequence to complete, review, and store the evaluation to maintain accuracy and auditability.

01

Prepare materials: Gather KPIs, attendance, and prior review notes.
02

Manager completes rating: Enter ratings, examples, and development goals.
03

Employee self-assessment: Employee completes and adds comments.
04

Sign and store: Capture signatures and archive per retention policy.

Configuring an online review workflow

Set up an approval and signature flow that matches your organizational roles and escalation paths.

Field	Configuration
Signer Order	Employee → Manager → HR reviewer
Authentication	Email link or SMS code for signer verification
Conditional Fields	Show improvement plan fields when rating below threshold
Archive Location	Auto-save to HRIS or document repository

Technical considerations for electronic reviews

Choose a platform that supports secure e-signatures, audit trails, and integration with HR systems.

File Formats: PDF and DOCX supported
Integrations: Works with HRIS and cloud storage
Security: TLS and AES-256 encryption

Ensure the vendor supports required compliance controls (ESIGN/UETA, optional HIPAA BAA) and provides exportable audit logs for disputes or internal review.

Typical eSubmission flow for a performance review

A predictable signing flow reduces signer friction and ensures the review is captured in the HR record.

Upload Document: Administrator uploads the review template.
Place Fields: Add signature, date, and text fields for signers.
Send to Signers: Dispatch email or shared link to each signer.
Audit Capture: System logs timestamps, IPs, and actions.

Timing and typical deadlines for reviews

Establish a predictable schedule and deadlines for completion to align performance cycles and compensation decisions.

Annual Reviews:

Conducted on a fiscal or calendar year cadence

Mid-Year Check-ins:

Often scheduled six months after annual review

Manager Submission:

Managers typically submit within two weeks of meeting

Employee Acknowledgement:

Employees usually acknowledge within one week

Compensation Deadlines:

Complete reviews before payroll change deadlines

Key milestones in the review cycle

Map milestones so stakeholders know when actions are due and records must be finalized.

01

Goal Setting

Set and record goals at start of cycle

02

Ongoing Feedback

Capture interim coaching and notes

03

Final Evaluation

Manager completes rating and narrative

04

Sign-off & Archive

Employee signs, HR archives final record

Common mistakes to avoid when preparing reviews

Using vague feedback without specific examples increases disagreement and weakens defensibility in disputes.
Failing to follow the rating definitions leads to inconsistent evaluations and perceived unfairness across teams.
Not capturing dates and signatures creates audit gaps and complicates appeals or separation decisions.
Storing reviews in multiple locations without a single source of truth increases the risk of version conflicts.

Risks and legal consequences of poor documentation

Discrimination Claims: Incomplete or inconsistent records can increase exposure to discrimination litigation

Wrongful Termination: Poor evidence may weaken employer defense in termination disputes

I-9 Noncompliance: I-9 documentation failures risk fines of $281–$2,789 per violation

Breach of Privacy: Improper access to review data can violate privacy obligations

HIPAA Exposure: Healthcare employers must protect PHI; HIPAA BAA may be required

Recordkeeping Gaps: Missing records hinder audits and regulatory responses

Real-world examples related to e-signed HR documents

These excerpts show how organizations describe online signing and recordkeeping in practice.

Fertility Centers of Illinois

airSlate SignNow team has been exceptional and the API great for document workflows.

Implementation enabled secure online execution of patient and HR forms.
The organization highlighted responsive support, API flexibility, and secure handling of sensitive documents while enabling staff to complete required records remotely.

Tech Data

Tech Data uses airSlate SignNow to improve customer service and speed to revenue.

The platform helped standardize document flows including HR approvals.
Tech Data reports faster internal processing and consistent audit trails for compliance, which supported both HR and commercial workflows.

Comparing eSignature vendors for HR Performance Reviews

Overview of common pricing and feature differences; signNow is listed first per vendor comparison conventions.

	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

Frequently asked questions about HR Performance Reviews

Answers to common operational and legal questions when preparing, signing, and storing HR Performance Reviews.

Need help? Contact support

Can performance reviews be e-signed?
Yes. Electronic signatures are legally valid under the ESIGN Act and state UETA statutes when intent and consent are demonstrated; maintain an audit trail showing signer identity and timestamp to support enforceability.
Who must sign the review?
Typically the manager and employee sign. HR or a second-level reviewer may also sign for policy or compensation approvals. Ensure the signer order and authentication match internal controls.
Is notarization required for reviews?
Not normally. Performance reviews are internal HR records and generally do not require notarization or witnesses unless state or employer policy specifically demands it.
How long should reviews be retained?
Retain per business need and regulation: at least three years for many federal purposes, longer where state law or industry rules apply; retain HIPAA-related records for six years when applicable.
What if an employee refuses to sign?
Document the refusal in the record, have the manager note the date and reason, and retain the unsigned review. Employee comments or rebuttals can be added to the file to preserve their perspective.
How do I ensure privacy and security?
Use platforms that provide TLS in transit and AES-256 at rest, role-based access, and detailed audit logs. For health-related information, require a HIPAA Business Associate Agreement with the vendor.

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