Can this be signed electronically?

Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are demonstrable.

When is a notarization required?

Most routine HR performance records do not require notarization. Use notarization only when a specific legal instrument or jurisdictional rule demands it.

How should sensitive information be protected?

Limit access, apply role-based permissions, use encryption at rest and in transit, and log access. If PHI is present, ensure HIPAA controls and a BAA are in place.

What if the employee refuses to sign?

Document the employee’s refusal in the record, obtain witness attestation if available, and follow internal policy for escalation and retention of the unsigned record.

How do I correct an error after signing?

Create an addendum documenting the correction, include dates and signatures, and preserve the original document and audit trail to show the change history.

How long must HR keep the document?

Retention varies by purpose: keep general HR records at least 3 years, retain HIPAA-related records 6 years, and follow longer state or industry-specific requirements as applicable.

Electronic Signature
Templates
HR
HR Performance Support Document

HR Performance Support Document

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

HR PERFORMANCE SUPPORT DOCUMENT

Personal Information

Full legal name Address

Phone

Email

Position Information

Job Title: Department:

Reporting Manager: Manager Title:

Hire Date: Current Compensation:

Employment History (Most Recent)

Employer 1 — Company

Primary responsibilities Reason for leaving Employer 2 — Company

Primary responsibilities Reason for leaving

Education

Highest Degree

Professional References

Reference 1 Reference 2 Reference 3

Performance Concerns and Examples

Summary of concern:

Specific examples / incidents (dates, impact)

Performance Objectives and Success Criteria

Objective 1 Objective 2

Support, Resources, and Accommodations

Training and support to be provided

Reasonable accommodations requested: Yes No

Review Schedule and Monitoring

Initial plan meeting date: First progress review: Final review/assessment:

Monitoring methods and metrics

Consequences and Next Steps

If objectives are not met by the final review date, the employer may take corrective action up to and including termination of employment. The parties understand that this document is a formal performance support measure intended to provide opportunity to improve performance; it is not a promise of continued employment for any specific duration.

Potential corrective actions

Legal and Administrative Notices

At-Will Employment: The employee acknowledges that employment with the employer is at-will unless a separate written agreement signed by an authorized representative of the employer provides otherwise. Nothing in this document modifies or alters the at-will nature of employment.

Equal Opportunity: The employer affirms its commitment to equal employment opportunity without regard to protected characteristics. Decisions under this plan will be applied in a manner consistent with applicable law and company policy.

Confidentiality: Details of this performance support document are confidential and must be shared only with those with a legitimate business need to know. Unauthorized disclosure may result in disciplinary action.

Authorization: By signing below, the employee authorizes contact with prior employers and references as necessary to verify background and performance history and authorizes necessary HR inquiries to investigate the matters described in this document.

Employee Certification and Acknowledgment

I certify that all information I have provided in connection with this document is true and complete to the best of my knowledge. I acknowledge that I have received a copy of this Performance Support Document, that its contents have been explained to me, and that I have had an opportunity to ask questions. I understand the objectives, support to be provided, the monitoring schedule, and the potential consequences should required improvements not be achieved.

Employee acknowledgement: I acknowledge and agree

Optional Comments

Employee comments Manager comments

Employee:

By:

Date:

Manager:

By:

Date:

What the HR Performance Support Document Is

The HR Performance Support Document is a structured file used to record, guide, and document an employee’s performance plan, feedback, and follow-up actions. It typically combines objective goals, observed behaviors, performance metrics, manager comments, and agreed corrective actions or development steps. The document can be used for coaching, formal performance improvement plans, promotion assessments, and as a record for HR decisions while preserving an auditable history of conversations and outcomes.

Why this document matters for HR consistency

A standardized HR Performance Support Document creates consistent expectations, reduces bias, and preserves a clear record of performance discussions. It supports defensible HR decisions, improves follow-through on development actions, and provides a single, retrievable source for managers and HR when evaluating progress or addressing concerns.

Who prepares and who relies on the document

Use the document as a shared record: manager drafts, employee acknowledges, HR retains a copy for compliance and future reference.

Managers and supervisors responsible for documenting performance, coaching plans, and disciplinary steps.
HR specialists who review for policy compliance, retention, and escalation to higher-level HR processes.
Employees who confirm their understanding, record their input, and agree to follow-up actions.

Core sections to include in a professional support document

A complete HR Performance Support Document groups factual observations, measurable goals, required actions, timeline, signatory blocks, and an audit trail to ensure clarity and accountability.

Employee Details

Full legal name, job title, department, and employee ID; use official records to prevent identity mismatches.

Performance Summary

Concise factual description of observed behaviors and outcomes with dates and examples to support objective review.

Goals and Metrics

Specific, measurable targets with baseline values and deadlines so progress is unambiguous and measurable.

Improvement Actions

List required actions, resources provided, training plans, and responsible parties for each agreed remedial or development step.

Timeline

Clear dates for review checkpoints, follow-up meetings, and final evaluation to track adherence and progress.

Signatures & Audit

Manager and employee signatures, date stamps, and a tamper-evident audit trail showing changes and completion events.

Essential fields and minimal data set

Name: Full legal name

Title: Job title

Department: Organizational unit

Effective Date: Start date

Review Dates: Checkpoint dates

Signatory Data: Signer name and date

Step-by-step: completing the HR Performance Support Document

Follow these sequential steps to create, review, sign, and file the document while preserving an auditable record.

01

Draft: Manager populates factual observations and proposed actions.
02

Review: Manager and HR review for policy alignment and fairness.
03

Discuss: Hold a documented meeting with the employee to review contents.
04

Sign and Store: Collect signatures and save to the HR record with access controls.

How to configure an online workflow for this document

Set up a simple digital routing workflow to collect inputs, approvals, and signatures in order, reducing manual handoffs.

Field	Configuration
Initiator	Manager role starts workflow automatically
Reviewer	HR role assigned as parallel or sequential approver
Signer	Employee receives signature request after approval
Storage	Auto-save signed PDF to secure HR repository

Where to send and how to submit completed documents

Document routing depends on organizational policy: typical destinations include the employee file, HR case management, and manager records.

HR File: Store signed PDF in employee HR folder
Manager Records: Provide manager a read-only copy for coaching
Case System: Attach to HR case or disciplinary file when applicable
Backup Archive: Retain copy in secure long-term archive

Technical considerations for digital completion and signing

Ensure the chosen platform provides retention controls, access logging, and an exportable audit trail for compliance and dispute resolution.

File Formats: PDF, DOCX supported
Integrations: Connects to HRIS and cloud storage
Authentication: Email, SMS, or stronger MFA

Typical timelines and review checkpoints to set

Define clear deadlines and review dates to measure progress and trigger follow-up. Consistent scheduling reduces disputes and supports legal defensibility.

Initial Meeting Date:

Set upon issuance; employee acknowledges within 7 days

Checkpoint Reviews:

Schedule 30 and 60 day reviews for short-term plans

Final Evaluation Date:

Set a final review date tied to improvement targets

Documentation Deadlines:

Manager files updates within 3 business days of meetings

Retention Start:

Retention measured from the document effective date

Common mistakes to avoid when preparing the document

Using vague or subjective language without concrete examples undermines defensibility and confuses follow-up work.
Missing or inconsistent dates for actions and reviews leads to disputes over whether obligations were timely met.
Failing to include an employee acknowledgement or signature leaves uncertainty about whether the employee received and understood the plan.
Storing multiple uncontrolled copies across systems creates versioning errors and increases risk during audits or litigation.

Risks of incomplete or incorrect documentation

Employment Claims: Increased exposure

Disciplinary Delays: Procedural gaps

Recordkeeping Fines: Regulatory penalties

Privacy Violations: HIPAA exposure (if PHI)

Operational Impact: Ineffective coaching

Audit Challenges: Missing trail

eSignature pricing and feature snapshot (vendor comparison)

Overview of typical starting prices and selected feature differences across commonly used eSignature providers. signNow is listed first per comparison 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	7-day free trial	Varies by vendor	Varies by vendor	Varies by vendor	Varies by vendor
Bulk Send	Yes (Premium)	Yes	Yes	Yes	Varies
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes (BAA available)	Yes (BAA available)	Yes (BAA available)	No	No

Real-world examples of use in HR workflows

Below are concise examples showing how organizations use an HR Performance Support Document to improve clarity and speed of resolution.

Optica Ventures — COO

Manager documents performance issues with dated examples to start a coaching plan

Quick, clear form fields enabled uniform manager notes
The simple, uniform document reduced follow-up confusion and made it easier for HR to audit compliance across teams.

Fertility Centers of Illinois — Founder

HR used the document to track corrective actions and acknowledge employee receipt

Signatures recorded for every step
Maintaining consistent signed records helped the organization show process compliance during internal and external reviews.

Frequently asked questions about HR Performance Support Documents

Practical answers to common questions about validity, signatures, storage, and workflow best practices for HR teams.

Need help? Contact support

Can this be signed electronically?
Yes. Electronic signatures are enforceable under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and retention are demonstrable.
When is a notarization required?
Most routine HR performance records do not require notarization. Use notarization only when a specific legal instrument or jurisdictional rule demands it.
How should sensitive information be protected?
Limit access, apply role-based permissions, use encryption at rest and in transit, and log access. If PHI is present, ensure HIPAA controls and a BAA are in place.
What if the employee refuses to sign?
Document the employee’s refusal in the record, obtain witness attestation if available, and follow internal policy for escalation and retention of the unsigned record.
How do I correct an error after signing?
Create an addendum documenting the correction, include dates and signatures, and preserve the original document and audit trail to show the change history.
How long must HR keep the document?
Retention varies by purpose: keep general HR records at least 3 years, retain HIPAA-related records 6 years, and follow longer state or industry-specific requirements as applicable.

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