Is an electronic signature legally valid?

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

When do I need a notarized signature?

Most HR PMA Documents do not require notarization. Obtain a notary if a specific state rule, court filing, or third-party requires notarized acknowledgement.

Can I use a basic email link for signatures?

Yes for many routine HR agreements; however, consumer-facing or high-risk documents may require stronger authentication or a documented consent to electronic records under 15 U.S.C. §7001.

How do I correct an error after signing?

Issue an amendment or corrected PMA Document and obtain new signatures. Retain both versions with clear version labels to preserve auditability.

What authentication level is recommended?

Use email verification for routine PMAs; add SMS codes or multi-factor authentication when linking to payroll, benefits, or protected health information.

How long should I keep signed PMAs?

Retain active records for the term plus at least 3 years; follow IRS (IRC §6501) and HIPAA (45 CFR §164.530(j)) minima and extend retention for litigation holds or state-specific rules.

Electronic Signature
Templates
HR
HR PMA Document

HR PMA Document

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

HR PMA Document

Parties and Effective Date

Employer Name: Employer Address:

Employee Name: Employee Address:

Effective Date:

Personal Information

Full Legal Name Address Phone Email

Position Information

Job Title Department Reporting Manager

Start Date: Employment Type: Full-time Part-time Exempt Non-exempt

Annual Base Salary Pay Frequency Primary Work Location

Duties and Responsibilities

Employee will perform the duties, responsibilities, and authority customarily associated with the position described above and such additional duties as Employer may reasonably assign. Employee shall devote full working time and best efforts to the performance of assigned duties consistent with Employer policies.

Primary Duties (summarize key responsibilities)

Compensation and Benefits

Employer will pay Employee the compensation set forth above and provide benefits in accordance with Employer's policies. Eligibility for benefits and bonus plans is subject to the terms of the applicable plan documents and Employer policies.

Bonus Eligibility (if any)

Employment History

List most recent employers. Provide at least two prior employers.

Employer 1 - Company Name Employer 1 - Job Title Employer 1 - Dates Employed Employer 1 - Responsibilities Employer 1 - Reason for Leaving Employer 2 - Company Name Employer 2 - Job Title Employer 2 - Dates Employed Employer 2 - Responsibilities Employer 2 - Reason for Leaving

Education

Highest Degree Institution Graduation Date

Professional References

Provide three professional references who can attest to your qualifications and work history.

Reference 1 - Name Reference 1 - Phone Reference 1 - Email Reference 1 - Relationship Reference 2 - Name Reference 2 - Phone Reference 2 - Email Reference 2 - Relationship Reference 3 - Name Reference 3 - Phone Reference 3 - Email Reference 3 - Relationship

Legal Disclosures

At-Will Employment: Unless otherwise expressly provided in a signed written agreement, employment is at-will. Either Employer or Employee may terminate the employment relationship at any time, with or without cause or notice. This document does not create a guarantee of employment for a specific term unless a written agreement signed by an authorized representative of Employer explicitly states otherwise.

Equal Opportunity Employer: Employer is an equal opportunity employer and does not unlawfully discriminate in employment based on race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic. Reasonable accommodations will be provided where required by law.

I acknowledge that I have read and understand the At-Will Employment and Equal Opportunity statements: I acknowledge

Background and Authorization

As a condition of employment, Employee authorizes Employer and its agents to conduct employment-related background checks, reference checks, and verification of any information provided in this document or during the hiring process. Employee understands that employment may be contingent upon satisfactory results of such background checks.

I authorize Employer to obtain consumer and/or investigative consumer reports for employment purposes and to contact previous employers and references: I authorize

Optional Identification (for background check processing)

Confidentiality and Proprietary Rights

Employee agrees that during the term of employment and thereafter, Employee will not disclose or use confidential or proprietary information of Employer except as necessary to perform job duties. Employee further assigns to Employer all rights in inventions, developments, and works created in the course of employment to the extent permitted by law.

Termination, Severability, and Governing Law

Employment may be terminated by either party subject to the At-Will Employment provision unless otherwise provided in a separate signed written agreement. If any provision of this document is found to be unenforceable, the remaining provisions will remain in full force. This document will be governed by the laws of the state in which Employee primarily performs services, unless otherwise required by applicable law.

Applicant Certification and Authorizations

I certify that the information provided in this HR PMA Document is true, complete, and correct to the best of my knowledge. I understand that any misrepresentation or omission may be cause for denial of employment or termination. By signing below, I authorize Employer to verify the accuracy of the information supplied and to obtain references and background information as described above.

I certify: I certify that all information provided is true and complete.

Employer:

By:

Date:

Employee:

By:

Date:

What the HR PMA Document Is and When It Applies

The HR PMA Document is a Performance Management Agreement used by employers and HR teams to record objectives, measurement criteria, review schedules, and remedial steps tied to an employee’s role. It formalizes expectations, links goals to compensation or development plans, and creates a single signed record of performance conversations. The document is often used for annual reviews, performance improvement plans, promotions, or role changes and can be executed on paper or electronically under U.S. e-signature law.

Why organizations adopt an HR PMA Document

A clear HR PMA Document reduces disputes by documenting agreed goals, timelines, and remedies; it supports consistent evaluations, helps meet regulatory or benefits‑program requirements, and provides an auditable record for HR decisions while enabling remote completion via lawful electronic signatures (ESIGN, UETA).

Teams and roles that commonly use an HR PMA Document

Typical users include HR professionals, hiring managers, and individual contributors when establishing or changing performance expectations.

HR teams and compensation analysts who maintain standardized evaluation records and policy compliance.
Line managers and supervisors who negotiate goals, document coaching, and monitor progress.
Employees who acknowledge responsibilities, approve objectives, and confirm understanding of evaluation criteria.

The document is also used by legal, payroll, and benefits administrators when performance outcomes affect compensation or eligibility.

Representative signers and approvers

HR Manager

HR Manager — Typically prepares the HR PMA Document, ensures policy alignment, and retains the signed copy in the employee file. The manager also coordinates any required notifications to payroll and legal teams and enforces retention rules.

Employee

Employee — Reviews, negotiates, and signs the document to confirm understanding and consent. Employee signature documents acceptance of objectives, the review cadence, and any performance improvement plan steps or potential consequences.

Essential sections to include in a professional HR PMA Document

A complete HR PMA Document balances clarity and legal sufficiency: it states measurable goals, timelines, review mechanics, and remedies while preserving privacy and auditability.

Objectives & KPIs

Clearly list measurable objectives and key performance indicators with numeric targets or observable outcomes so performance can be assessed objectively.

Performance Standards

Define acceptable performance levels, quality expectations, and any compliance or certification requirements tied to the role.

Review Schedule

Specify review frequency, interim check‑ins, and final evaluation dates plus who performs each review.

Improvement Plan

When applicable, include stepwise remedial actions, milestones, resources provided, and consequences for unmet targets.

Compensation Link

If pay, bonus, or promotion depends on results, state the linkage and the method by which outcomes affect compensation.

Confidentiality & Compliance

Note any data privacy obligations, HIPAA or FERPA considerations if applicable, and access restrictions for the record.

Required fields and key data to capture

Employee Name: Full legal name

Employee ID: HR or payroll identifier

Position Title: Official role name

Effective Date: MM/DD/YYYY

Objectives / KPIs: Specific measurable items

Signatures: Employee and approver signatures

Step-by-step: completing the HR PMA Document

Follow these sequential steps to prepare, agree, and archive a legally robust HR PMA Document.

01

Draft the document: Populate objectives, review dates, and responsibility fields.
02

Review with employee: Discuss targets and accept changes before finalization.
03

Obtain signatures: Collect manager and employee signatures, in person or electronically.
04

Store and notify: Archive signed copy in HR system and notify payroll/legal.

How to set up a digital HR PMA workflow

Configure a repeatable digital workflow that enforces fields, authentication, and archival rules for every HR PMA Document.

Field	Configuration
Template	Create a reusable template with locked legal clauses.
Conditional Fields	Show improvement plan fields only when performance below threshold.
Authentication	Use email plus optional SMS code for signer validation.
Notifications	Auto-notify HR, manager, and payroll on completion.

Typical routing and filing workflow

A consistent filing flow reduces processing time and supports auditability; below are the typical routing steps.

Upload document: Add the finalized template to the signing platform.
Place fields: Insert signature, date, and conditional fields.
Send to signers: Email or generate a secure signing link.
Archive record: Save signed PDF and capture an audit trail.

Technical considerations for electronic completion

Choose a platform that supports PDF and DOCX templates, audit trails, and the authentication level your organization requires.

File formats: PDF, DOCX supported
Integrations: Salesforce, Microsoft 365, NetSuite
Security: TLS 1.2/1.3 and AES-256

Ensure the platform offers retention controls, role-based access, and optional advanced signer authentication for regulated use cases.

Key timing rules and processing expectations

Establish timelines for effective dates, review cadence, and record retention so obligations and audits are straightforward to manage.

Effective Date entry:

Enter as MM/DD/YYYY at execution.

Regular review cadence:

Commonly annual; specify interim checkpoints.

Improvement plan window:

Typical PIP duration is 30–90 days.

I-9 retention rule:

Retain I-9 for 3 years after hire or 1 year after termination (whichever later) — 8 CFR §274a.2

Payroll cutoff and adjustments:

Provide compensation changes to payroll before the next cycle.

Common mistakes to avoid when preparing the HR PMA Document

Using vague goals such as 'improve performance' without measurable KPIs, which leads to disputes and unclear enforcement.
Failing to record effective dates or deadlines, causing ambiguity about when obligations begin and triggering retention misalignment.
Not obtaining explicit employee acknowledgment before changes to compensation or duties, increasing legal exposure for unilateral changes.
Storing signed copies inconsistently across systems, which complicates audit requests and can breach document retention policies.

Key legal and administrative risks

Discrimination Claims: Inconsistent documentation can support claims in litigation

Recordkeeping Violations: Failing retention rules invites regulatory scrutiny

Privacy Breach: Exposed personnel data may trigger HIPAA/CCPA issues

Payroll Errors: Late or incorrect compensation adjustments

Notarization Failures: Missing notary where state requires one

Enforceability Risk: Unsigned or improperly signed agreements may be invalid

Comparing eSignature vendors for HR PMA Document workflows

The table below compares common vendor features and starting prices. signNow is listed first; features and prices reflect vendor-published plans and typical annual billing tiers.

	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 the HR PMA Document and e-signing

Answers to common questions about validity, signatures, notarization, and electronic workflow issues for HR PMA Documents.

Need help? Contact support

Is an electronic signature legally valid?
Yes. Electronic signatures are enforceable in the U.S. under the ESIGN Act (15 U.S.C. ch. 96) and UETA in most states, provided intent, consent, attribution, and record retention requirements are met.
When do I need a notarized signature?
Most HR PMA Documents do not require notarization. Obtain a notary if a specific state rule, court filing, or third-party requires notarized acknowledgement.
Can I use a basic email link for signatures?
Yes for many routine HR agreements; however, consumer-facing or high-risk documents may require stronger authentication or a documented consent to electronic records under 15 U.S.C. §7001.
How do I correct an error after signing?
Issue an amendment or corrected PMA Document and obtain new signatures. Retain both versions with clear version labels to preserve auditability.
What authentication level is recommended?
Use email verification for routine PMAs; add SMS codes or multi-factor authentication when linking to payroll, benefits, or protected health information.
How long should I keep signed PMAs?
Retain active records for the term plus at least 3 years; follow IRS (IRC §6501) and HIPAA (45 CFR §164.530(j)) minima and extend retention for litigation holds or state-specific rules.

be ready to get more

Join over 28 million airSlate SignNow users

Sign Now