Can the memorandum be signed electronically?

Yes. Under the ESIGN Act and state UETA laws, electronic signatures are legally valid if intent, consent, attribution, and reliable retention are met. Retain an audit trail that shows signer identity and timestamps.

What if the memorandum contains sensitive health information?

Limit PHI to minimum necessary and apply HIPAA safeguards. If PHI is present, ensure the eSignature vendor supports HIPAA compliance and execute a BAA before using the platform.

How do I correct or revise a signed memorandum?

Do not alter the signed record. Create a dated amendment or replacement memorandum that both parties sign, and retain the original with the amendment in the personnel file for auditability.

Who must sign the memorandum to make it official?

At minimum, the manager and the employee should sign to acknowledge discussion; HR signature is recommended for the official personnel-file copy.

How long should the memorandum be kept?

Follow retention policy: keep active records for term of employment and at least 3 years post-termination for general employment records, with longer retention for HIPAA or other regulated contexts.

What platform features support defensibility?

Use platforms that provide secure storage, audit trails, authentication options, and encryption in transit and at rest. For example, certified platforms can provide TLS 1.2/1.3 in transit and AES-256 at rest and support BAAs for HIPAA.

Electronic Signature
Templates
HR
Performance Review Memorandum

Performance Review Memorandum

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

PERFORMANCE REVIEW MEMORANDUM

Personal Information

Employee Name Employee ID Address

Phone:

Email:

Position Information

Job Title Department Reporting Manager

Start Date with Company:

Review Period

Review Period From: to

Performance Summary

Key Responsibilities (as per position description) Major Achievements Strengths Areas for Development / Improvement

Performance Ratings

Overall Rating (select applicable):
Exceptional — Consistently exceeds all expectations
Exceeds Expectations — Frequently above expectations
Meets Expectations — Performs duties satisfactorily
Needs Improvement — Improvement required to meet standards
Unsatisfactory — Performance does not meet minimum expectations

Recommended Compensation Action Training / Development Recommended Corrective Action Required

No corrective action recommended
Performance improvement plan recommended

Manager Comments

Employment History (Previous Employers)

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

Degree Institution

Graduation Date:

References

Reference 1 — Name

Reference 2 — Name

Reference 3 — Name

Legal Notices and Acknowledgements

At-Will Employment: Employment remains at-will. Nothing in this memorandum, including written or verbal statements made during the review process, constitutes a guarantee of continued employment for any specified period. Either the employee or the employer may terminate the employment relationship at any time, with or without cause or notice, except where otherwise expressly required by law.

Equal Opportunity: The organization is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, national origin, sex, age, disability, or other protected status as required by applicable law.

Authorization for Verification: By signing below, the employee authorizes the employer to verify employment history, education, and references, and to conduct background checks as permitted by law in connection with personnel records and employment administration.

I authorize verification and background checks

Employee Certification

I certify that the information contained in this memorandum and supplied to the employer in support of this review is true and complete to the best of my knowledge. I understand that falsification or omission of material facts may be grounds for disciplinary action, up to and including termination. I further acknowledge receipt of this performance memorandum and the opportunity to discuss its contents with my reviewer.

Employee Comments (optional)

Employee:

By:

Date:

Supervisor:

By:

Date:

What the Performance Review Memorandum Is and When It’s Used

A Performance Review Memorandum is a formal written record summarizing an employee’s performance over a defined review period. It documents observed performance, ratings, goal progress, development actions, and any corrective steps. Employers use the memorandum for annual reviews, promotions, performance improvement plans, and personnel file records. When completed accurately and retained per policy, it supports consistent personnel decisions, internal audits, and legal defensibility in employment actions. The memorandum can be delivered and signed electronically when e-signature rules and privacy safeguards are followed.

Why a Clear Performance Review Memorandum Matters

A structured memorandum creates a durable record of expectations, feedback, and outcomes that supports fair decisions, reduces disputes, and documents development actions. It improves transparency between managers and employees while preserving evidence needed for regulatory compliance or internal audit.

Who Prepares and Receives the Memorandum

Use this memorandum as a shared record: HR files the official copy, managers keep a working copy, and employees should receive a signed copy for their records.

HR professionals responsible for policy, retention, and personnel-file maintenance.
Direct managers who evaluate performance, set goals, and propose development actions.
Employees who receive the memorandum, acknowledge content, and record response or rebuttal.

Primary Roles That Interact with the Document

HR Manager

HR Managers maintain the template, enforce review schedules, ensure retention and privacy compliance, and produce the official personnel-file copy used in audits and legal reviews.

Direct Supervisor

Supervisors assess performance, populate ratings and comments, propose training or corrective plans, and secure signatory acknowledgments from the employee and HR as required.

Core Parts of a Professional Performance Review Memorandum

A concise, consistent structure makes the memorandum useful and defensible across reviews.

Header

Employee name, job title, department, manager name, review period, and memorandum date for clear identification.

Performance Summary

A brief narrative describing overall performance, key strengths, and areas needing improvement with specific examples.

Ratings

Numeric or categorical scores by competency or goal area tied to the organization’s rating scale and definitions.

Goals & Development

Agreed objectives for the next period, training recommendations, and measurable targets with timelines.

Action Items

Specific follow-ups such as coaching sessions, PIP initiation, or promotion recommendations and corresponding deadlines.

Sign-Offs

Signatures, dates, and acknowledgment lines for manager, employee, and HR to confirm receipt and discussion.

Required Information and Essential Fields

Employee Name: Full legal name

Employee ID: Internal identifier

Review Period: MM/DD/YYYY range

Rating: Scale value or category

Manager Comments: Qualitative observations

Signatures: Manager, employee, HR

Step-by-Step: Completing the Memorandum

Follow a consistent sequence to create a clear, auditable document and ensure timely distribution.

01

Gather data: Collect performance metrics and examples prior to writing.
02

Draft summary: Write a neutral, evidence-based performance narrative.
03

Set goals: Agree measurable targets and timelines with the employee.
04

Sign and file: Obtain signatures and route to HR for personnel file.

How to Configure an Online Review Workflow

Set up fields and routing so reviews are completed and preserved systematically.

Field \| Configuration	Name \| Auto-fill from HRIS
Auto-fill fields	Pull employee data from HRIS
Conditional sections	Show PIP fields when rating below threshold
Reminder cadence	Send notifications at 7 and 2 days before due
Signer authentication	Require email link and optional SMS code

Typical Routing: Where the Memorandum Goes Next

A consistent routing path preserves chain of custody and ensures personnel-file integrity.

Manager review: Manager completes and signs the memorandum.
Employee acknowledgment: Employee reviews, signs, and may add a response.
HR filing: HR receives final copy for personnel file.
Records retention: Store per retention policy and legal requirements.

Digital Signing and Technical Requirements

Ensure the chosen platform can produce an audit trail and meet any applicable privacy or regulatory requirements before e-signing.

Integrations: HRIS, payroll, document storage
Format support: PDF and DOCX compatibility
Authentication: Email link, SMS code, or SSO

Timing and Internal Deadlines to Observe

Establish clear deadlines for drafting, discussion, and filing to keep review cycles consistent.

Annual review date:

Complete by fiscal-year end or scheduled anniversary.

Employee acknowledgment window:

Employee should sign within 30 days of meeting.

PIP initiation period:

Start corrective plan within 14 days of low rating.

File to personnel:

HR receives final copy within 7 business days.

Appeal timeframe:

Employee request for review within 14 days.

Common Mistakes to Avoid

Using vague language that lacks concrete examples or measurable metrics, which weakens defensibility in disputes.
Failing to obtain employee acknowledgment or signature, leaving the document unsigned or incomplete in the personnel file.
Applying inconsistent rating standards across employees, which increases discrimination or disparate treatment risk.
Retaining sensitive comments in unsecured locations or sharing beyond need-to-know recipients, risking privacy breaches.

Consequences of Incorrect or Missing Reviews

Employment claims: Increased litigation risk

Termination defense: Weakened justification for dismissals

Regulatory exposure: Scrutiny in regulated industries

Audit findings: Internal review deficiencies

Privacy breaches: Unauthorized disclosure risk

Employee morale: Lower engagement and trust

How a Performance Review Memorandum Differs from Related Documents

Compare the memorandum to similar HR documents to choose the correct form for each situation.

Criteria	Performance Review Memorandum	Performance Improvement Plan
Formality	standard personnel record	corrective action record
Purpose	evaluate overall performance	address sustained performance issues
Timing	scheduled cycle	triggered by low ratings
Follow-up	goals and development	specific deadlines and reviews

Real-World Examples of Use

Two short examples show how the memorandum supports decisions and follow-up.

Case Study 1

A mid-size firm documents year-end ratings and coaching recommendations to support promotion decisions.

Manager set measurable sales and customer metrics for the next year.
The signed memorandum gave HR a defensible record used in promotion discussions and helped track progress for subsequent performance cycles.

Case Study 2

A healthcare clinic used memoranda to document clinical competency concerns and training.

The manager scheduled targeted retraining and competency checks.
Clear documentation and employee acknowledgment supported timely remediation, preserved patient safety oversight, and provided a defensible record for internal compliance review.

Comparing eSignature Options for Executing Performance Review Memoranda

Select an eSignature vendor that matches your security, volume, and compliance needs; pricing structures differ by plan and billing cycle.

	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	Yes, 7-day 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 and Troubleshooting

Answers to common questions about legal validity, signatures, privacy, and platform capabilities for Performance Review Memoranda.

Need help? Contact support

Can the memorandum be signed electronically?
Yes. Under the ESIGN Act and state UETA laws, electronic signatures are legally valid if intent, consent, attribution, and reliable retention are met. Retain an audit trail that shows signer identity and timestamps.
What if the memorandum contains sensitive health information?
Limit PHI to minimum necessary and apply HIPAA safeguards. If PHI is present, ensure the eSignature vendor supports HIPAA compliance and execute a BAA before using the platform.
How do I correct or revise a signed memorandum?
Do not alter the signed record. Create a dated amendment or replacement memorandum that both parties sign, and retain the original with the amendment in the personnel file for auditability.
Who must sign the memorandum to make it official?
At minimum, the manager and the employee should sign to acknowledge discussion; HR signature is recommended for the official personnel-file copy.
How long should the memorandum be kept?
Follow retention policy: keep active records for term of employment and at least 3 years post-termination for general employment records, with longer retention for HIPAA or other regulated contexts.
What platform features support defensibility?
Use platforms that provide secure storage, audit trails, authentication options, and encryption in transit and at rest. For example, certified platforms can provide TLS 1.2/1.3 in transit and AES-256 at rest and support BAAs for HIPAA.

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