Are electronic signatures valid?

Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are present. Ensure consumer disclosures and authentication where required.

Who should sign the review?

The primary reviewer (supervisor) and the worker should sign to acknowledge the discussion. Include a secondary approver if client contract terms require additional authorization.

Can I correct an already-signed review?

Do not alter the signed record. Create an amendment or addendum that references the original review, states the change, and is signed by the same parties to preserve an auditable history.

How should sensitive information be handled?

Avoid including unnecessary health data. If PHI is included, follow HIPAA requirements and use a BAA-enabled platform, encrypted storage, and access controls to limit exposure.

What if the worker refuses to sign?

Document the worker’s refusal in the review, have the reviewer sign to confirm discussion, and retain the unsigned copy with an explanation of refusal for compliance and dispute resolution.

How long should I keep reviews?

Retain reviews for the duration required by applicable law and company policy: commonly three years minimum, seven years for post-termination in many cases, and six years if HIPAA applies.

Electronic Signature
Templates
HR
Staffing Performance Review

Staffing Performance Review

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

STAFFING PERFORMANCE REVIEW

Personal Information

Employee Name Address

Phone:

Email:

Position Information

Job Title Department

Reporting Manager:

Review Period: From to Date of Hire:

Current Annual Salary

Employment History (Most Recent First)

Employer 1 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving Employer 2 — Company

Title:

Dates Employed:

Responsibilities Reason for Leaving

Education

Highest Degree Institution Graduation Date

Professional References

Provide three professional references with whom you worked directly.

Reference 1 — Name

Phone:

Email:

Relationship Reference 2 — Name

Phone:

Email:

Relationship Reference 3 — Name

Phone:

Email:

Relationship

Performance Evaluation

Use the scale: 1 = Unsatisfactory, 2 = Needs Improvement, 3 = Meets Expectations, 4 = Exceeds Expectations, 5 = Outstanding.

Core Competencies

Quality of Work:

Productivity:

Teamwork / Collaboration:

Communication:

Initiative / Problem Solving:

Attendance / Punctuality:

Compliance with Policies:

Manager Comments on Competencies

Goals and Development

Goals from Prior Review and Status Goals for Next Review Period Training / Development Needs

Overall Assessment and Actions

Overall Rating:

Summary of Performance Recommended Action (e.g., salary adjustment, promotion, corrective action)

Performance Improvement Plan required:

If PIP required, outline objectives and timelines

Legal Disclosures & Employee Acknowledgement

At-Will Employment: Nothing in this review modifies the at-will employment relationship where applicable. Employment may be terminated by the company or by the employee at any time, with or without cause or notice, unless otherwise provided in a written agreement signed by an authorized company representative.

Equal Opportunity: The company is an equal opportunity employer. Employment decisions are made without unlawful discrimination on the basis of race, color, religion, sex, national origin, age, disability, or any other protected characteristic under applicable law.

Applicant Certification and Authorization: I certify that the information I have provided in this document is accurate and complete to the best of my knowledge. I authorize the company to contact prior employers and references to verify information and to conduct background, reference, and employment verification checks as permitted by law. I understand that knowingly providing false information may be grounds for corrective action, up to and including termination.

Consent to Background Check: I consent to background, reference, and employment verification checks as described above.

Employee Comments (optional) Manager Final Comments

Employee Name:

By:

Date:

Reviewer Name:

By:

Date:

What a Staffing Performance Review Is and When It’s Used

A Staffing Performance Review is a structured document used by staffing firms, HR teams, and hiring managers to evaluate a worker’s job performance, attendance, competencies, and fit with assignment requirements. It typically records objective ratings, qualitative feedback, development goals, and any corrective actions. These reviews can be used for contingent workers, temporary placements, contract-to-hire candidates, and internal staff. Properly completed reviews create a consistent record for workforce decisions, help identify training needs, and support compliant personnel actions when paired with secure retention and access controls.

Why a Standardized Performance Review Matters for Staffing

A consistent Staffing Performance Review reduces bias, documents decisions, and creates an auditable record that supports staffing placements, billing accuracy, and employment actions. Standardization helps compare candidates across assignments while preserving evidence in case of disputes.

Who Typically Completes or Receives the Review

Staffing managers, on-site supervisors, HR professionals, and placement coordinators typically complete or approve these reviews.

On-site Supervisor: Completes day-to-day performance observations and provides operational feedback to staffing agency.
Staffing Coordinator: Reviews ratings for placement decisions and updates candidate records in ATS.
HR Compliance Officer: Verifies documentation meets internal policy and legal retention requirements.

Recipients include the worker (copy), the staffing agency file, and the client employer file as appropriate for contract terms and privacy rules.

Signatory Roles and Typical Profiles

Staffing Manager

A staffing manager reviews and signs performance evaluations to confirm placement outcomes and billing adjustments; they usually manage multiple placements and coordinate corrective actions with client supervisors and HR.

Contract Worker

The worker being reviewed signs to acknowledge receipt and discussion of the evaluation. Their signature documents acknowledgment but does not necessarily indicate agreement with ratings.

Core Elements to Include in Every Staffing Performance Review

A complete review balances objective ratings with written examples, dates, and reviewer identification to create an accurate and defensible record.

Identification

Include worker full legal name, employee or candidate ID, assignment or client site, and the reviewer’s name to ensure accurate record linking.

Rating Scale

Use a consistent numeric or descriptive scale (for example 1–5) with a brief key so ratings are comparable across workers and time.

Objective Examples

Provide concise, dated examples of observed behavior or deliverables that justify ratings and reduce ambiguity in later disputes.

Development Plan

Document specific improvement steps, training needs, responsible parties, and measurable timelines when performance is below expectations.

Signatures

Capture reviewer and worker signatures with dates and role titles; include second-level approval when required by client or agency policy.

Confidentiality Note

Mark personnel records as confidential and indicate any privacy rules or additional protections required for health or sensitive data.

Essential Data Fields for the Review

Worker Name: Full legal name

Assignment ID: Client/placement identifier

Review Date: MM/DD/YYYY

Reviewer: Name and title

Ratings: Scale values

Signatures: Reviewer and worker

Step-by-Step: Completing a Staffing Performance Review

Follow these steps to complete a clear, consistent, and defensible review.

01

Prepare Record: Gather assignment details and prior reviews.
02

Complete Ratings: Enter numeric and written assessments with dates.
03

Add Examples: Include dated, specific examples for each rating.
04

Sign and Store: Obtain signatures and save to secure personnel file.

How to Configure an Online Review Workflow

Set up approval routing and authentication so reviews flow from supervisor to staffing coordinator and into HR records automatically.

Field	Recommended Setting
Routing Order	Supervisor \| Staffing Coordinator
Authentication	Email link \| SMS code optional
Storage Location	HRIS \| Encrypted archive
Retention Flag	Apply personnel records retention

Delivering Reviews Electronically: Technical Requirements

Choose a platform that supports fillable PDFs, secure storage, and auditable signing to preserve evidentiary value.

File Types: PDF, DOCX supported
Authentication: Email link, SMS, or SSO
Audit Trail: Timestamp and IP

Ensure the chosen solution meets compliance needs such as ESIGN/UETA, supports role-based access, and can export signed records for long-term retention.

Comparing eSignature Options for Staffing Performance Reviews

Basic capability needs include legally binding eSignatures, audit trails, and secure storage. The table summarizes starting price, trial availability, bulk send, audit trail, HIPAA compliance, and envelope limits.

	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 plan	Varies by plan	Varies by plan	Varies by plan
Bulk Send	Yes (tiered)	Yes	Yes	Yes	No
Audit Trail	Yes	Yes	Yes	Yes	Yes
HIPAA Compliant	Yes	Yes	Yes	No	No

Key Risks of Incomplete or Incorrect Reviews

Discrimination Claim: Inconsistent records increase discrimination risk

Wrongful Termination: Missing documentation can weaken employer defense

Billing Disputes: Unclear performance records may affect client billing

Privacy Violations: Inadequate protections may breach confidentiality rules

Regulatory Exposure: Improper retention may violate federal standards

Operational Risk: Inaccurate data harms talent matching

Common Preparation Mistakes to Avoid

Using informal language or hearsay instead of specific, dated observations that justify a rating and corrective actions.
Failing to follow a consistent rating scale across reviews, which creates comparability and fairness issues during disputes.
Omitting reviewer identity, role, or date—key metadata that links the record to the hiring decision and payroll events.
Storing signed reviews in unencrypted or shared folders without access controls, increasing risk of unauthorized access.

Practical Tips for Accurate, Efficient Reviews

Adopt consistent templates, schedule regular review cycles, document examples, and protect records for compliance and defensibility.

Use a Standard Rating Key

Define a clear numeric or descriptive rating key and publish it to reviewers. Train supervisors on examples for each rating and require at least one dated example per rating point to reduce subjectivity and aid comparability across placements.

Document Objective Examples

Require reviewers to add concise, dated examples of behavior or deliverables tied to each low or high rating. This practice strengthens the record for performance improvement plans, client billing disputes, and legal defensibility.

Schedule Regular Reviews

Set fixed review intervals such as 30-day probation, mid-assignment check, and final placement review to ensure consistent monitoring and timely corrective action when needed.

Secure and Index Records

Store signed reviews in an encrypted HRIS or document management system with role-based access, audit trails, and indexed metadata for rapid retrieval during audits or disputes.

Real-World Staffing Use Cases

These examples illustrate how staffing teams use structured reviews to make placement and billing decisions.

Temporary-to-Hire Conversion

A staffing firm documents a 90-day review and records consistent high ratings and punctuality.

The client uses the review to justify extending an offer.
The documented review facilitated a smooth transition, provided evidence for the hire, and resolved a short disagreement about start date and pay.

Performance Improvement Plan

A supervisor documents deficient production with dates and examples during an initial 30-day review.

A development plan and coaching schedule follow.
After documented coaching and measurable milestones the worker either improves or the staffing agency manages reassignment, with records supporting the decision.

Where to Send Completed Reviews and Who Receives Copies

Route signed reviews to staffing records, client HR, and the worker as required by contract and privacy policy.

Client HR File: Client receives copy when contract requires
Staffing Agency File: Central record for billing and placement history
Worker Copy: Provide acknowledgement copy to worker
Legal / Compliance: Retain for audits and dispute defense

Typical Timelines and Processing Expectations

Establish clear timing for review completion and follow-up actions to maintain consistency and compliance.

Probation Review:

Complete within first 30 or 90 days per contract

Mid-Assignment Check:

Schedule at midpoint of assignment term

Final Evaluation:

Complete at assignment end or conversion decision

Corrective Action Timelines:

Specify improvement period, often 30–90 days

Record Retention Trigger:

Retention clock starts on review date or termination

Frequently Asked Questions About Staffing Performance Reviews

Answers to common questions about signing, storage, corrections, and legal concerns when using Staffing Performance Reviews.

Need help? Contact support

Are electronic signatures valid?
Yes. Electronic signatures are valid under the federal ESIGN Act (15 U.S.C. ch. 96) and UETA in most states when intent, consent, attribution, and record retention are present. Ensure consumer disclosures and authentication where required.
Who should sign the review?
The primary reviewer (supervisor) and the worker should sign to acknowledge the discussion. Include a secondary approver if client contract terms require additional authorization.
Can I correct an already-signed review?
Do not alter the signed record. Create an amendment or addendum that references the original review, states the change, and is signed by the same parties to preserve an auditable history.
How should sensitive information be handled?
Avoid including unnecessary health data. If PHI is included, follow HIPAA requirements and use a BAA-enabled platform, encrypted storage, and access controls to limit exposure.
What if the worker refuses to sign?
Document the worker’s refusal in the review, have the reviewer sign to confirm discussion, and retain the unsigned copy with an explanation of refusal for compliance and dispute resolution.
How long should I keep reviews?
Retain reviews for the duration required by applicable law and company policy: commonly three years minimum, seven years for post-termination in many cases, and six years if HIPAA applies.

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