Free checklist template · Word

Annual Appraisal Completion Checklist

An annual appraisal completion checklist helps HR run the full appraisal cycle from planning to closure without missing a step. Tasks are grouped by phase and owner – planning, self-appraisal, manager review, calibration, compensation, letters and closure – with space for dates and status.

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[Company Logo][Company Name]

ANNUAL APPRAISAL COMPLETION CHECKLIST

Company:: [Company Name]
Appraisal Year:: [YYYY–YY]
Cycle Owner:: [HR Name]
Target Closure Date:: [DD/MM/YYYY]

Phase 1: Planning (Owner: HR) – by [DD/MM/YYYY]

Appraisal timeline approved by management
Eligible employee list prepared (cut-off date of joining applied)
Forms / HRMS module updated with current KRAs and competencies
Increment and bonus budget confirmed with finance
Manager briefing session held on rating guidelines and bias

Phase 2: Self-Appraisal (Owner: Employees) – by [DD/MM/YYYY]

Launch communication sent to all employees
Self-appraisals submitted
Reminders sent to pending employees

Phase 3: Manager Review (Owner: Managers) – by [DD/MM/YYYY]

Manager ratings completed with evidence
Reviewer / skip-level ratings completed
Appraisal discussions held and recorded
Employee comments captured

Phase 4: Calibration (Owner: HODs and HR) – by [DD/MM/YYYY]

Department calibration meetings held
Calibration sheets signed with reasons for changes
Final ratings locked in HRMS
Improvement plans identified for low ratings

Phase 5: Compensation and Promotions (Owner: HR and Finance) – by [DD/MM/YYYY]

Increment recommendations within budget
Promotion approvals completed
Bonus payouts approved
Pay equity check completed

Phase 6: Letters and Payroll (Owner: HR / Payroll) – by [DD/MM/YYYY]

Increment / promotion letters issued and acknowledged
Payroll updated with revised CTC and arrears
PF and other statutory contributions recalculated on revised wages
Personnel files updated

Phase 7: Closure (Owner: HR) – by [DD/MM/YYYY]

Appraisal completion report shared with management
Grievances or rating appeals resolved
Next year goal setting launched
Process feedback collected and lessons recorded

Prepared by
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Phase-wise task lists
Clear owner for each phase
Calibration and compensation steps
Letter issue and HRMS/payroll update steps
Employee communication milestones
Closure and feedback review

When to use it

Planning the year-end appraisal cycle (typically April–June)
First appraisal cycle in a growing company
Handing the cycle over to a new HR executive
Post-cycle audit of whether all steps were completed

How to customise this template

1Add target dates next to each phase
2Assign named owners (HR, managers, finance)
3Remove steps you do not use, such as 360 feedback
4Add statutory checks relevant to payroll changes

HR tips

Publish the timeline to all managers at the start
Track completion weekly by department
Do not issue letters until calibration and budget approval are final
Collect feedback on the process for next year

For HR & hiring managers

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Frequently asked questions

What are the steps in the annual appraisal process?+

Typically: planning and communication, self-appraisal, manager evaluation, review discussions, calibration, compensation decisions, letters and closure.

How long does an appraisal cycle take?+

Many Indian companies complete it in six to ten weeks, from April to June for April–March years.

Who is responsible for the appraisal process?+

HR owns the process and timelines, managers complete reviews, leadership calibrates and approves, and finance confirms budgets.

All 50 performance appraisal & reviews →

[Company Logo][Company Name]

ANNUAL PERFORMANCE APPRAISAL FORM

Company:: [Company Name]
Appraisal Year:: April [YYYY] – March [YYYY]
Form Ref.:: [Reference Number]

Part A: Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]
Reviewer (Skip-level Manager)	[Reviewer Name]

Part B: Rating Scale

Rating	Label	Meaning
5	Outstanding	Consistently exceeds all expectations; a role model for others
4	Exceeds Expectations	Frequently goes beyond targets and standards
3	Meets Expectations	Fully delivers what the role requires
2	Needs Improvement	Meets some expectations; clear gaps to close
1	Unsatisfactory	Does not meet the basic requirements of the role

Part C: Key Result Areas (70% weightage)

Form · Word

Annual Performance Appraisal Form

Download .docx

[Company Logo][Company Name]

ANNUAL REVIEW FORM

Company:: [Company Name]
Review Year:: [YYYY–YY]
Meeting Date:: [Date]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]

Part 1: Year in Review (to be completed by the employee)

Three achievements I am most proud of this year	[Answer]
A challenge I faced and how I handled it	[Answer]
New skills or knowledge I gained	[Answer]
Something I would do differently	[Answer]
Support that would help me do my best work	[Answer]

Part 2: Objectives versus Outcomes

Objective Set Last Year	Outcome	Fully / Partly / Not Achieved	Manager Remarks
[Objective 1]	[Outcome]	[Status]	[Remarks]
[Objective 2]	[Outcome]	[Status]	[Remarks]
[Objective 3]	[Outcome]	[Status]	[Remarks]
[Objective 4]	[Outcome]	[Status]	[Remarks]

Form · Word

Annual Review Form

Download .docx

[Company Logo][Company Name]

HALF-YEARLY (H1) APPRAISAL FORM

Company:: [Company Name]
Review Period:: April [YYYY] – September [YYYY]
Review Date:: [Date]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]

Rating Scale for H1 Performance

Rating	Label	Meaning
5	Outstanding	Consistently exceeds all expectations; a role model for others
4	Exceeds Expectations	Frequently goes beyond targets and standards
3	Meets Expectations	Fully delivers what the role requires
2	Needs Improvement	Meets some expectations; clear gaps to close
1	Unsatisfactory	Does not meet the basic requirements of the role

Section 1: Progress on Annual Goals

Annual Goal	Annual Target	Achieved in H1	% Completed	H1 Rating	Comments
[Goal 1]	[Target]	[Achieved]	[%]	[1–5]	[Comments]
[Goal 2]	[Target]	[Achieved]	[%]	[1–5]	[Comments]
[Goal 3]	[Target]	[Achieved]	[%]	[1–5]	[Comments]
[Goal 4]	[Target]	[Achieved]	[%]	[1–5]	[Comments]

Form · Word

Half-Yearly Appraisal Form

Download .docx

[Company Logo][Company Name]

SELF-APPRAISAL FORM

Company:: [Company Name]
Appraisal Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Submit to Manager by:: [DD/MM/YYYY]

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Department	[Department]
Reporting Manager	[Reporting Manager]
Date of Joining	[Date of Joining]
Work Location	[Work Location]

Rating Scale

Rating	Label	Meaning
5	Outstanding	Consistently exceeds all expectations; a role model for others
4	Exceeds Expectations	Frequently goes beyond targets and standards
3	Meets Expectations	Fully delivers what the role requires
2	Needs Improvement	Meets some expectations; clear gaps to close
1	Unsatisfactory	Does not meet the basic requirements of the role

Section 1: Self-Rating on KRAs

KRA	Weightage (%)	What I Achieved (with evidence)	Self Rating (1–5)
[KRA 1]	[%]	[Achievement]	[Rating]
[KRA 2]	[%]	[Achievement]	[Rating]
[KRA 3]	[%]	[Achievement]	[Rating]
[KRA 4]	[%]	[Achievement]	[Rating]

Form · Word

Self-Appraisal Form

Download .docx

[Company Logo][Company Name]
LETTER – SUCCESSFUL COMPLETION OF PIP
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Successful Completion of Performance Improvement Plan
Dear [Employee Name],
We are pleased to confirm that you have successfully completed the Performance Improvement Plan (Ref. [PIP Reference Number]) that ran from [DD/MM/YYYY] to [DD/MM/YYYY]. At the final review held on [Date], it was agreed that you met the goals set out in the plan, including:
- [Result 1, e.g. achieved 104% of monthly sales target for two consecutive months]
- [Result 2]
- [Result 3]
Letter · Word
PIP Completion Letter
Download .docx
[Company Logo][Company Name]
APPRAISAL DISCUSSION FORM
Company:
[Company Name]
Appraisal Cycle:
[YYYY–YY]
Discussion Date:
[Date]
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Reporting Manager [Reporting Manager]
Date of Joining [Date of Joining]
Work Location [Work Location]
1. Preparation Checklist
- Self-appraisal received from employee
- Manager draft ratings completed with evidence
- Goal sheet and previous review notes available
- Private room or video link booked for 45–60 minutes
- Training and career options for the employee identified
2. Discussion Guide
1. Looking back, what are you most satisfied with this year?
2. Which goals were hardest to achieve and why?
3. How do you see your overall performance compared with the expectations set?
4. Here is my view of your performance and the reasons for it.
5. Where do our views differ, and what evidence should we consider?
6. What support or changes would help you perform better?
7. What would you like to learn or take on next year?
Form · Word
Appraisal Discussion Form
Download .docx

[Company Logo][Company Name]

APPRAISAL CALIBRATION SHEET

Company:: [Company Name]
Department:: [Department]
Appraisal Year:: [YYYY–YY]
Calibration Date:: [Date]

Panel Members

Chair	[HOD Name]
HR Facilitator	[HR Name]
Managers present	[Names]

Rating Scale

Rating	Label	Meaning
5	Outstanding	Consistently exceeds all expectations; a role model for others
4	Exceeds Expectations	Frequently goes beyond targets and standards
3	Meets Expectations	Fully delivers what the role requires
2	Needs Improvement	Meets some expectations; clear gaps to close
1	Unsatisfactory	Does not meet the basic requirements of the role

Calibration Register

Template · Word

Appraisal Calibration Sheet

Download .docx

[Company Logo][Company Name]
APPRAISAL RATING CALIBRATION REPORT
Company:
[Company Name]
Scope:
[Department / Grades]
Meeting Date:
[Date]
Prepared By:
[HR Name]
1. Objective
To ensure that performance ratings for [Department] in the [YYYY–YY] appraisal cycle are fair, consistent across managers and backed by evidence, before they are used for increments, bonus and promotions.
2. Ground Rules
1. Discuss performance against goals and competencies, not personality.
2. Every rating of 1, 2 or 5 must be supported by specific examples.
3. Compare employees in similar grades and roles.
4. All discussions are confidential.
5. The panel chair has the final say where consensus is not reached.
3. Rating Definitions
Report · Word
Appraisal Rating Calibration
Download .docx

Annual Appraisal Completion Checklist

Preview of the checklist

Phase 1: Planning (Owner: HR) – by [DD/MM/YYYY]

Phase 2: Self-Appraisal (Owner: Employees) – by [DD/MM/YYYY]

Phase 3: Manager Review (Owner: Managers) – by [DD/MM/YYYY]

Phase 4: Calibration (Owner: HODs and HR) – by [DD/MM/YYYY]

Phase 5: Compensation and Promotions (Owner: HR and Finance) – by [DD/MM/YYYY]

Phase 6: Letters and Payroll (Owner: HR / Payroll) – by [DD/MM/YYYY]

Phase 7: Closure (Owner: HR) – by [DD/MM/YYYY]

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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