Free template template · Word

Appraisal Calibration Sheet

An appraisal calibration sheet lists every employee in a department with the rating proposed by their manager, so a calibration panel can compare ratings across teams and agree a final, consistent rating. Every change is recorded with the reason, creating a transparent audit trail.

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[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

Emp. ID	Employee Name	Grade	Manager	Last Year Rating	Proposed Rating	Calibrated Rating	Changed (Y/N)	Reason for Change
[Employee ID]	[Employee Name]	[Grade]	[Reporting Manager]	[1–5]	[1–5]	[1–5]	[Y/N]	[Reason]
[Employee ID]	[Employee Name]	[Grade]	[Reporting Manager]	[1–5]	[1–5]	[1–5]	[Y/N]	[Reason]
[Employee ID]	[Employee Name]	[Grade]	[Reporting Manager]	[1–5]	[1–5]	[1–5]	[Y/N]	[Reason]
[Employee ID]	[Employee Name]	[Grade]	[Reporting Manager]	[1–5]	[1–5]	[1–5]	[Y/N]	[Reason]
[Employee ID]	[Employee Name]	[Grade]	[Reporting Manager]	[1–5]	[1–5]	[1–5]	[Y/N]	[Reason]

Rating Distribution

Rating	Before Calibration (count)	Before (%)	After Calibration (count)	After (%)
5	[ ]	[ ]	[ ]	[ ]
4	[ ]	[ ]	[ ]	[ ]
3	[ ]	[ ]	[ ]	[ ]
2	[ ]	[ ]	[ ]	[ ]
1	[ ]	[ ]	[ ]	[ ]

The panel confirms that the calibrated ratings above were agreed after reviewing evidence for each employee, and that reasons for all changes have been recorded.

Panel Chair
[HOD Name]
Date: [Date]

HR Facilitator
[HR Name]
Date: [Date]

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What this template includes

Employee list grouped by manager and grade
Proposed manager rating and calibrated final rating
Reason for every change
Rating distribution summary before and after
Panel member list
Sign-off by the panel chair and HR

When to use it

Department calibration meetings after managers submit ratings
Checking that a lenient or strict manager has not skewed ratings
Preparing final ratings for increment and bonus processing
Audit of how final ratings were decided

How to customise this template

1Export the employee list and proposed ratings from HRMS
2Sort by grade so similar roles are compared together
3Add a column for last year’s rating to spot unexplained jumps
4Use the distribution table to compare against any guideline

HR tips

Ask managers to present evidence for every 1, 2 and 5 rating
Calibrate within similar grades and roles
Record reasons in neutral, factual words
Tell managers about changes so they can explain them to employees

For HR & hiring managers

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Frequently asked questions

What is appraisal calibration?+

It is a meeting where managers and leaders review proposed ratings together to make sure the same standards are applied across teams.

Why are ratings changed in calibration?+

To correct inconsistencies, such as one manager rating more leniently than another for similar performance.

Should employees be told their rating was calibrated?+

Employees should receive their final rating with a clear explanation. Managers should be able to explain the reasons for any change.

All 50 performance appraisal & reviews →

[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

[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]

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]

PERFORMANCE RATING SHEET

Company:: [Company Name]
Department:: [Department]
Rating Period:: [DD/MM/YYYY] to [DD/MM/YYYY]
Rated By:: [Reporting Manager]

Parameter Rating Scale (1–5 per parameter)

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

Team Ratings

Emp. ID	Employee Name	Target Achievement	Quality	Attendance & Discipline	Teamwork	Initiative	Total (25)	Final Band	Remarks
[Employee ID]	[Employee Name]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Total]	[Band]	[Remarks]
[Employee ID]	[Employee Name]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Total]	[Band]	[Remarks]
[Employee ID]	[Employee Name]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Total]	[Band]	[Remarks]
[Employee ID]	[Employee Name]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Total]	[Band]	[Remarks]
[Employee ID]	[Employee Name]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Total]	[Band]	[Remarks]

Score to Final Band Conversion

Template · Word

Performance Rating Sheet

Download .docx

[Company Logo][Company Name]

EMPLOYEE GOAL SHEET

Company:: [Company Name]
Employee:: [Employee Name] ([Employee ID])
Designation / Department:: [Designation] / [Department]
Reporting Manager:: [Reporting Manager]
Year:: [YYYY–YY]
Last Updated:: [DD/MM/YYYY]

Status Legend

Code	Status
NS	Not started
OT	On track
AR	At risk – needs action
AC	Achieved
DR	Dropped / revised (see log)

Goal Tracker

No.	Goal	Weightage (%)	Annual Target	Q1 Progress	Q2 Progress	Q3 Progress	Q4 Progress	Status	Final Achievement
1	[Goal 1]	[%]	[Target]	[Progress]	[Progress]	[Progress]	[Progress]	[Code]	[Achievement]
2	[Goal 2]	[%]	[Target]	[Progress]	[Progress]	[Progress]	[Progress]	[Code]	[Achievement]
3	[Goal 3]	[%]	[Target]	[Progress]	[Progress]	[Progress]	[Progress]	[Code]	[Achievement]
4	[Goal 4]	[%]	[Target]	[Progress]	[Progress]	[Progress]	[Progress]	[Code]	[Achievement]
5	[Goal 5]	[%]	[Target]	[Progress]	[Progress]	[Progress]	[Progress]	[Code]	[Achievement]

Goal Revision Log

Template · Word

Employee Goal Sheet

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]
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]
Checklist · Word
Annual Appraisal Completion Checklist
Download .docx

Rating	Before Calibration (count)	Before (%)	After Calibration (count)	After (%)
5	[ ]	[ ]	[ ]	[ ]
4	[ ]	[ ]	[ ]	[ ]
3	[ ]	[ ]	[ ]	[ ]
2	[ ]	[ ]	[ ]	[ ]
1	[ ]	[ ]	[ ]	[ ]

Rating	Before Calibration (count)	Before (%)	After Calibration (count)	After (%)
5	[ ]	[ ]	[ ]	[ ]
4	[ ]	[ ]	[ ]	[ ]
3	[ ]	[ ]	[ ]	[ ]
2	[ ]	[ ]	[ ]	[ ]
1	[ ]	[ ]	[ ]	[ ]

Appraisal Calibration Sheet

Preview of the template

Panel Members

Rating Scale

Calibration Register

Rating Distribution

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

Related HR templates

Rating	Before Calibration (count)	Before (%)	After Calibration (count)	After (%)
5	[ ]	[ ]	[ ]	[ ]
4	[ ]	[ ]	[ ]	[ ]
3	[ ]	[ ]	[ ]	[ ]
2	[ ]	[ ]	[ ]	[ ]
1	[ ]	[ ]	[ ]	[ ]