Free report template · Word

Appraisal Rating Calibration

An appraisal rating calibration report sets out how a calibration meeting is run and records its outcomes. It covers ground rules, common rating definitions, a bias checklist, a log of discussed cases, and a summary of rating changes and follow-up actions for leadership and HR.

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[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

Discuss performance against goals and competencies, not personality.
Every rating of 1, 2 or 5 must be supported by specific examples.
Compare employees in similar grades and roles.
All discussions are confidential.
The panel chair has the final say where consensus is not reached.

3. Rating Definitions

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

4. Bias Checklist

Recency – rating based on the last few weeks only
Halo / horns – one trait influencing all ratings
Leniency or strictness – a manager rating consistently high or low
Central tendency – most ratings clustered at 3
Similarity – favouring people like oneself
Absence bias – penalising approved leave, including maternity leave

5. Case Discussion Log

Employee	Proposed Rating	Key Points Discussed	Final Rating
[Employee Name]	[1–5]	[Points]	[1–5]
[Employee Name]	[1–5]	[Points]	[1–5]
[Employee Name]	[1–5]	[Points]	[1–5]

6. Outcome Summary

Employees reviewed	[Number]
Ratings changed	[Number] (raised [Number], lowered [Number])
Main themes observed	[Themes]

7. Follow-up Actions

Action	Owner	Due Date
Managers to communicate final ratings with reasons	[Reporting Manager]	[DD/MM/YYYY]
Update HRMS with final ratings	[HR Name]	[DD/MM/YYYY]
[Other action]	[Owner]	[DD/MM/YYYY]

Panel Chair
[HOD Name]
Date: [Date]

HR
[HR Name]
Date: [Date]

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What this template includes

Objective and scope of the calibration
Ground rules for discussion
Shared rating definitions
Bias checklist (recency, halo, similarity, leniency)
Case discussion log
Outcome summary and actions

When to use it

Running a calibration meeting for the first time
Briefing managers on calibration ground rules
Reporting calibration outcomes to the leadership team
Reviewing how fair the appraisal process was

How to customise this template

1Add your rating definitions and any distribution guidance
2Choose which grades or departments are in scope
3Use the case log only for employees discussed in detail
4Attach the calibration sheet with all ratings

HR tips

Share ground rules with managers before the meeting
Keep discussion about evidence, not personalities
Watch the clock; set a time per case
Close by agreeing how changes will be communicated

For HR & hiring managers

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Frequently asked questions

How do you run a calibration meeting?+

Share rating definitions and data in advance, review employees by grade, ask managers for evidence, discuss outliers, agree final ratings and record reasons.

What biases does calibration address?+

Common ones are recency bias, halo effect, leniency or strictness, central tendency and similarity bias.

Is forced distribution required in calibration?+

No. Some companies use distribution guidelines, but calibration can also simply aim for consistent standards without fixed percentages.

All 50 performance appraisal & reviews →

[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]

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]
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

[Company Logo][Company Name]

EMPLOYEE PERFORMANCE REVIEW FORM

Company:: [Company Name]
Review Date:: [Date]
Review Period:: [DD/MM/YYYY] to [DD/MM/YYYY]

1. 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]
Review Type: Mid-year / Ad-hoc / Transfer / Employee-requested

2. Rating Scale

Rating	Label	Description
4	Exemplary	Performance well above the standard in every area reviewed
3	Proficient	Solid, reliable performance at the expected standard
2	Developing	Progressing, but support is still needed in some areas
1	Below Standard	Performance is not yet acceptable for the role

3. Core Job Factors

Form · Word

Employee Performance Review Form

Download .docx

Appraisal Rating Calibration

Preview of the report

1. Objective

2. Ground Rules

3. Rating Definitions

4. Bias Checklist

5. Case Discussion Log

6. Outcome Summary

7. Follow-up Actions

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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