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Job Grade Matrix

A job grade matrix scores each job on common factors such as knowledge, problem solving, accountability and people management, then converts the total into a grade. HR uses it to grade jobs objectively, not by title or the incumbent's salary.

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[Company Logo][Company Name]

JOB GRADE MATRIX

Company:: [Company Name]
Matrix Version:: [v1.0]
Evaluation Date:: [DD/MM/YYYY]
Panel:: [HR Name], [Department Head], [Member]

1. Factors and Level Descriptors

Factor (Weight)	Level 1	Level 2	Level 3	Level 4	Level 5
Knowledge and Skills ([x]%)	Basic task knowledge	Trained in one area	Professional in a discipline	Expert across a discipline	Recognised authority
Problem Solving ([x]%)	Follows set steps	Chooses from known options	Analyses and recommends	Solves complex issues	Sets strategy
Accountability and Impact ([x]%)	Own tasks	Own work output	Team or process results	Department results	Business unit results
People Management ([x]%)	None	Guides juniors	Leads a small team	Leads managers	Leads a function
Relationships ([x]%)	Within team	Within department	Across functions	External partners	Senior external stakeholders

2. Job Scoring

Job Title	Knowledge	Problem Solving	Accountability	People Mgmt	Relationships	Weighted Score	Grade
[Designation]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Score]	[Grade]
[Designation]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Score]	[Grade]
[Designation]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Score]	[Grade]
[Designation]	[1–5]	[1–5]	[1–5]	[1–5]	[1–5]	[Score]	[Grade]

3. Score-to-Grade Conversion

Weighted Score Range	Grade
[x] – [y]	Grade 1
[x] – [y]	Grade 2
[x] – [y]	Grade 3
[x] – [y]	Grade 4
[x] – [y]	Grade 5

4. Panel Notes

[Record the job description reference used, any disagreements between evaluators and how they were resolved, and benchmark jobs used for calibration.]

Panel Member
[HR Name]
Date: [Date]

Panel Member
[Department Head]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Defined evaluation factors with weightage
Level descriptors for each factor
Scoring table for each job evaluated
Score-to-grade conversion ranges
Evaluation panel and date for audit
Space for rationale behind scores

When to use it

Grading a newly created role before hiring
Re-grading jobs after a restructuring
Resolving disputes about whether two roles belong in the same grade
Building a grade structure from scratch

How to customise this template

1Choose four to six factors that reflect what your company values
2Write clear level descriptors so different evaluators score alike
3Set weightage that adds up to 100%
4Calibrate the score ranges using a few well-understood benchmark jobs
5Record the matrix version used for each evaluation

HR tips

Evaluate the job, not the person currently doing it
Use a panel rather than a single evaluator
Start with the job description; poor JDs give poor grades
Re-check results against benchmark jobs for sense

For HR & hiring managers

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Frequently asked questions

What is a job grade matrix?+

It is a tool that scores jobs on agreed factors and converts the score into a grade, so that jobs of similar size are placed at the same level.

Which factors are used in job evaluation?+

Common factors include knowledge and skills, problem solving, accountability or impact, people management and working relationships.

How often should jobs be re-graded?+

When a job changes materially in scope or after a restructuring. Small changes in tasks do not usually need re-grading.

All 50 increment, promotion & career →

[Company Logo][Company Name]

INCREMENT MATRIX

Company:: [Company Name]
Applicable Cycle:: [FY 20XX–XX]
Effective Date:: [DD/MM/YYYY]
Approved Budget:: [x]% of eligible payroll

1. Merit Increase Grid (% of Fixed CTC)

Performance Rating	Compa-ratio below 0.85	Compa-ratio 0.85–0.95	Compa-ratio 0.95–1.05	Compa-ratio 1.05–1.15	Compa-ratio above 1.15
5 – Outstanding	[x–y]%	[x–y]%	[x–y]%	[x–y]%	[x–y]%
4 – Exceeds Expectations	[x–y]%	[x–y]%	[x–y]%	[x–y]%	[x–y]%
3 – Meets Expectations	[x–y]%	[x–y]%	[x–y]%	[x–y]%	[x–y]%
2 – Partly Meets	[x–y]%	[x–y]%	[x–y]%	[x–y]%	[x–y]%
1 – Below Expectations	Nil	Nil	Nil	Nil	Nil

2. Definitions

Compa-ratio = current fixed CTC ÷ midpoint of the employee's salary band.
Fixed CTC excludes variable pay, bonus and one-time payments.
Rating = final calibrated rating approved by the appraisal committee.

3. Application Rules

Template · Word

Increment Matrix

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[Company Logo][Company Name]

SALARY GRADE STRUCTURE

Company:: [Company Name]
Effective From:: [DD/MM/YYYY]
Owner:: [HR Name]

1. Grade Chart

Grade	Typical Designations	Typical Experience	Pay Scale (₹ p.a.)	Notice Period
W1	Operator, Helper, Office Assistant	[x] years	[Amount] – [Amount]	[Notice Period]
E1	Executive, Associate, Engineer	[x] years	[Amount] – [Amount]	[Notice Period]
E2	Senior Executive, Senior Engineer	[x] years	[Amount] – [Amount]	[Notice Period]
M1	Assistant Manager, Team Lead	[x] years	[Amount] – [Amount]	[Notice Period]
M2	Manager, Senior Manager	[x] years	[Amount] – [Amount]	[Notice Period]

2. Grade-linked Entitlements

Grade	Travel Class	Hotel Limit (₹/night)	Mobile Reimbursement (₹/month)	Group Medical Cover (₹)	Approval Limit (₹)
W1	[Class]	[Amount]	[Amount]	[Amount]	Nil
E1	[Class]	[Amount]	[Amount]	[Amount]	[Amount]
E2	[Class]	[Amount]	[Amount]	[Amount]	[Amount]
M1	[Class]	[Amount]	[Amount]	[Amount]	[Amount]
M2	[Class]	[Amount]	[Amount]	[Amount]	[Amount]

3. Guidelines

Template · Word

Salary Grade Structure

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[Company Logo][Company Name]

SUCCESSION PLANNING MATRIX

Company:: [Company Name]
Review Date:: [DD/MM/YYYY]
Reviewed by:: Leadership Team
Confidentiality:: Strictly Confidential

1. Critical Roles Matrix

Critical Role	Incumbent	Vacancy Risk	Ready Now	Ready in 1–2 Years	Ready in 3+ Years	Bench Strength
[Designation]	[Employee Name]	High / Medium / Low	[Employee Name]	[Employee Name]	[Employee Name]	Strong / Adequate / Weak
[Designation]	[Employee Name]	High / Medium / Low	[Employee Name]	[Employee Name]	[Employee Name]	Strong / Adequate / Weak
[Designation]	[Employee Name]	High / Medium / Low	None	[Employee Name]	[Employee Name]	Strong / Adequate / Weak
[Designation]	[Employee Name]	High / Medium / Low	[Employee Name]	None	[Employee Name]	Strong / Adequate / Weak
[Designation]	[Employee Name]	High / Medium / Low	None	None	[Employee Name]	Strong / Adequate / Weak

2. Summary

Total critical roles	[No.]
Roles with at least one ready-now successor	[No.]
Roles with no internal successor	[No.]
Employees named for more than one role	[No.]
Women in successor pool	[x]%

3. Priority Actions

Template · Word

Succession Planning Matrix

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[Company Logo][Company Name]

SALARY INCREMENT LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]

Subject: Increment in Salary

Dear [Employee Name],
Congratulations! In recognition of [Reason – e.g. your successful confirmation / completion of the Certification Name certification / your contribution to Project Name], we are happy to grant you an increment in your salary.

Particulars	Details
Current Gross Monthly Salary	₹[Amount]
Increment Amount (per month)	₹[Amount]
Increment Percentage	[Percentage]%
Revised Gross Monthly Salary	₹[Amount]
Revised Annual CTC	₹[CTC]
Effective From	[Effective Date]

The increment will be distributed across your salary components as per company policy, and a revised salary breakup is available from HR on request. Statutory contributions such as PF will be adjusted in line with the revised Basic.

Letter · Word

Salary Increment Letter

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[Company Logo][Company Name]

SALARY REVISION LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

Private and Confidential
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]

Subject: Revision of Salary

Dear [Employee Name],
We are pleased to inform you that the management has reviewed your compensation and approved a revision of your salary. Your annual Cost to Company is revised from ₹[Previous CTC] to ₹[CTC], effective [Effective Date].

Component	Previous Monthly (₹)	Revised Monthly (₹)
Basic Salary	[Amount]	[Basic Salary]
House Rent Allowance	[Amount]	[HRA]
Special Allowance	[Amount]	[Amount]
Gross Salary	[Amount]	[Amount]
Employer PF	[Amount]	[Amount]
Gratuity Provision	[Amount]	[Amount]
Monthly CTC	[Amount]	[Amount]
Annual CTC	[Previous CTC]	[CTC]

The revised salary will be reflected in your payroll for [Month YYYY]. Arrears from [Effective Date] to [Date], if any, will be paid along with the salary of [Month YYYY], subject to applicable statutory deductions.

Letter · Word

Salary Revision Letter

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[Company Logo][Company Name]
PROMOTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
Employee ID: [Employee ID]
[Designation], [Department]
[Work Location]
Subject: Promotion to [New Designation]
Dear [Employee Name],
We are delighted to inform you that, in recognition of your performance and contribution, you have been promoted to the position of [New Designation] in Grade [New Grade], with effect from [DD/MM/YYYY].
Consequent to this promotion, your annual Cost to Company (CTC) has been revised to ₹[Revised CTC] (Rupees [Amount in Words] only). The component-wise breakup is given in the enclosed Annexure. Statutory deductions such as PF and professional tax will apply as per law.
Letter · Word
Promotion Letter
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[Company Logo][Company Name]
PROMOTION ANNOUNCEMENT
Subject: Congratulations to [Employee Name] on Promotion as [New Designation]
From:
[HR Name] / [Department Head]
To:
[Distribution List]
Date:
[Date]
Ref. No.:
[Reference Number]
Dear Team,
We are pleased to announce that [Employee Name], currently [Current Designation] in the [Department] team, has been promoted to [New Designation] with effect from [Effective Date].
[Employee Name] joined [Company Name] on [Date of Joining] and has consistently delivered strong results. Some notable contributions include [Achievement 1], [Achievement 2] and [Achievement 3]. This promotion recognises that commitment and the trust the leadership team places in [his/her/their] ability to take on larger responsibilities.
New Responsibilities
Email template · Word
Promotion Announcement
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[Company Logo][Company Name]

DESIGNATION CHANGE LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
Employee ID: [Employee ID]
[Department]
[Work Location]

Subject: Change in Designation

Dear [Employee Name],

This is to inform you that, consequent to [reason, e.g. the restructuring of the Operations function / harmonisation of job titles across locations / your move to the Customer Success team], your designation has been changed as detailed below with effect from [Effective Date].

Particulars	Existing	Revised
Designation	[Current Designation]	[New Designation]
Grade / Band	[Current Grade]	[Revised Grade]
Department	[Department]	[Revised Department]
Reporting Manager	[Current Manager]	[Reporting Manager]

Letter · Word

Designation Change Letter

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Job Grade Matrix

Preview of the template

1. Factors and Level Descriptors

2. Job Scoring

3. Score-to-Grade Conversion

4. Panel Notes

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