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Promotion Approval Form

A promotion approval form records the final management decision on a recommended promotion. It captures the proposed designation, grade and revised CTC, the budget impact, the decision of each approver in the approval matrix, and the HR actions needed to implement the promotion.

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[Company Logo][Company Name]

PROMOTION APPROVAL FORM

Company:: [Company Name]
Recommendation Ref.:: [Reference Number]
Date Submitted:: [Date]

A. Employee and Proposal

Item	Current	Proposed
Employee Name / ID	[Employee Name] / [Employee ID]	–
Designation	[Designation]	[New Designation]
Grade	[Grade]	[New Grade]
Department / Location	[Department] / [Work Location]	[Department] / [Work Location]
Annual CTC (₹)	[CTC]	[Revised CTC]
Effective Date	–	[DD/MM/YYYY]

B. Financial Impact

Increase in CTC: ₹[Amount] ([Percentage]%)
Impact on current year budget: ₹[Amount]
Within approved budget: Yes / No
Grade pay range for new grade: ₹[Min] – ₹[Max]

C. Approval Matrix

Approver	Name	Decision (Approve / Defer / Decline)	Comments	Date
Head of Department	[HOD Name]	[Decision]	[Comments]	[DD/MM/YYYY]
HR Head	[HR Name]	[Decision]	[Comments]	[DD/MM/YYYY]
Finance	[Name]	[Decision]	[Comments]	[DD/MM/YYYY]
Business Head / CEO	[Name]	[Decision]	[Comments]	[DD/MM/YYYY]

D. Final Decision

Final decision: Approved / Deferred to [MM/YYYY] / Declined
Conditions, if any	[Conditions]
Reason if deferred or declined	[Reason]

E. HR Implementation Checklist

Promotion letter issued and acknowledged
HRMS updated with new designation and grade
Payroll updated with revised CTC from effective date
Revised KRAs / job description shared
Announcement to team sent (if applicable)
Copy filed in personnel file

Prepared by HR
[HR Name]
Date: [Date]

Final Approver
[Authorised Signatory]
Date: [Date]

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What this template includes

Link to the promotion recommendation reference
Current versus revised designation, grade and CTC
Percentage increase and annual budget impact
Approval matrix with decision and date for each approver
Conditions attached to approval, if any
HR implementation checklist

When to use it

After a promotion recommendation has been endorsed by the HOD
Promotion committee meetings
Promotions with a salary revision that needs finance sign-off
Audit trail of promotion decisions

How to customise this template

1Set approvers as per your delegation of authority
2Show revised CTC components if the structure changes
3Add internal equity data for the target grade
4Note whether the promotion is in-cycle or out-of-cycle

HR tips

Approve within a fixed time so employees are not kept waiting
Record reasons when a promotion is deferred or declined
Check budget availability before the committee meets
Issue the promotion letter only after all approvals

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Frequently asked questions

Who approves a promotion?+

Typically the HOD, HR head and a business or functional head; senior promotions may also need CEO or committee approval as per the delegation of authority.

What happens after promotion approval?+

HR issues the promotion letter, updates HRMS and payroll, and informs the employee and team of the change.

Can a promotion be approved without a salary increase?+

It is possible, though uncommon. The form should record whether the CTC is revised and why.

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[Company Logo][Company Name]

PROMOTION RECOMMENDATION FORM

Company:: [Company Name]
Promotion Cycle:: [YYYY–YY] / Out of cycle
Form Ref.:: [Reference Number]

Section 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]
Current Grade	[Grade]
Time in Current Grade	[Years]

Section 2: Proposed Role

Proposed Designation	[New Designation]
Proposed Grade	[New Grade]
Proposed Effective Date	[DD/MM/YYYY]
Vacancy / new position	[Details]

Section 3: Eligibility Check

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Promotion Recommendation Form

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[Company Logo][Company Name]

PROMOTION EVALUATION FORM

Company:: [Company Name]
Promotion Cycle:: [Cycle / Year]
Form No.:: [Reference Number]

1. Employee Details

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Current Designation	[Designation]
Current Grade	[Grade]
Department	[Department]
Work Location	[Work Location]
Date of Joining	[Date of Joining]
Date of Last Promotion	[DD/MM/YYYY]
Reporting Manager	[Reporting Manager]
Proposed Designation / Grade	[Proposed Designation]

2. Eligibility Check

Minimum time in current grade completed ([Number] years)
Performance rating of [Rating] or above in the last two cycles
No disciplinary action pending or in force
Mandatory training and certifications completed
Approved position available in the proposed grade

3. Performance History

Form · Word

Promotion Evaluation Form

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[Company Logo][Company Name]

INCREMENT APPROVAL FORM

Form No.:: [Reference Number]
Appraisal Cycle:: [FY 20XX–XX]
Date:: [Date]

A. Employee Details

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

B. Increment Proposal

Particulars	Current (₹ p.a.)	Proposed (₹ p.a.)	Change (%)
Basic Salary	[Amount]	[Amount]	[x]%
HRA	[Amount]	[Amount]	[x]%
Special Allowance	[Amount]	[Amount]	[x]%
Employer PF Contribution	[Amount]	[Amount]	[x]%
Total CTC	[CTC]	[Amount]	[x]%

Type of Increment: Annual Merit / Off-cycle / Market Correction / Special
Performance Rating	[Rating]
Effective Date	[DD/MM/YYYY]
Arrears Payable: Yes / No – Amount ₹ [Amount]
Position in Salary Band after Increment: Below Min / Within / Above Max

Form · Word

Increment Approval Form

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[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

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[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

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[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

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[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

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[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

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Promotion Approval Form

Preview of the form

A. Employee and Proposal

B. Financial Impact

C. Approval Matrix

D. Final Decision

E. HR Implementation Checklist

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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