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Succession Planning Form

A succession planning form documents, for one critical position, who could step in if the current holder leaves, how ready each candidate is and what development they need. Department heads complete it with HR, typically once a year.

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[Company Logo][Company Name]

SUCCESSION PLANNING FORM

Form No.:: [Reference Number]
Review Date:: [Date]
Confidentiality:: Strictly Confidential

Section A – Position Details

Position	[Designation]
Department	[Department]
Work Location	[Work Location]
Current Holder	[Employee Name] ([Employee ID])
Time in Role	[x] years
Why this role is critical	[Reason]

Section B – Vacancy Risk

Risk of vacancy in 12 months: High / Medium / Low
Reason: Retirement / Flight risk / Planned move / Other
Expected date, if known	[DD/MM/YYYY]
Impact if vacant without cover	[Details]

Section C – Emergency Cover

Interim cover	[Employee Name], [Designation]
Can cover for up to	[x] months
Support needed during cover	[Details]

Section D – Successor Candidates

Candidate	Current Role	Last Rating	Readiness	Key Strengths	Development Needs
[Employee Name]	[Designation]	[Rating]	Ready now / 1–2 years / 3+ years	[Strengths]	[Needs]
[Employee Name]	[Designation]	[Rating]	Ready now / 1–2 years / 3+ years	[Strengths]	[Needs]
[Employee Name]	[Designation]	[Rating]	Ready now / 1–2 years / 3+ years	[Strengths]	[Needs]

Section E – Actions

Development actions agreed	[Details]
External hiring required: Yes / No
Knowledge transfer from current holder	[Plan]
Next review date	[DD/MM/YYYY]

Declaration: This form is a confidential planning document. Inclusion as a successor does not amount to an offer or promise of promotion.

Completed by
[Department Head]
Date: [Date]

Reviewed by
[HR Name]
Date: [Date]

Approved by
[Authorised Signatory]
Date: [Date]

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What this template includes

Position details and why it is critical
Vacancy risk based on retirement, flight risk or a planned move
Emergency (interim) cover named separately from long-term successors
Two or three successor candidates with readiness levels
Development needs for each candidate
Review date and confidentiality marking

When to use it

Annual succession review for leadership and critical roles
When a key role holder is nearing retirement or has resigned
Before a restructuring that may affect key positions
When a board or investors ask about leadership continuity

How to customise this template

1Use one form per critical position
2Align readiness levels with those in your succession matrix
3Pull candidate ratings from the latest appraisal
4Add an external hiring option if there is no internal candidate
5Store forms with restricted access

HR tips

Name an emergency cover even if no one is fully ready
Do not tell candidates they are "the successor" before a decision is made
Look beyond the immediate team for candidates
Review readiness at least once a year

For HR & hiring managers

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Frequently asked questions

What is a succession planning form?+

It is a record for one key position listing possible successors, their readiness and the development they need to be able to step in.

Should successors be told they are on the plan?+

Practice varies. Many companies discuss development openly but avoid promising the role, since plans change with business needs and performance.

What does "ready now" mean in succession planning?+

It means the candidate could take over the role immediately with normal onboarding support, without needing significant further development.

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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

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Succession Planning Matrix

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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 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

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Promotion Approval 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

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Promotion Evaluation Form

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[Company Logo][Company Name]

INCREMENT RECOMMENDATION FORM

Company:: [Company Name]
Increment Cycle:: [YYYY–YY]
Effective Date:: [DD/MM/YYYY]
Department:: [Department]

Merit Increase Guideline

Final Rating	Compa-ratio below 0.90	Compa-ratio 0.90–1.10	Compa-ratio above 1.10
5 – Outstanding	[%–%]	[%–%]	[%–%]
4 – Exceeds	[%–%]	[%–%]	[%–%]
3 – Meets	[%–%]	[%–%]	[%–%]
2 – Needs Improvement	[%–%]	[%–%]	[%–%]
1 – Unsatisfactory	Nil	Nil	Nil

Recommendations

Emp. ID	Employee Name	Designation	Final Rating	Current CTC (₹)	Compa-ratio	Recommended %	Increment (₹)	Revised CTC (₹)	Remarks
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]
[Employee ID]	[Employee Name]	[Designation]	[Rating]	[CTC]	[Ratio]	[%]	[Amount]	[CTC]	[Remarks]

Deviations from Guideline

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Increment Recommendation 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

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Increment Approval Form

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[Company Logo][Company Name]
SALARY REVIEW FORM
Review No.:
[Reference Number]
Date:
[Date]
Section 1 – Employee Details
Employee Name [Employee Name]
Employee ID [Employee ID]
Designation [Designation]
Department [Department]
Date of Joining [Date of Joining]
Reporting Manager [Reporting Manager]
Section 2 – Reason for Review
- Employee request
- Confirmation after probation
- Increase in role scope
- Internal pay parity concern
- Market / retention concern
- Other: [Specify]
Section 3 – Current Pay Position
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Salary Review Form
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[Company Logo][Company Name]

COMPENSATION REVIEW FORM

Review No.:: [Reference Number]
Review Date:: [Date]
Review Type:: Annual / Role Change / Retention / Restructure

1. Employee Profile

Employee Name	[Employee Name]
Employee ID	[Employee ID]
Designation	[Designation]
Grade	[Grade]
Department	[Department]
Work Location	[Work Location]
Criticality of Role: High / Medium / Low
Flight Risk: High / Medium / Low

2. Total Rewards Comparison

Element	Current (₹ p.a.)	Proposed (₹ p.a.)	Remarks
Basic Salary	[Amount]	[Amount]	[Remarks]
HRA and Allowances	[Amount]	[Amount]	[Remarks]
Variable Pay at Target	[Amount]	[Amount]	Target [x]% of fixed
Employer PF	[Amount]	[Amount]	12% of basic, subject to ceiling rules
Gratuity (provision)	[Amount]	[Amount]	As per company practice
Group Medical / Term Insurance	[Amount]	[Amount]	Cover ₹ [Amount]
Other Benefits (car lease, meal card etc.)	[Amount]	[Amount]	[Remarks]
Total CTC	[CTC]	[Amount]	[x]% change

3. Variable Pay History

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Compensation Review Form

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Succession Planning Form

Preview of the form

Section A – Position Details

Section B – Vacancy Risk

Section C – Emergency Cover

Section D – Successor Candidates

Section E – Actions

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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