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Sample performance appraisal report
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I. Contents of getting sample performance appraisal report
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Writing an employee performance appraisal takes preparation that begins on the
employee's first day of work with your company. Performance management starts early in
the employee's career and doesn't end until his retirement or resignation. Managers
who begin the evaluation process early by providing regular feedback throughout the year--rather
than waiting until the performance appraisal meeting--will have less difficulty preparing the
appraisal report. While some employers have appraisal forms to use for evaluating an
employee's performance, others use a freestyle and more casual approach to constructing
a written appraisal report.
Step 1
Create a departmental file for your new employee. The contents of this file are identical to the
file maintained in the human resources department, with the exception of health-related
information that your company's HIPAA officer retains. Your department file contains
attendance records and performance feedback, including any discipline records.
Step 2
Keep your employee's department file up-to-date and always document feedback you
provide to your employee throughout the year. This process of performance management starts at
the beginning of his career and it is your responsibility to ensure he receives regular feedback. If
you have questions about the type of informal feedback that's appropriate to document,
see your human resources department for guidance. For your role in writing the performance

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appraisal report, keep in mind advice offered by the consulting firm, DMJ, in "Tips For
Documenting Employee Performance" by remembering that "Writing a performance appraisal
can be completed more efficiently when supervisors plans ahead. Supervisors should never rely
solely on memory to evaluate employee performance."
Step 3
Consult your company's human resources leader for tips on how to administer discipline.
If your company has a progressive discipline policy, it's extremely important to maintain
all documentation related to each incident. Disciplinary action forms are available from the
human resources department; supervisors and managers are trained in the proper use of the forms
and the overall discipline process. Supervisors and managers are also trained on how to provide
effective feedback to commend or motivate employees to reach high performance levels.
Documentation of any interaction with your employee is necessary for a complete department
file.
Step 4
Prepare for the annual employee appraisal meeting well in advance. Calendar the date for your
meeting and begin drafting the areas in which you have performance standards. The various
areas will include job skills, interpersonal communication, team-building and other factors, such
as initiative and follow-through. Characteristics that include initiative and motivation may be
difficult to judge because there is an amount of subjectivity involved in evaluating these areas;
however, you can often measure initiative by observing how often your employee helps his
colleagues without being asked or how many times he's asked you for additional projects.
Step 5
Review your employee's department file for documentation about the employee's
performance throughout the year. Gather all feedback, discipline and commendation forms.
Prepare a draft appraisal form and consider carefully the job expectations and the
employee's performance over the last year. If your company has self-evaluations for
employees to complete, provide your employee with the necessary forms. Remind your
employee of the appraisal meeting, and explain to him what he should expect to transpire during
the conference to discuss his performance. Upon completing the evaluation form, provide the
employee with a copy of documentation and make copies for the department file and the human
resources department file.
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III. Performance appraisal methods

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1.Ranking Method
The ranking system requires the rater to rank his
subordinates on overall performance. This consists in
simply putting a man in a rank order. Under this method,
the ranking of an employee in a work group is done
against that of another employee. The relative position of
each employee is tested in terms of his numerical rank. It
may also be done by ranking a person on his job
performance against another member of the competitive
group.
Advantages of Ranking Method
i. Employees are ranked according to their performance
levels.
ii. It is easier to rank the best and the worst employee.
Limitations of Ranking Method
i. The “whole man” is compared with another “whole man”
in this method. In practice, it is very difficult to compare
individuals possessing various individual traits.
ii. This method speaks only of the position where an
employee stands in his group. It does not test anything
about how much better or how much worse an employee
is when compared to another employee.
iii. When a large number of employees are working, ranking
of individuals become a difficult issue.
iv. There is no systematic procedure for ranking individuals
in the organization. The ranking system does not eliminate
the possibility of snap judgements.
2. Rating Scale
Rating scales consists of several numerical scales
representing job related performance criterions such as
dependability, initiative, output, attendance, attitude etc.
Each scales ranges from excellent to poor. The total
numerical scores are computed and final conclusions are
derived. Advantages – Adaptability, easy to use, low cost,
every type of job can be evaluated, large number of
employees covered, no formal training required.
Disadvantages – Rater’s biases

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3. Checklist method
Under this method, checklist of statements of traits of
employee in the form of Yes or No based questions is
prepared. Here the rater only does the reporting or
checking and HR department does the actual evaluation.
Advantages – economy, ease of administration, limited
training required, standardization. Disadvantages – Raters
biases, use of improper weighs by HR, does not allow
rater to give relative ratings
4. Critical Incidents Method
The approach is focused on certain critical behaviors of
employee that makes all the difference in the
performance. Supervisors as and when they occur record
such incidents. Advantages – Evaluations are based on
actual job behaviors, ratings are supported by
descriptions, feedback is easy, reduces recency biases,
chances of subordinate improvement are high.
Disadvantages – Negative incidents can be prioritized,
forgetting incidents, overly close supervision; feedback
may be too much and may appear to be punishment.
5. Essay Method

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In this method the rater writes down the employee
description in detail within a number of broad categories
like, overall impression of performance, promoteability
of employee, existing capabilities and qualifications of
performing jobs, strengths and weaknesses and training
needs of the employee. Advantage – It is extremely
useful in filing information gaps about the employees
that often occur in a better-structured checklist.
Disadvantages – It its highly dependent upon the writing
skills of rater and most of them are not good writers.
They may get confused success depends on the memory
power of raters.
6. Behaviorally Anchored Rating Scales
statements of effective and ineffective behaviors
determine the points. They are said to be
behaviorally anchored. The rater is supposed to
say, which behavior describes the employee
performance. Advantages – helps overcome rating
errors. Disadvantages – Suffers from distortions
inherent in most rating techniques.
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