Performance appraisal letter sample

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I. Contents of getting performance appraisal letter sample

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Employee reviews are documents that discuss an employee's performance in the workplace, both
as an individual worker and as a team player for the company. The document is a letter that both
describes the positive work the employee has done and outlines issues that the employee may
need to work on. This letter is typically discussed with the employee during a review interview,
after the employee has read it through.
Features
Employee reviews in letter format should include the title and department of the worker, the
name of the evaluator and the position he holds in relation to the employee. The letter should
also include the date of the review, the date of the last review and the names of additional
individuals participating in the review process.
Positive Feedback
The review letter should recognize the positive actions and achievements he has accomplished
while working with the company. A review focuses on both the positives and negatives, so
include any positive appraisal the employee deserves. The positive factors are often presented
first in the review letter. For example, thank the employee for working late nights three weeks in
a row in order to finish a specific project before a deadline.
Address Complaints

The employee review letter should include a list of things that the employee needs to work on or
things that have been brought to the administrator's attention from other workers. List the dates
of specific incidents related to the complaints, if possible. A written list can help the employee
determine how to approach the improvements or changes. For example, the employee may need
to cut down her lunch breaks, if they extend beyond the company's allotted time. The employer
could suggest eating lunch somewhere close to the office or in the company's cafeteria, if
applicable.
Suggesting Improvements
Since the employee review letter has a list of complaints or areas that need to be addressed, the
evaluator should be open to providing advice to an employee to improve performance. The
review letter should offer suggestions to help the employee implement changes. For example, if
the employee has received several complaints about showing up late for work, the remedy could
be that he arrive 15 minutes before everyone else in order to show improvement.
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III. Performance appraisal methods

1. Essay Method
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.

2. 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.

3. 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 Raters biases

4. 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

5.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
Employees are ranked according to their
performance levels.
It is easier to rank the best and the worst
employee.
Limitations of Ranking Method
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.
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.
When a large number of employees are working,
ranking of individuals become a difficult issue.
There is no systematic procedure for ranking
individuals in the organization. The ranking system does
not eliminate the possibility of snap judgements.

6. 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.

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