For a company, it is essential to monitor the efforts and contribution of each of their employees during a given cycle. The assessment is usually done by the HR team to check whether the employees are meeting the expected standards. For employees, it is a systematic and documented way to show their inputs and effort made in the position they hold. This assessment is done with the help of an appraisal form. The appraisal for the employee is done on the basis of what is presented in the form by the employees and their respective mentors and managers.
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What is an Appraisal Format?
The proceedings in a professional world are always more elaborate and serious in its bearings. The contract agreement that the employee signs usually contains a clause regarding the assessment cycle and what the different appraisals or compensations will be depending upon the performance.
In order to monitor the performance, the employee usually works in hands with their manager to discuss the roles and responsibilities, along with meaningful goals from the point of view of the company. Now that these expected goals have been assigned, it becomes simpler to have a scale for measuring the performance. And the documented form used for this measurement is called an appraisal form.
Since, there are always different expectations from different employees, the content of the appraisal form will be different for each one. But there can always be a single format for the form in order to make it easier for the team to work with the data that comes from the appraisal form. There is an entire format for the appraisal system, and you can start here with the contents that make it meaningful to be placed in an appraisal system.
Important Components of a Performance Appraisal System Format
Depending upon the company, the format of a performance appraisal form might differ, but there are always certain components that constitute the system. The starting point is called performance planning. This is the component when the employee and the reviewer (the reporting manager in most cases) discuss the performance areas and target that are expected to be met by the employee over a given period of time for the next performance review. The next component is the appraisal and reviewing. Before the review can be done, the employee will have to give his or her own feedback about their performance and even rate themselves. This is the self-appraisal aspect of the system which is then forwarded to the reviewer. This stage includes a discussion between the employee and the appraiser regarding the analysis of the performance, along with useful feedback.
Once that stage is over, it is now the reviewer’s turn to give it a final assessment with the rating and rewarding accordingly. The reward is usually in the form of vertical movement within the organisation along with monetary increments. And the same process is started again for the next performance cycle.
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How to Write Appraisal Letter Format?
Appraisal letters are used when someone’s performance needs to be shared in a documented manner. An appraisal letter can be used in various sectors. Writing an appraisal letter doesn’t require much effort if you know what to write. The first thing to keep in mind is the tone of the appraisal letter, which always needs to be formal and professional.
As the letter is used to inform the employee about the performance review and the rewards involved, so, the content is built mostly around it, making the letter brief and concise. The appraisal letter follows the format of any letter, with everything normally aligned to the left. Now, let’s talk about the actual writing of the letter. Start with the name of the employee or the member of the organisation to who the letter is addressed. You can also include the position and professional identity for making the letter clearer. The letter also includes a section mentioning the details of the sender. The sender could be a team or a designated individual.
The date of the letter along with the subject usually goes right after the section mentioned earlier. Next, comes the body of the letter and this needs to be professional and asserting. The body can contain multiple paragraphs, but broadly, there are three major sections. The first paragraph talks about why the letter is being written which is followed by the message that needs to be conveyed. Finally, the letter ends with basic details about when the changes will be made effective along with a formal word of thanks. Since it is a professional letter, the letter should end with the name and signature of the writing authority.
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How to Format a Critical Appraisal?
The entire format of an appraisal letter is built around the act of measuring the performance. And as we have seen, there are many other aspects involved in it. The most important being the assessment that needs to be made. And that brings us to the topic of critical appraisal. Critical appraisal is nothing but systematic examining of the work and progress that has been made in regards to the targets and goals that were set initially.
Critical appraisal has mostly been used in research fields to check the validity of the research. The concept of critical appraisal has recently evolved in the professional space. This appraisal is done by the mentor or the manager, who has a better idea about the goals of the employee. In regards to the self-appraisal provided by the employee, the appraisal can cover the reviewer’s comments and feedback, which is the critical aspect of the appraisal, talked above. Just like the appraisal letter, the tone of the appraisal needs to be formal with a choice of words that are polite and straight forward.
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