Performance appraisal letter

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I. Contents of getting performance appraisal letter

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Letters of recommendation can help people secure jobs, gain entrance to college or earn a raise at
work. If you are preparing to write a letter of recommendation for a work performance
evaluation, there are a few formalities and points you should touch upon. Figuring out what to
write and how to say it can be a daunting task, but once you know what basic information to
include in your letter, the process will become more manageable.
Step 1
Brainstorm positive traits and accomplishments to include in your letter and make a list of them.
Consider what the employee has done well at work and any productive contributions she has
made to the company. Also take into account personality traits that are conducive to the
company's culture, such as getting along well with others, a good sense of humor and
determination.
Step 2
Include your full name, title, company and position in the letterhead or signature. Most business
letters of recommendation are written by people who work in positions higher than the person
seeking the recommendation. Emphasize the significance of your position--the opening
paragraph is a good place to include this--in order to give the letter more weight and merit. It
may feel self-aggrandizing, but emphasizing your power will help the person you are
recommending.
Step 3

Give a description of what makes the person a valuable employee. Start with general statements
and add details and examples to support your statements. If you say "Mary is a hard worker," for
instance, follow up with a comment on how she has volunteered to stay late to complete projects
or describe her contribution on a particular project.
Step 4
Include details on the employee's expertise and distinguishing characteristics that provide unique
contributions to the company. Consider if your subject is an expert tech person, skilled with the
computer programs your company uses or if he boosts workplace morale by bringing in snacks
for everyone or telling jokes. Think about what the employee brings to the company beyond the
usual.
Step 5
Highlight special areas of achievement or awards. If you are unsure of any recognition, speak to
the employee to see if she has been awarded any recognition for superior achievement or
performance. Awards such as employee of the month and industry-specific awards make
excellent selling points in a letter of recommendation. Customer recommendations of the
employee can also offer strong support.
Step 6
Close with an action statement of what you are hoping to achieve with your letter of
recommendation. If you want the employee to secure a promotion or raise, mention it in closing.
If you want the employee to receive a favorable review, offer your written support.
Tip
Be clear and concise with your writing. Avoid short letters of only one or two small paragraphs,
but also avoid lengthy letters with run-on sentences or rambling anecdotes. Make your letter
persuasive and to the point, with concrete examples to support your recommendation.
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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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