Performance Appraisal Form Format (KRA / KPI, India)
A performance appraisal form records how an employee performed against agreed Key Result Areas (KRAs) and the KPIs under each, then converts self and manager ratings into a single weighted score. This template covers the full annual cycle: goals, weightage, ratings, competencies, next-cycle goals, and sign-off.
What a Appraisal Form (KRA / KPI) must include
- Employee, manager, and review period details
- A clear 1 to 5 rating scale with definitions
- KRA and KPI rows with weightage that totals 100%
- Target versus actual achievement for each KPI
- Separate self rating and manager rating columns
- Weighted score calculation per KRA and overall
- Core competency assessment (behavioural)
- SMART goals and development plan for the next cycle
- Employee, manager, and reviewer sign-off
Drafting tips
- Agree KRAs, KPIs, and weightage at the start of the cycle, not at review time. An appraisal against goals the employee never saw is the top cause of disputes.
- Keep KRAs to 4 or 5. More than that and the weightage per goal gets too small to drive focus.
- Rate against evidence, not memory. Ask both sides to note examples through the year so the final discussion is grounded in facts.
- Do not let the self rating anchor the manager rating. Have the manager rate independently first, then compare.
- Separate the appraisal conversation from the salary conversation by a week or two so feedback is heard on its own.
Appraisal Form (KRA / KPI) format
PERFORMANCE APPRAISAL FORM [Company Name] | Confidential ──────────────────────────────────────────────────────────── SECTION 1: EMPLOYEE & REVIEW DETAILS ──────────────────────────────────────────────────────────── Employee Name : [Full Name] Employee ID : [EMP-000] Designation : [Job Title] Department / BU : [Department] Reporting Manager : [Manager Name] Date of Joining : [DD MMM YYYY] Review Period : [01 Apr 2025] to [31 Mar 2026] Appraisal Cycle : [Annual / Half-yearly / Probation confirmation] Date of Review : [DD MMM YYYY] ──────────────────────────────────────────────────────────── SECTION 2: RATING SCALE ──────────────────────────────────────────────────────────── 5 Outstanding Consistently exceeds every target; sets the benchmark. 4 Exceeds Expectations Delivers beyond the agreed target on most KRAs. 3 Meets Expectations Delivers the agreed target reliably. 2 Needs Improvement Falls short on some targets; needs support. 1 Below Expectations Misses most targets; a performance concern. ──────────────────────────────────────────────────────────── SECTION 3: KRA / KPI ASSESSMENT ──────────────────────────────────────────────────────────── Weightage across all KRAs must total 100%. Weighted Score = (Manager Rating / 5) x Weightage. KRA 1 ────────────────────────────────────────────────────── Key Result Area : [e.g. Revenue growth] KPI / Metric : [e.g. New business closed in the region] Weightage (%) : [30] Target : [e.g. Rupee 50,00,000 ARR] Actual Achieved : [e.g. Rupee 46,00,000 ARR] Self Rating (1-5) : [ ] Manager Rating : [ ] Weighted Score : [ ] Comments : [_________________________________________] KRA 2 ────────────────────────────────────────────────────── Key Result Area : [e.g. Delivery / Project quality] KPI / Metric : [e.g. On-time delivery %, defect rate] Weightage (%) : [25] Target : [e.g. 95% on-time, < 2% defects] Actual Achieved : [_______________________] Self Rating (1-5) : [ ] Manager Rating : [ ] Weighted Score : [ ] Comments : [_________________________________________] KRA 3 ────────────────────────────────────────────────────── Key Result Area : [e.g. Customer / Stakeholder satisfaction] KPI / Metric : [e.g. CSAT score, escalation count] Weightage (%) : [20] Target : [_______________________] Actual Achieved : [_______________________] Self Rating (1-5) : [ ] Manager Rating : [ ] Weighted Score : [ ] Comments : [_________________________________________] KRA 4 ────────────────────────────────────────────────────── Key Result Area : [e.g. Process / Cost efficiency] KPI / Metric : [_______________________] Weightage (%) : [15] Target : [_______________________] Actual Achieved : [_______________________] Self Rating (1-5) : [ ] Manager Rating : [ ] Weighted Score : [ ] Comments : [_________________________________________] KRA 5 ────────────────────────────────────────────────────── Key Result Area : [e.g. People / Team development] KPI / Metric : [_______________________] Weightage (%) : [10] Target : [_______________________] Actual Achieved : [_______________________] Self Rating (1-5) : [ ] Manager Rating : [ ] Weighted Score : [ ] Comments : [_________________________________________] ───────────────────────────────────────────── Total Weightage : [100]% Total Weighted Score (KRA) : [ ] (out of 5) ──────────────────────────────────────────────────────────── SECTION 4: COMPETENCY ASSESSMENT (BEHAVIOURAL) ──────────────────────────────────────────────────────────── Rate 1 to 5 on how the work was done, not just what was delivered. Competency Self Manager Ownership & accountability [ ] [ ] Communication & collaboration [ ] [ ] Problem solving & judgement [ ] [ ] Quality & attention to detail [ ] [ ] Adaptability & learning [ ] [ ] Adherence to company values [ ] [ ] Competency Average (Manager) : [ ] ──────────────────────────────────────────────────────────── SECTION 5: SELF-APPRAISAL (to be filled by employee) ──────────────────────────────────────────────────────────── 1. What were your top 3 achievements this cycle? [_________________________________________________________] 2. Where did you fall short of the target, and why? [_________________________________________________________] 3. What support or resources would help you do better? [_________________________________________________________] 4. What role or responsibility would you like to grow into? [_________________________________________________________] ──────────────────────────────────────────────────────────── SECTION 6: MANAGER ASSESSMENT ──────────────────────────────────────────────────────────── Strengths demonstrated: [_________________________________________________________] Areas for improvement: [_________________________________________________________] Specific examples / evidence: [_________________________________________________________] ──────────────────────────────────────────────────────────── SECTION 7: OVERALL RATING ──────────────────────────────────────────────────────────── KRA weighted score (Section 3) : [ ] x [70]% = [ ] Competency average (Section 4) : [ ] x [30]% = [ ] Overall Rating (out of 5) : [ ] Final Rating Band : [Outstanding / Exceeds / Meets / Needs Improvement / Below] Note: Ratings may be normalised during calibration across the team or business unit. ──────────────────────────────────────────────────────────── SECTION 8: GOALS FOR THE NEXT CYCLE ──────────────────────────────────────────────────────────── Set 3 to 5 SMART goals. Weightage must total 100%. Goal 1 : [Specific goal] Weightage [ ]% Target date [DD MMM YYYY] Goal 2 : [Specific goal] Weightage [ ]% Target date [DD MMM YYYY] Goal 3 : [Specific goal] Weightage [ ]% Target date [DD MMM YYYY] Goal 4 : [Specific goal] Weightage [ ]% Target date [DD MMM YYYY] Goal 5 : [Specific goal] Weightage [ ]% Target date [DD MMM YYYY] ──────────────────────────────────────────────────────────── SECTION 9: DEVELOPMENT & TRAINING PLAN ──────────────────────────────────────────────────────────── Skill / area to develop : [_______________________] Action (training, mentor, project) : [___________________] Support needed from manager : [_______________________] Review checkpoint : [DD MMM YYYY] ──────────────────────────────────────────────────────────── SECTION 10: COMPENSATION RECOMMENDATION (optional, HR use) ──────────────────────────────────────────────────────────── Current CTC : Rupee [Amount] p.a. Recommended hike : [ ]% Revised CTC : Rupee [Amount] p.a. Promotion proposed : [Yes / No] New designation : [_________] HR / leadership approval : [_________________] ──────────────────────────────────────────────────────────── SECTION 11: SIGN-OFF ──────────────────────────────────────────────────────────── Employee acknowledgement: I have discussed this appraisal with my manager. My signature records that the review took place, not necessarily agreement with every rating. Employee : ____________________ Date: __________ Manager : ____________________ Date: __________ Reviewer / HOD : __________________ Date: __________ HR : ____________________ Date: __________
FAQs
What is the difference between a KRA and a KPI?
A KRA (Key Result Area) is the broad outcome an employee is responsible for, such as revenue or delivery quality. A KPI is the specific, measurable metric that shows whether the KRA was met, such as new ARR closed or on-time delivery percentage. One KRA usually has one or two KPIs under it.
How is the weighted appraisal score calculated?
For each KRA, multiply the manager rating (out of 5) divided by 5 by the KRA weightage, then add up all KRAs. If a KRA carries 30% weightage and scores 4 out of 5, its contribution is (4 / 5) x 30 = 24%. Many companies then blend the KRA score with a competency score, for example 70% KRA plus 30% competency, to get the overall rating.
Should the appraisal form include self-assessment?
Yes. A self rating done before the manager rating gives the employee a voice, surfaces achievements the manager may have missed, and makes the review a two-way conversation rather than a verdict handed down.
How often should appraisals run in India?
Most Indian companies run one formal annual appraisal aligned to the financial year (April to March), often with a lighter half-yearly check-in. Probation confirmation reviews at 3 or 6 months use the same form with fewer KRAs.