Practical guide
Annual Appraisal Guide
How to prepare, run and follow up an annual employee appraisal, with a practical checklist for UK managers and small teams.
Written and reviewed by the Appraisal Software team ·
What an annual appraisal is for
An annual appraisal is a planned discussion about work over a defined period: what was delivered, what was difficult and what should happen next. The employee brings their experience; the manager brings observations and the expectations of the role.
Use it alongside regular conversations. Waiting a year to discuss a problem makes examples harder to recall and leaves less time to provide support.
Two weeks before: agree the preparation
Confirm the review period and the purpose of the meeting. Send the form and ask both people to prepare examples. Allow enough time for the employee to ask questions about the process.
Check the objectives agreed at the last review and any changes during the year. Gather evidence from across the period, including less recent work. Avoid letting the latest project dominate the whole review.
- Share the questions and any rating definitions.
- Ask the employee to complete a self-assessment.
- Prepare manager observations separately.
- Choose a private setting with time for discussion.
During the meeting: compare perspectives
Start with the employee’s reflection. Ask what they are proud of, what they found difficult and what support they needed. Then share your observations using specific examples and their effect.
If your views differ, explore the evidence and context. Record an unresolved difference honestly rather than forcing a shared rating. Separate a lack of skill from unclear expectations or insufficient resources.
Spend time on the next period. Agree a small number of objectives and development actions, with owners, measures and dates.
After the meeting: turn discussion into actions
Write a short summary while the conversation is fresh. Share it with the employee and confirm any amendments. Store it according to your organisation’s agreed approach.
Book an earlier check-in to review actions. At that meeting, ask what progress has been made and what needs to change; do not simply check whether the form was completed.
Common mistakes to avoid
Long question lists produce repetitive answers. Choose prompts that inform a decision or useful discussion. Vague labels such as “more proactive” need a concrete example of what someone should do.
Keep developmental conversation distinct from any formal capability or disciplinary process. This guide is a practical meeting structure, not employment-law advice. Acas provides additional guidance and appraisal form templates.
Further reading
Continue with a useful next step
Annual Appraisal Template
A free appraisal form for UK managers and employees. Copy it, print it or save it as a PDF.
Appraisal Objectives and Examples
Practical appraisal objective examples with success measures, deadlines and support, for managers and employees planning the next review period.
Annual appraisal software
Coordinate the yearly employee and manager review cycle.
Make preparation easier to coordinate
Set up an annual appraisal campaign in Appraisal Software, collect employee and manager responses, and track completion before the meetings.