1. Purpose and Scope
This standard operating procedure defines how [Organisation Name] plans, conducts, and documents employee performance reviews. It applies to all regular employees who have completed their [Introductory Period], and to all managers conducting evaluations.
Performance evaluations, ratings, and goals do not alter at-will employment, establish a contract, or guarantee continued employment or future pay adjustments.
Working through related paperwork at the same time? See also our Performance Review & One-to-One Template (UK), Performance Improvement Plan Template and Absence Management Policy Template.
2. Roles and Responsibilities
- Managers: Prepare, conduct, and document performance reviews for direct reports on schedule. Address performance issues immediately rather than waiting for formal review cycles.
- [Human Resources Role]: Oversee the procedure, manage the cycle calendar, lead rating calibrations across departments, and review all documentation before filing.
- Employees: Complete self-assessments on time, arrive prepared for review meetings, and submit written responses if desired.
- [Records Manager Role]: File completed reviews and track cycle completion to ensure organization-wide compliance.
3. Review Cycle and Cadence
- Regular Reviews: Managers hold formal reviews [Annually / Semiannually] during [Month(s)], supported by informal check-ins [Quarterly / Monthly].
- Introductory Period Reviews: Managers evaluate new hires upon completion of their initial [Introductory Period].
- Off-Cycle Reviews: Triggered by a [Role Change / Sustained Underperformance / Return from Extended Leave]. Managers must never initiate off-cycle reviews because an employee engaged in legally protected activities.
- Evaluation Criteria: Evaluate performance against core job description duties and goals set during the prior review period, using a standardized rating scale.
4. Review Preparation Procedure
- Pull the employee’s current job description, previous review, and established goals.
- Gather specific performance examples and objective metrics covering the entire evaluation period.
- Draft the performance narrative using observed behaviors, then assign ratings against the standard criteria.
- Send the self-assessment form to the employee [X Days] before the meeting, and schedule a private [45-60 Minute] review session.
- Calibrate draft ratings with [Human Resources Role] before the meeting to keep standards consistent across teams.
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5. Review Execution Procedure
- Start the meeting by stating its purpose and the overall performance rating.
- Walk through specific behavioral examples for each rating score, detailing the situation, action, and business impact.
- Give the employee time to respond, clarify facts, and add context before finalizing the evaluation.
- Set [2-4] measurable goals with target completion dates for the next review period, along with any professional development commitments.
- Outline corrective action if performance falls short, including possible placement on a performance improvement plan.
- Sign the review document alongside the employee. If the employee refuses to sign, note the refusal with a witness present and file the document.
6. Documentation Standards
- Keep all written content factual, specific, and backed by documented outcomes.
- Assign honest, objective ratings that align directly with the narrative.
- Never comment on personality traits, protected personal characteristics, or legally protected absences.
- Finalize and file completed reviews in [System/Location] within [X Days] of the meeting.
7. Post-Review Process
- Goal Integration: Track agreed goals and development milestones during routine operational check-ins.
- Compensation Interface: Route rating outcomes to [Separate Compensation Process] where applicable. Performance reviews generate evaluation scores only and operate separately from compensation decisions.
- Underperformance Management: Launch a performance improvement plan within [X Days] if an evaluation documents sustained underperformance.
- Rebuttal Process: Allow employees who dispute an evaluation to submit a written response within [X Days]. Attach this response permanently to the official evaluation file.
8. Records Management and Audit
- Storage: Store completed reviews, self-assessments, and written rebuttals in the official personnel file at [System/Location] for [Retention Period], following applicable privacy regulations.
- Auditing: [Role] periodically audits review cycles to track completion rates, check departmental consistency, and ensure compliance with organizational standards.
- Review Cycle: [Role] reviews this procedure [Annually / Regularly]. Next scheduled review date: [Date].
FAQs on a performance review procedure
What is a performance review procedure?
A performance review procedure defines how your organisation’s plans, conducts, and documents employee performance reviews. It applies to all regular employees who have completed their, and to all managers conducting evaluations.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a performance review procedure include?
This template covers documentation standards and post-review process.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to implement a performance review procedure with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
