Appraisal Feedback Form Template for England and Wales

An Appraisal Feedback Form is a structured document that formalises the performance review process between employees and their line managers. Under England and Wales employment law, this form serves as crucial evidence of fair and transparent performance management, helping organisations comply with statutory obligations while supporting employee development and career progression.

When do you need this document?

You'll need an Appraisal Feedback Form whenever conducting formal performance reviews, typically on an annual or bi-annual basis. The form becomes essential during probationary period reviews, promotion considerations, or when addressing performance concerns. It's particularly important when documenting underperformance that might lead to disciplinary action, as it provides evidence of fair treatment and reasonable support. Many organisations also use these forms to support salary reviews, bonus decisions, and succession planning initiatives.

Key legal considerations

The form must comply with equality legislation, ensuring all feedback is objective, evidence-based, and free from discrimination based on protected characteristics. You must maintain confidentiality throughout the process and ensure that any performance concerns are addressed constructively with appropriate support offered. The document should reflect SMART objectives (Specific, Measurable, Achievable, Relevant, Time-bound) and include clear development plans. It's crucial to document both achievements and areas for improvement fairly, avoiding subjective opinions that could be challenged. The form should also record any reasonable adjustments made for disabled employees and ensure that feedback aligns with the employee's job description and previously agreed objectives.

Legal requirements in England and Wales

Under the Employment Rights Act 1996, employers must treat employees fairly and transparently in all employment matters, including performance management. The Equality Act 2010 requires that appraisals are conducted without discrimination and that reasonable adjustments are made where necessary. Data protection laws mandate that personal information collected during appraisals is processed lawfully, stored securely, and kept only for as long as necessary. Employees have the right to access their appraisal records under UK GDPR provisions. The ACAS Code of Practice, while not legally binding, provides best practice guidance that employment tribunals will consider. You must ensure that the appraisal process is consistent across the organisation and that employees are given adequate notice of reviews. The form should be signed by both parties, and employees should receive copies of completed appraisals. Any performance improvement plans arising from the appraisal must be reasonable, time-bound, and supported with appropriate resources and training.