How to Create and Use an Appraisal Form in Malaysia (With Templates)

Performance reviews are part of almost every company, but without a proper appraisal form, things can get messy. A good form helps employers stay fair, give structured feedback, and make better decisions about salary, promotion, or training.

Here are practical steps for preparing the appraisal process and creating an effective form, along with a sample.

What is an Appraisal Form?

An appraisal form is a document used by employers to evaluate employee performance over a specific period. It provides a structured way for managers to assess an employee’s contributions, behaviour, and progress against company goals.

In Malaysian companies, appraisal forms are a key part of HR processes such as salary reviews, promotions, bonus decisions, and staff development planning.

The form helps guide performance conversations between the manager and employee. It also acts as a written record that can be used for future references, such as during internal transfers or policy audits. When done properly, appraisals help both the company and the employee grow together.

Why Employers in Malaysia Use Appraisal Forms

For most companies, performance appraisals are more than just a yearly routine. Malaysian employers use appraisal forms to track whether staff meet their KPIs, to provide formal feedback, and to help with bonus or increment decisions.

Appraisal results are also helpful for talent planning, especially when deciding who to promote or which department may need extra support.

Without a proper form, feedback can become inconsistent or biased. A clear appraisal form ensures every employee is evaluated fairly using the same set of criteria. It helps supervisors stay objective and gives employees a chance to reflect on their own work too.

How to Create an Effective Appraisal Form

Creating an effective appraisal form involves a few important steps. Below are the steps on how employers and HR teams in Malaysia can build one that works well:

Set a clear purpose

Start by identifying why you are conducting the appraisal. Is it for salary adjustments, promotions, or training plans? This helps shape what the form should focus on.

Add basic employee information

Include fields for the employee’s name, department, job title, manager's name, and the review period. This keeps the form organised and traceable.

Define key performance areas

Decide which categories you want to evaluate. Common areas include work quality, communication, punctuality, teamwork, and leadership. These should reflect the employee’s actual role and responsibilities.

Choose a rating scale

Use a consistent and simple rating system. Most companies prefer a 1–5 scale or labels such as "Needs Improvement," "Meets Expectation," and "Exceeds Expectation." This helps with clear evaluation and comparison.

Include comment sections

Let supervisors explain their ratings with written feedback. These comments give context to the score and guide employee development. Leave space for the employee to add their own comments too.

Add an overall performance summary

At the end of the form, provide a space where the supervisor can summarise the overall evaluation and highlight areas for improvement or praise.

Include signatures and dates

Add a final section where both the supervisor and employee can sign and date the form. This confirms that the appraisal discussion took place and that both parties have reviewed the content.

Keep the layout clean and easy to follow

Use tables or sections to separate content clearly. Avoid crowding the page. A well-formatted form helps users stay focused and reduces confusion.

Performance Appraisal Template: What to Include

A well-designed appraisal form should be easy to fill in and easy to understand. To build a useful appraisal form, you need to include the right structure and sections. Check out the essential parts of the form below:

Rating scale

Use a simple scale to help supervisors evaluate consistently. Most forms use a 1 to 5 scale (1 = Poor, 5 = Excellent) or labels such as "Below Expectation," "Meets Expectation," and "Exceeds Expectation."

Performance categories

Choose relevant areas to assess based on the employee’s role. Common categories include:

Quality of work
Job knowledge
Communication
Attendance and punctuality
Teamwork and collaboration
Initiative and problem-solving
Leadership potential (for senior roles)

Supervisor’s written comments

Include a section for the supervisor to explain their ratings. These comments give context and help guide employee development.

Employee’s self-assessment

Add a part where the employee can reflect on their own performance to create a two-way feedback process.

Overall summary

Provide space for a general performance conclusion, especially useful for salary reviews or promotions.

Signatures and date

End the form with a signature section for both the employee and the supervisor. This confirms the appraisal has been reviewed and discussed.

These sections help keep the process transparent and professional while encouraging meaningful conversations during the review

Performance Appraisal Checklist for HR

Before conducting any performance appraisals, HR teams can use a checklist to prepare. A checklist keeps the process organised, professional, and aligned with HR objectives. It also helps build trust with employees by showing that the process is done fairly and with care.

Performance Appraisal Checklist

Confirm appraisal timeline and schedule for each department
Inform managers and employees in advance and provide guidance
Distribute the correct appraisal form based on job roles and levels
Train managers on how to conduct fair and constructive reviews
Prepare previous performance data and goals for reference
Check that all forms are filled in completely, with justifications for ratings
Provide space for employee self-assessment before the review meeting
Review all forms for consistency, bias, or incomplete sections
Collect and store signed copies in the employee's personnel file
Analyse overall appraisal results for internal reporting and future planning
Use results to update training needs, promotions, or succession planning

Downloadable Appraisal Form Templates

Tips for Conducting Better Appraisals

Good performance reviews don’t just rely on the form. They rely on how you use it. To make the most out of the appraisal process, employers and HR teams can follow these practical tips:

Use clear and objective criteria

Appraisals should be based on measurable performance and observed behaviour, not personal opinions. Clear criteria help ensure consistency and fairness across all departments.

Train managers on giving feedback

Not every supervisor knows how to conduct a productive appraisal meeting. Offering short training or guidelines can help managers deliver feedback in a professional and constructive way.

Prepare all records in advance

Gather relevant data before the meeting, such as previous performance goals, recent achievements, and attendance records. This helps make the discussion more focused and informed.

Encourage two-way communication

Let employees share their own views and self-assessments. This shows respect and often reveals useful insights that supervisors might miss.

Keep documentation complete and organised

Always record the outcome of the appraisal, including comments and next steps. Store the signed form safely as part of the employee’s official HR file.

Create a follow-up action plan

Appraisals should not end with the meeting. Use the results to set new goals, identify training needs, or explore career development paths. This makes the process more meaningful.

Handle difficult conversations with care

If performance is poor, stay factual and supportive. Offer suggestions for improvement and explain how progress will be measured in the next review.

Frequently Asked Questions (FAQ)

What should I include in an appraisal form?

An appraisal form should include:

Employee’s name
Job title
Department
Review period
Performance rating scale
Clearly defined categories (work quality, communication, teamwork, punctuality, etc)
Supervisor and employee comments.
Overall performance summary
Signatures from both the supervisor and employee confirm the discussion took place.

Can I customise the form based on roles or departments?

Yes, you can and should customise appraisal forms to match different roles or departments.

For example, a leadership category may be important for a manager but not necessary for junior staff.

Customisation helps ensure that each employee is evaluated based on responsibilities that are actually relevant to their job. It also makes the feedback more useful and fair for both the employee and the company.

How often should appraisals be done in Malaysia?

A common approach is to have one full-year review and a mid-year check-in. Some companies may also do quarterly reviews for roles that need frequent feedback.

The timing depends on your business needs, but regular appraisals help keep employees aligned with goals and improve communication between managers and staff.

Is it mandatory to conduct appraisals?

No, performance appraisals are not legally required in Malaysia. However, they are considered best practices in human resource management.

Regular appraisals help companies make informed decisions about promotions, salary adjustments, and training needs. They also show employees that their performance is recognised and valued, which can improve morale and retention.

How do I ensure appraisals are fair and unbiased?

Use the same form and criteria for all employees in similar roles. Focus on facts, such as completed tasks, outcomes, and observed behaviour, instead of personal opinions.

Whenever possible, involve more than one reviewer or get input from multiple sources to balance the assessment.

Provide training for managers so they know how to avoid bias and give feedback professionally. Keeping written records helps support transparency and protects against disputes.

Are appraisal results confidential?

Yes, appraisal results should be treated as confidential. They are part of an employee’s personal HR record and should only be shared with the employee, their direct supervisor, and authorised HR personnel.

Keeping the information private helps build trust and protects the integrity of the appraisal process. If results need to be used for broader decisions like promotions or transfers, they should still be handled discreetly and with respect for the employee’s privacy.

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What is an Appraisal Form?

Why Employers in Malaysia Use Appraisal Forms

How to Create an Effective Appraisal Form

Set a clear purpose

Add basic employee information

Define key performance areas

Choose a rating scale

Include comment sections

Add an overall performance summary

Include signatures and dates

Keep the layout clean and easy to follow

Performance Appraisal Template: What to Include

Rating scale

Performance categories

Supervisor’s written comments

Employee’s self-assessment

Overall summary

Signatures and date

Performance Appraisal Checklist for HR

Downloadable Appraisal Form Templates

Tips for Conducting Better Appraisals

Use clear and objective criteria

Train managers on giving feedback

Prepare all records in advance

Encourage two-way communication

Keep documentation complete and organised

Create a follow-up action plan

Handle difficult conversations with care

Frequently Asked Questions (FAQ)

What should I include in an appraisal form?

Can I customise the form based on roles or departments?

How often should appraisals be done in Malaysia?

Is it mandatory to conduct appraisals?

How do I ensure appraisals are fair and unbiased?

Are appraisal results confidential?

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