How to Properly Respond to an Inaccurate Negative Performance Review

Responding to a negative performance review that contains inaccurate ratings can be easy if you don't let your emotions get involved.

A negative performance appraisal can affect the way you view your supervisor. It can also be demoralizing to receive an appraisal that contains inaccurate information about your performance. Provided you have documentation to support your claim, you can usually obtain a human resources department review of your performance appraisal. Best case scenario is that you receive a corrected appraisal; however, your success is based on following the steps necessary to filing a well-constructed appeal.

Instructions

1. Wait at least one day after your performance evaluation meeting to re-read the performance ratings your supervisor discussed with you. Receiving a negative performance review is frustrating enough, but knowing your evaluation contains inaccurate information can make sorting out your emotions very difficult. Taking a day to recover from a negative performance appraisal meeting is in your best interest. You shouldn't embark on an appeal or rebuttal while your emotions are still fresh.

2. Obtain a copy of your employer's policy on appealing your performance appraisal. If your employee handbook doesn't contain the guidelines, ask a human resources staff member how to start the process. Request a copy of your employment file. You will need documentation that supports your appeal, therefore, a careful review of your past performance is in order. Photocopy your job description, feedback forms, attendance records, performance appraisals and any disciplinary action reports. These are documents typically used during the evaluation and performance appraisal process.

3. Draft a self-assessment of your performance based on actual documentation. If you have personal records to support your assessment, include those in your evaluation. Compare your self-assessment to the performance appraisal your supervisor conducted. Highlight all the differences between your assessment and your supervisor's assessment. Use your highlighted sections to construct a formal rebuttal. Itemize each point and explain the reasons why your evaluation is correct. Your formal rebuttal is what you will use during the discussion with your supervisor and a human resources staff person.

4. Compose a list of talking points for a meeting with your supervisor and human resources. Prepare for your meeting by practicing your formal rebuttal statement. If you believe that supervisor bias is the reason for inaccurate information in your performance appraisal, explain the reason without assigning blame. Approach your rebuttal argument in an objective and professional manner. It's likely that receiving a negative and inaccurate performance appraisal has diminished your respect for the supervisor; however, don't let that overshadow your goal. Your goal is to get a corrected appraisal while preserving the working relationship with your supervisor.

5. Request a meeting with your supervisor and human resources, preferably on a Friday so all the parties have the weekend to consider the points you address and return to the workplace the following week with a fresh perspective. Arrive at the meeting on time and prepared to discuss your concerns rationally and in a professional manner. Finish the meeting by thanking both your supervisor and human resources for their time and consideration.

References

• Ohio State University, Extension Human Resources: Effective Performance Appraisal Guide Sheet #9
• University of Southern California, Marshall School of Business: The Determinants and Performance Effects of Supervisor Bias; Jasmijn C. Bol; September 2007
• California Department of Personnel Administration: Appeal of Performance Appraisal
• Encyclopedia of Business, 2nd Edition: Performance Appraisal and Standards

Resources

• Society for Human Resource Management
• Troy University: Performance Appraisal: Who Knows Best?; Maureen Hannay; 2010
• The Wall Street Journal: Get Rid of the Performance Review!; Samuel A. Culbert; October 2008