CONFIDENTIAL REPORTS
Purpose Of Session
Define uniform system of reporting
 Fair appraisal of the officer’s efficiency
and conduct
 Basic outline of writing reports
 Inform participants about applicable
guidelines/ instructions
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1
CONFIDENTIAL REPORTS
Basic Rules of CR writing, reporting
and reviewing
 minimizing the operation of the
subjective human element and of
conscious or unconscious bias.
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2
ANNUAL CONFIDENTIAL
REPORTS
Authority
 Maintenance of character rolls is not
enjoined by any statute or rules
framed under Article 309 of the
Constitution
 Principles regarding record of CR as
per administrative instructions
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CONFIDENTIAL REPORTS
Purpose and Importance
basic inputs on the basis of which assessment
about the efficiency and conduct of a
Government servant is made
 Assessment of CRs is the main criteria for
Confirmation, Promotion

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CONFIDENTIAL REPORTS
Objectives
 to improve the performance of the
subordinate in his present job
 to assess his potentialities and
provide him appropriate feed back
and guidance for correcting his
deficiencies and improve his
performance.
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CONFIDENTIAL REPORTS
Applicability
 to be written for
all categories of Group ‘A’, ‘B’ and ‘C’
employees & Group ‘D’ posts of sensitive
nature

not to be written for
other categories
of Group ‘D’
honorary and part
time officers
those who had worked for less than
three months during the year
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CONFIDENTIAL REPORTS
Contents - reporting on official’s
 work and conduct
 qualities of general importance such as integrity,
intelligence, keenness, industry tact, attitude to
superiors and subordinates, relations with fellowemployees
 appreciation of the character, conduct, aptitudes and
shortcomings
 full particulars name, designation, office
 record of any penalty
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REPORTING AND
REVIEWING OFFICER
Definitions
 first authority who reports on the CR is termed
as Reporting Officer
 superior, who reviews his report, is called
Reviewing Officer
Limitations
 Reporting Officer and the Reviewing Officer
should have supervised the work of the
employee for not less than three months.
 reviewing officer cannot review the CR after the
retirement
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PERIODICITY, GAPSHEETS/
PART REPORTS

Confidential Reports are written annually
according to financial year

When more than one report is written for a
given financial or calendar year, it is
referred as Part Report
Gap sheets necessary

 Government servant is transferred to the control of
another Reporting Officer
 Reporting Officer / Reviewing Officer is transferred
during the year
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GUIDELINES FOR
REPORTING OFFICER
 observe
work and conduct and provide
training and guidance to the officer
reported upon
 avoid vague comments
 Remarks like ‘doubtful character’ not
permissible
 Assessment for the period of the report
10
GUIDELINES FOR
REPORTING OFFICER
All columns to be filled
 Grading to be chosen from the four prescribed
terms
 Comment on official’s integrity should
invariably be made
 to review the performance at regular
intervals and take necessary corrective steps
by way of advice

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GUIDELINES FOR
REPORTING OFFICER
Grading
Outstanding
 Very Good
 Good
 average

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GUIDELINES FOR
REVIEWING OFFICER

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keep a watch over the work and conduct of
the official at least for three months
verify the correctness of the remarks of the
Reporting Officer after making necessary
enquiries
to carefully see that Reporting has been
done as per instructions/ guidelines
Disagreement with the report may be stated
specifically
Reviewing Remarks ‘Final’
TIME
SCHEDULE
Distribution of blank CR forms
to all concerned

Submission of self-appraisal to
reporting officer by officer to be
reported upon

Submission of report by
reporting officer to reviewing
officer
-where self appraisal by officer
reported upon is prescribed
-where self appraisal by officer
reported upon is not prescribed
-where officer reported upon
is himself a reporting
officer for
subordinates
under him

Report to be completed by
Reviewing Officer and sent to
Administration Cell
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
31st March

15th April

7th May

21st April

22nd May

23rd May (for 7th May above), 7th
May (21st April) & 5th June (22nd
May)
TIME
SCHEDULE
-compliance guidelines

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Reporting/ Reviewing Officers to comply
with the time-schedule
Reporting Officer should not wait till the
expiry of the time-limit for self-appraisal of
the officer
If no self-appraisal received -Reporting
officer can proceed to write the report on
the basis of his experience of the work and
conduct of the officer
TIME
SCHEDULE
-compliance guidelines

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Administration to keep in touch with the
Reviewing Officer to secure the timely
completion of the CR
duty of the reviewing officer to forward the
complete CR to the Administration so as to
reach them on or before the stipulated date
duty of the Administration Section to keep a
regular watch on the progress in the
completion of CRs at different stages