Dinesh DivekarDear Myasirtaj,
While you have asked for the the draft of the letter that need to be circulated to the HODs on conducting the performance evaluation, it creates a question in the reader's mind as to why such letter is needed. Do you have Policy on Performance Appraisal (PA)? If yes, then HODs should be doing PA on their own without prodding from HR.
The Policy on PA should clearly specify what will be performance cycle, who will do it, when it will be done, how it will be done and the specimen PA form. Definitions of star performers, excellent performers etc is given in this policy.
Against this backdrop, I recommend you creating a policy on PA if you do not have one. Probably that is your right need.
From India, Bangalore
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