This document provides instructions for writing performance evaluation reports (PERs) in the Punjab province of Pakistan. It outlines: 1. The objectives of PER writing which are to improve subordinates' performance and assess their potential for future jobs. 2. Timelines for completing PERs, which must be submitted by early January and completed by the end of the month. 3. Guidelines for how to fill out PER forms, including parts to be completed by the reporting officer and countersigning officer. 4. Rules regarding adverse remarks, their communication, and opportunities for employees to request their expunction. The document aims to ensure PERs are written thoroughly, objectively and in accordance with established procedures.

1. 1

2. INSTRUCTIONS ABOUT WRITING ACR/PER
By
TARIQ MAHMOOD
D.D(F)
Policy & Strategic Planning Unit
2

3. TO ENABLE THE PARTICIPANTS TO UNDERSTAND:-
1. WHY A PERFORMANCE EVALUATION REPORT (PER)
IS ESSENTIAL
2. HOW TO FILL UP ONES OWN PER FORM
3. HOW TO WRITE PER AS REPORTING OFFICER
4. ACTING AS THE C/S AUTHORITY FOR PER
5. THE TIME LINES FOR PER WRITING
6. KNOW THE RELEVANT RULES
OBJECTIVES OF THE SESSION
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4. THERE ARE TWO MAIN OBJECTIVES OF
PER WRITING:-
1.TO IMPROVE PERFORMANCE OF THE
SUBORDINATES IN THE PRESENT JOB
2. TO ASSESS THEIR POTENTIALITIES AND
PREPARE THEM FOR THE JOBS SUITABLE
TO THEIR PERSONALITIES.
OBJECTIVES OF WRITING A ‘PER’

5. THE INSTRUCTIONS WILL APPLY TO ALL GOVERNMENT
SERVANTS SERVING IN CONNECTION WITH THE
AFFAIRS OF THE PROVINCE OF THE PUNJAB, EXCEPT
THE FOLLOWING:-
(I) JUDGES OF THE PUNJAB HIGH COURT
(II) MEMBERS OF THE PPSC
WHOSE ‘PER’ IS ESSENTIAL

6. TIME LINES FOR COMPLETION OF ACRS
Sr. No Activity Timeline
1 Submission of Part-1 of ACR form duly
filled by the officer/official
1st day of January
2 Recording of remarks by the RO and its
submission to C/S Officer
By 8th January
3 Recording of remarks by the C/S officer
and forwarding it to 2nd C/S Officer
By 16th January
4 Recording of remarks by the final C/S
Officer
Within one week
5 Report writing should be completed Within the month of January
6 Prompt writing of confidential reports To be ensured by the authority
7 Required for promotion For all cases presented for
consideration of promotion after 31st
March
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7. WHEN WILL A REPORT BE DUE
 Three months include the actual periods, spent
on duty (From the date of joining)
 No ACR is required for the period the
official/officer remained under suspension
 Instead a certificate in the Character Roll (CR)
Dossier will be placed
 No ACR for the whole year if the stretch of the
period spent in various positions or under various
officers is less than 3 months 7

8. If a Government servant is placed on Special Report
for any reason, it should be placed on the Character
Roll
Reports of persons on deputation
 The organizations will decide about the initiating
authority and the channel of submission.
 No ACR need be written if the government servants
work in private firm.
 No reports on officers on deputation to foreign
organizations.
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SPECIAL REPORT

9. CHARACTER ROLLS
a) Name and qualification
b) Father's name
c) Date of birth
d) Place of domicile
e) Place where immovable property,
if any, is held
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10. Report on Integrity
Integrity is the most important trait of character of a
Government servant
If any official dabbles in politics
It should be specifically brought out in the general
remarks
Action where more than one reporting officer is
eligible to record report
A separate report shall be recorded by each officer
provided the condition about minimum period
prescribed for writing a report is fulfilled
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11. More than one countersigning officer
If there were more than one C/S officers, the
PER/ACR will be C/S by the officer who has seen the
performance of his subordinate for the major
part of the year.
Action in case of inquiry, warning or
communication of displeasure
 It should be reflected in the report
 The result of representation, if filed, should also be
reflected in the report.
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12. Communication of adverse remarks
The Heads of Attached Departments, Secretaries to
Government and other authorities dealing finally with the
reports ensure that the defects pointed out in the
confidential reports/evaluation reports recorded by Heads
of Training Institutes have been communicated.
The timely communication of the report containing
adverse remarks
 It needs to be communicated to the civil servant concerned
within one month from the date of completion of report.
 OR as and when it comes to the notice. 12

13. If the highest officer, C/S officer does not
comment on any remark
of a lower authority, it will be presumed that he has accepted
it.
If the report containing the adverse remarks is
not communicated, or
If communicated with no record of its having been
communicated and acknowledged by the civil servant
concerned,
the adverse remarks contained therein should be ignored for
purposes of promotion and premature retirement. 13

14. The integrity rated “average” shall not be
construed adverse &
needs not to be communicated to the civil servant
In case of retired Government servants,
 Communication of adverse remarks is not
necessary if the pension has been sanctioned
 In case, the pension has not been sanctioned and
the remarks are of serious nature which pertain to
integrity and are likely to result in reduction in
pension then they should be communicated within
the prescribed time limit and not otherwise 14

15. If the same reporting officer records adverse
remarks for two successive years
The officer reported upon should be placed under another
reporting officer.
Expunction of adverse remarks
The civil servant can apply for expunction of such remarks
within one month of communication.
 The decision on his application should be taken within 90 days
of the making of representation.
 The orders will not be reviewed by the successor
authorities.
 The Expunging Authority will also give his own assessment.
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16. Maintenance of Character Rolls
These are required to be maintained in duplicate except where
specified otherwise.
In case an officer has received Honor / Award
Suitable entry should be made in the Character Roll and copy of
citation be placed in it.
Letters of commendation which may be issued
to the officers
Placed on the C.R. Dossier of the officers concerned, and a copy
should be endorsed to the officer concerned. 16

17. The reports of officers detailed for training at
various institutions, e.g.,
Administrative Staff College, N.I.P.A., Pakistan Academy for
Rural Development etc., will be placed on the Character
Rolls of the officers. Similarly the assessment reports on the
officers attending training courses abroad shall also form
part of their CRs.
A note may be recorded in respect of the
periods for which reports do not exist
In the Character Rolls due to long leave or other causes
which should be stated in proper sequence of the filling of
the reports. 17

18. Preservation of Character Rolls
 For retired Government servants ten years or up to the age
of 65 years whichever is later.
 Relieved from Government service otherwise than by
retirement, at least for ten years.
 Character Roll will be destroyed by burning.
Writing or C/S of ACRs by retired officers
Asked to write/countersign reports, on the officers and staff
who have worked under them for more than three
months.
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19. Instructions For Filling Up The
Performance Evaluation Report Forms
1. (i) The quality of PER is a measure of the competence of the
RO and C/S Officer.
(ii) The Reporting and C/S Officers should be
(a) as objective as possible;
(b) clear & direct
& not ambiguous or evasive in their remarks.
2. The forms are to be filled in duplicate. Part-I will be filled
by the officer being reported upon and should be type
written. 19

20. 3. Part-II to III and IV will be filled by the Reporting Officer
&
Part-IV. Part-V will be filled by both the reporting officer and
Countersigning Officer.
4. Assessment in the PER should be confined to the work
done by the officer reported upon during the period covered
by the report.
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Instructions continued……

21. 5. Reporting Officer is expected to counsel the officer
being reported upon about his weak points and advise
him how to improve. Adverse remarks should normally
be recorded when the officer fails to improve despite
counselling.
6. The PER form should be filled in a neat and tidy
manner. Cuttings/erasures should be avoided and must
be initialled, where made.
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Instructions continued……

22. 8. For uniform interpretation of qualities, etc., listed in
Part-III, the two extreme shades are mentioned against
each item. For example, a very courteous official will
be rated ‘A’ in Part-III. A haughty and ill-behaved
Official will merit a 'C' rating.
9. The Countersigning Officer should weigh the remarks
of the Reporting Officer, compare him with other
officials of the same grade working under different
Reporting Officers but under the same Countersigning
Officer, and then give his overall assessment in Part-V.
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Instructions continued……

23. In certain categories of cases remarks of a Second
Countersigning Officer may also be required to be recorded.
In cases where the work of the official reported upon is
supervised also by an officer outside the normal chain of
supervisory command in respect of some technical aspects,
such officer may send his remarks in respect of such specific
aspects to the Second Countersigning Officer by the third
week of January through a separate sealed cover.
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Instructions continued……

24. 10. If the Countersigning Officer differs with the grading or
remarks given (in parts other than Part-III) by the Reporting
Officer, he should score it out and give his own grading in red
ink. In Part-V he is required to give his own assessment in
addition to that of the Reporting Officer.
11. The Countersigning Officer should underline, in red ink,
remarks which in his opinion are adverse and should be
communicated to the officer reported upon.
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Instructions continued……

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QUESTIONS, IF ANY.

26. 26
THANKS