Annual Performance and Appraisal Report (APAR)

for Central Government Employees has evalved

from Annual Confidental report written by higher
officials for their subordinates – Here are
important APAR Frequently Asked Questions
compilation for knowing the features of APAR in
the correct perspective
1.What is the importance of APAR?

A. The importance of APAR is in the interest of service and also of the officer. His
work, conduct, character and capabilities can be accurately judged from the
recorded opinion.

2.What are the two principal objectives of the system of APAR writing?

A. (a) To improve the performance of subordinate in his present job.

(b) To assess his potentialities and provide him appropriate feedback for
correcting his deficiencies and improve his performance.

3.What is the basic condition of the reporting officer for writing the APAR of his
subordinate?

A. The Reporting officer has at least 3 months experience of having supervise the
work on which he can base his report on the officer reported upon.

4.Can the Reporting Officer give the report of his subordinate without self
appraisal?

A. Yes. If there is delay in submission of self-appraisal by the officer reported

upon, the reporting officer should give the report without self appraisal making a
suitable note.

5.What would be the grave effect of negligence on the part of the Reporting
officer?
A. Slightest default or negligence on the part of Reporting Officer may lead to
grave injustice to the officer reported upon by marring his future.

6.What type of remarks should be avoided in the APAR?

A. Cryptic, vague or non-committal remarks should be avoided in APAR.

7.Why three tier system of reporting has been provided in DAD?

A. A three tier system of reporting has been provided to minimise the operation
of subjective human element and conscious/unconscious bias in reporting.

8.Can Accepting Officer record his comments regarding the work and conduct of
an officer reported upon?

A. No. There is no provision for any authority other than the Reporting officer
and the Reviewing Officer for recording his remarks on the work and conduct of
an officer.

9.Shri X an Auditor was issued charge-sheet on 26.12.07. He was awarded

punishment on 10.4.08. What would be the effect of punishment on the APAR for
2007-08 and 2008-09.

A. No entry in APAR 2007-08. Entry to be reflected in APAR 2008-09. An entry

relating to penalty awarded should be recorded in the report for the year in
which punishment order is issued duly noting therein the period when the
offence was committed.

10.What is the objective of result oriented performance appraisal system?

A. To have quantitative and qualitative assessment of work performed by a Govt.

Servant with the related rewards and punishments reflected in his confidential
report.

11.What is the time limit for communicating adverse remarks?

A. Adverse remarks are to be communicated within a period of one month from

the date they are recorded, which should be done within one month of the expiry
of the report period.

12.What is the time limit for taking decision on representation against adverse
remarks?
A. Within 1 month from the date of submission of representation.

13.What is the time limit for appeal against rejection of representation for
adverse remarks?

A. Within 6 months of such rejection of representation against adverse remarks.

14.Shri ‘X’ a Sr Auditor worked under AAO ‘Y’ for the period from 1.4.07 to
31.7.07. Shri ‘X’ was on EL for 40 days from 1.6.07 to 10.7.07. Shri Y is
transferred out to other office from 4.9.07. Whether Shri ‘Y’ AAO can write the
APAR of Shri ‘X’, Sr. Auditor?

A. No. For computing period of 3 months leave availed more than 15 days is to be
deducted.

15.Can Reviewing Officer review the ACRs after retirement? What is the course of
action when a Reviewing Officer retires and new Reviewing Officer does not have
3 months experience of the work of the officer reported upon?

A. Yes. Reviewing Officer can review the report within one month of his
retirement. If reviewing officer is not having three months experience of the
work of the officer reported upon, reviewing portion will be left blank with
suitable note. This note will be recorded by new reviewing officer.

16.What is the course of action when no Reporting Officer is having the requisite
experience of 3 months or more during the period of Report?

A. In such a case Revewing Officer himself should initiate the report as Reporting
Officer and the same will be reviewed by the next higher authority.

17.Whether Reporting/Reviewing officer placed under suspension can write

/review the APAR of his sub-ordinantes?

A. To be got written /reviewed within two months from the date of his having
been placed under suspension or within one month from the date on which the
report was due. If for major portion of the report he is under suspension he
should not be allowed to write/review the report of his subordinate.

18.Whether Reporting Officer can write the APAR of his near relative?

A. As far as possible near relative should not be posted under him for longer
period. If in-escapable the APAR would be written by Reviewing Officer.
19.Can the Reporting Officer write the APAR of his subordinate after retirement?

A. Yes. Within one month of his retirement or demission of office.

20.Shri ‘X’ Senior Auditor was issued charge sheet in the month of August 2005.
He was awarded punishment in the month of May 2006. In which annual APAR
the entry relating to penalty will be recorded?

A. An entry will be recorded in the APAR of the year in which penalty is awarded
i.e. 2006-07.

21.Reporting officer ‘X’ was suspicious about the ‘Integrity’ of the reportee
employee while writing APAR for the period from 1.4.05 to 31.3.06 on 15.4.06.
Inquiry was initiated and on receipt of Inquiry Report the employee was found
guilty and punishment was issued on 15.10.06. How integrity column for the
APAR of 2005-06 will be completed?

A. Integrity column for the APAR of 2005-06 will be left blank, a secret note will
be attached.

22.Sr. Auditor ‘X’ was awarded punishment on 10.4.08 for the misconduct
committed on 15.12.06. In which APAR the act will be reflected?

A. It will be reflected in the APAR of 2008-09.

23.What is the time limit for taking a decision by the competent authority on the
representation made by the reportee against adverse remarks in APAR?

A. one month.

24.Shri ‘X’ an AAO was denied promotion to the post of AO on the grounds that
there were adverse entries in his APAR which were not communicated to him.
Please comment.

A. Action taken by the competent authority is not in order. Adverse entry in

APAR cannot be acted upon to deny promotional opportunities unless it is
communicated to the person concerned, so that he can exercise his right to make
representation against the same.

25.Whether APAR can be written or reviewed by the officer placed under

suspension?
A. If the Reporting/Reviewing officer is under suspension when the APAR has
become due, it may be written/reviewed by the officer placed suspension within
two months from the date of suspension or within one month from the date on
which the report is due, whichever is later.

26.Whether Reporting Officer can write the remark as ‘Not Applicable’ against
Integrity column?

A. No. He has to certify or leave it blank.

27.Reviewing officer has recorded the remark as ‘Over pitched Report’. Whether
it can be treated as adverse remarks?

A. No, unless reviewing officer makes specific mention that it should be treated
as adverse remarks.

28.Reporting Officer graded the senior auditor ‘X’ as outstanding. The reviewing
officer also endorse it. But the accepting officer while recording his agreement
with the assessment of reporting and reviewing officer graded the sr. auditor ‘x’
as very good. Comment on the remarks of Accepting Officer?

A. Action of Accepting Officer is not in order as he has already recorded his

agreement with the assessment of Reporting/Reviewing Officer. He should not
downgrade the report from ‘Outstanding’ to ‘Very Good’ without assigning
justified reasons.

29.Why APAR is an extremely important and vital document?

A. (a) It provides the basic and critical inputs for assessing the performance of an
officer/staff member for further advancement of his career.
(b) The officers/staff members career is either made or marred on the basis of
his APAR.

30.Why three tier system of APAR Writing is introduced ?

A. In order to ensure a greater degree of objectivity and fairness in assessing the

performance of Govt. servant.