Annual Appraisal Preparation and Conversation Pack
HTML edition updated 9 September 2026. This is an educational planning aid, not an official application form or individual advice.
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Purpose and boundaries
Use this pack to prepare a focused annual conversation, check the written output and turn agreed development into action. Local systems and submission timetables differ. Use actual local instructions rather than treating the sequence below as a national deadline.
Use neutral planning notes. Do not record names, GMC numbers, identifiable cases, health details, confidential employer material or private document links here. The website is not an approved appraisal record. Entries in the webpage stay in the open page and are not saved automatically. Store completed downloads securely and transfer appropriate information to your approved system.
Worked example: a fictional planning situation
A doctor approaches appraisal with a large folder but no agenda. On review, the most useful issues are a change in clinical scope, an unfinished objective that depended on access to supervised practice and a recurring communication theme in feedback. They prepare a concise account of each, distinguish learning from the employer support still needed, and ask to agree a realistic next plan. The output records the discussion and actions without suggesting that the appraiser has authorised a new clinical scope.
1. Confirm arrangements early
Check the appraiser, date, approved system, submission timetable and expected declarations. Ask about adjustments or a conflict of interest before the meeting. If access or evidence is delayed, describe the problem promptly and agree the next step instead of silently missing the timetable.
2. Review the previous PDP
For each objective, explain what was done, what was learned, what changed and what remains open. An objective may need revision because the role changed or support was unavailable. Discuss that transparently rather than marking it complete because a course was attended.
3. Check scope and evidence
Review the role map and six supporting-information categories over the appropriate periods. Complete the required declarations through the approved system. Separate evidence that exists from planned activity and check that the submission is proportionate and appropriately anonymised.
4. Set the conversation agenda
Choose a small set of issues that would benefit from discussion: a learning theme, a challenge, a professional success, a development need or a support barrier. Do not use appraisal as a substitute for urgent patient-safety action, occupational-health advice or an employment process.
5. Agree a realistic plan
Develop objectives with a clear need, intended learning or change, method, support, evidence and review. Distinguish what you can do from what another person or organisation must approve. Avoid recording an employer resource commitment as agreed when it has not been authorised.
6. Check and follow through
Read the written summary and PDP using the local process. Raise factual inaccuracies promptly and clarify wording that could imply unsupported conclusions. Keep the approved output and organise follow-up. The completed appraisal is part of revalidation, not the GMC decision itself.
Review the plan before using it
Check that the notes describe what is known, what remains uncertain and what someone still needs to agree. A completed field does not prove approval, competence or revalidation readiness. Keep official correspondence and actual deadlines separate from illustrative planning dates. Seek appropriate advice where an individual decision or a licence may be affected.
Sources and related learning
Editorial source review: 9 September 2026. The links below are primary sources; publication dates vary. Current official guidance and approved local arrangements take priority. This is independent education, not a GMC-endorsed form or individual advice.