The ultimate guide to writing a performance review email sample for your team

Are you feeling anxious about your upcoming performance review? Don’t worry, you’re not alone. Many employees feel apprehensive about these evaluations, but the good news is that there are ways to make the process smoother and more manageable.

To help you out, we’ve put together a performance review email sample that you can use as a starting point. This sample is designed to be customizable, so you can edit it as needed to fit your unique situation.

With this email template, you’ll be able to communicate effectively with your boss or HR representative and ensure that your feedback is heard and understood. This will help you to feel more confident and prepared going into your performance review, and ultimately, to achieve the outcomes you’re looking for.

So if you’re ready to take control of your performance review process, check out the sample email below and start customizing it today.

Creating an Effective Performance Review Email: Tips and Tricks

As a manager, giving feedback can be challenging. However, providing constructive feedback is essential when it comes to empowering employees and fostering growth within your team. One effective way to accomplish this is through a performance review email. A well-structured performance review email can help you communicate your thoughts effectively and encourage employees to grow in their roles. Here are some tips on how to create the best structure for your performance review email:

1. Start with the positive – Always start with the positive. Mention the employee’s accomplishments and hard work. It is important to recognize their efforts, build their confidence, and show appreciation. Make sure that your tone is warm, and your words are encouraging.

2. Be specific and clear – Be specific and clear about your feedback. Avoid generalizations and be precise about the areas that the employee needs to improve. Clearly articulate what they did well and how they could improve in the future. This will help the employee understand the feedback and make the necessary changes in their work.

3. Set goals – Help the employee set achievable goals for the future. Discuss what you expect from them in the upcoming months or year. Be sure to align their goals with the company’s goals, as this will help them focus on their priorities and stay motivated. Make sure your goals are SMART (specific, measurable, achievable, relevant, and time-bound).

4. Offer support – Provide support and resources to help the employee achieve their goals. Discuss any training or coaching opportunities that could help them improve their skills. Be available to answer any questions or concerns they may have.

5. End on a positive note – End the email on a positive note. Emphasize once again the employee’s strengths and accomplishments, and encourage them to continue to grow and develop. This will leave the employee feeling motivated and inspired to do their best.

By following these tips, you can structure your performance review email effectively and provide feedback that will empower your employees to grow, develop, and succeed within your company.

Performance Review Email Samples

Positive Feedback for Exceptional Performance

Dear [Employee Name],

I am writing to share my appreciation for your exceptional performance over the last quarter. Your dedication and contributions have been integral to the success of our team. Your ability to [specific skill] has been particularly impressive and has positively impacted the overall productivity of our department. Your continued commitment to excellence is a testament to your work ethic and professionalism.

Thank you again for all your hard work. Your efforts have not gone unnoticed, and I look forward to your continued success at our organization.

Best regards,

[Manager Name]

Areas for Improvement in Employee Performance

Dear [Employee Name],

Thank you for your dedication and hard work over the last quarter. While your contributions are valued, I would like to provide feedback on areas for improvement in your performance. Specifically, [specific issue(s) needing improvement]. It is essential to address these issues now to ensure your future success within the company.

Please take the necessary steps to address these concerns, including [specific action plan]. I am confident that with your commitment and effort, you will be able to improve in these areas and reach your full potential. Let’s work together to make these improvements and ensure your continued success in the company.

Best regards,

[Manager Name]

Performance Review Follow-Up Meeting Request

Dear [Employee Name],

It is that time of year again when we conduct performance reviews with all our employees. I would like to schedule a meeting with you to discuss your performance over the last quarter and set goals for the next quarter. Please let me know your availability for this meeting and any key areas of discussion you would like to address.

The performance review is an essential part of our company’s process and helps us ensure that we are meeting our goals and objectives. I am looking forward to meeting with you and discussing your continued success within the organization.

Best regards,

[Manager Name]

Performance Review Warning for Failing to Meet Expectations

Dear [Employee Name],

It is with disappointment that I must report that your performance over the last quarter has been below our expectations in several key areas. Specifically, [specific issues]. As a result, I must provide you with a warning that your continued employment with the company is at risk if there is no immediate and sustained improvement in these areas.

In order to address these concerns, I recommend that you [specific action plan]. Please take the necessary steps to improve in these areas quickly. Failure to do so will result in further disciplinary action, including termination of your employment. I understand that this may be difficult to hear, and I hope that we can work together to ensure your continued success within the company.


[Manager Name]

Positive Feedback for Demonstrating Leadership Skills

Dear [Employee Name],

I am writing to recognize your outstanding leadership skills. Your ability to [specific skill] and [specific action taken] has had an incredible impact on the success of our team over the last quarter. Your dedication and willingness to go above and beyond have not gone unnoticed.

Thank you for your commitment to excellence and for being such an asset to our team. Your leadership has made a significant contribution to our success, and I am confident that your skills and abilities will continue to serve us well as we move forward.

Best regards,

[Manager Name]

Performance Review Meeting Follow Up

Dear [Employee Name],

Thank you for taking the time to meet with me to discuss your performance review. It was a valuable conversation, and I appreciate your willingness to engage in open and productive dialogue. Based on our discussion, I would like to follow up with you regarding [specific issue(s)] that we addressed during our meeting.

Please take any necessary steps to address these concerns and keep me informed of your progress. I am committed to helping you succeed and ensuring that you have all the necessary support to meet your goals and objectives. I look forward to our continued collaboration as we work together to maintain and improve your performance within the organization.

Best regards,

[Manager Name]

Employee Performance Notification of Promotion

Dear [Employee Name],

It is my pleasure to inform you that you have been promoted to [New Role] in recognition of your outstanding contributions to our team over the last quarter. Your hard work, dedication, and exceptional performance have not gone unnoticed, and we are excited to offer you this opportunity to grow and advance within the organization.

We believe that you have the skills, capabilities, and potential to succeed in this new role and help take our team to the next level. Congratulations on your well-deserved promotion, and we wish you all the best in your new position.


[Manager Name]

Tips for Writing a Performance Review Email Sample

Performance review emails are an essential aspect of evaluating an employee’s performance and progress. As an employer or supervisor, you must ensure that the feedback you provide is clear, concise, and constructive. Here are some tips to help you write an effective performance review email sample:

  • Be specific: Avoid giving vague feedback that does not offer much insight into how the employee has performed. Instead, provide specific examples of their work and how it has contributed to their team or the company.
  • Focus on both the positives and negatives: It’s important to highlight the employee’s strengths and successes, but also address areas where they could improve. Make sure to provide actionable steps for improvement, so the employee knows how to move forward.
  • Use a respectful tone: Your tone of voice and choice of words can have a significant impact on how the employee receives your feedback. Avoid being overly critical or dismissive and focus on delivering constructive criticism in a respectful way.
  • Set clear expectations: Performance reviews are an opportunity to set clear expectations for the employee moving forward. Use this opportunity to discuss goals and objectives for the upcoming performance period.
  • Offer support: Sometimes, employees may need additional support or resources to meet their goals. Consider offering assistance or providing training programs that can help improve their performance.
  • Seek feedback: Finally, don’t forget to ask the employee for their feedback on their own performance. This helps to create a culture of open communication and can help identify issues that could be improved in the future.

By following these tips, you can ensure that your performance review email sample provides valuable insights and helps to improve employee performance.

Frequently Asked Questions about Performance Review Email Sample

What is a performance review email sample?

A performance review email sample is a template email that provides guidelines and examples for conducting performance reviews. It can help ensure that the review process is clear, consistent and comprehensive.

Why is a performance review important?

A performance review is important because it provides an opportunity to evaluate employee performance, identify strengths and areas for improvement, set goals and objectives, and provide feedback for development and growth.

What should I include in a performance review email sample?

A performance review email sample should include the purpose of the review, the criteria used to evaluate performance, any goals or objectives for the review period, and a structure for delivering feedback.

What are some tips for conducting a successful performance review?

Tips for conducting a successful performance review include: preparing in advance, listening actively, being specific and objective, focusing on behavior and performance rather than personality, and providing clear feedback and actionable goals.

How should I structure the feedback in a performance review?

Feedback in a performance review should be structured to start with positive comments, followed by constructive criticism, and ending with specific goals and action steps for improvement.

How often should employee performance be reviewed?

Employee performance should be reviewed on a regular basis, with annual or bi-annual reviews being ideal. However, managers may provide feedback at any time, as needed or requested.

How should I handle negative feedback during a performance review?

Negative feedback during a performance review should be delivered constructively and with specific examples. Managers should also provide solutions and support for employees to improve their performance.

What should I do if an employee disagrees with their performance review?

If an employee disagrees with their performance review, managers should be open to hearing their feedback and concerns. It may be helpful to review the criteria used to evaluate performance, gather additional feedback from colleagues or clients, and provide additional training or support to address performance concerns.

What are some common mistakes to avoid during a performance review?

Common mistakes to avoid during a performance review include: being too critical or vague, not providing actionable feedback, focusing on personality traits rather than performance, being unprepared or rushed, and not following up on feedback and goals.

Thanks for Stopping By!

I hope that this performance review email sample has given you a good idea of what to include in your own performance reviews. Remember, communication is key, so don’t hesitate to provide honest feedback to your employees or request feedback as needed. I appreciate you taking the time to read this article, and I hope you’ll come back again for more helpful tips in the future!