Sample Email for Performance Appraisal: Tips and Examples

Let’s face it, performance appraisals can be a daunting process for both employees and managers. However, it doesn’t have to be that way. With the right communication approach, you can effortlessly conduct performance appraisals that motivate and encourage your employees. And what better way to kick off the process than by sending out a well-drafted sample email for performance appraisal?

For those who may be wondering what a performance appraisal email entails, it is a document that is sent to an employee to inform them of their upcoming appraisal meeting. Performance appraisals are meant to evaluate the employee’s performance, provide feedback and set goals for the future. Sending a performance appraisal email sets the tone for the entire process and helps to mitigate any confusion or anxiety associated with the appraisal.

But don’t worry if you don’t have a performance appraisal email template. There are plenty of resources available online that provide examples of performance appraisal emails that you can edit to suit your needs. By using these examples, you can save yourself time and energy while also ensuring that your message is clear and concise.

In this article, we aim to provide you with tips on writing an effective performance appraisal email and a readily available sample email for performance appraisal. We’ll also discuss the importance of performance appraisals and how they can drive employee engagement and performance. So let’s dive in!

The Best Structure for a Sample Email for Performance Appraisal

Performance appraisal is an essential tool for evaluating an employee’s progress and achievements in the workplace. It is an opportunity for managers to provide feedback, recognize successes, and offer constructive criticism while planning for the future. As such, it’s important to approach it in a structured, organized manner that ensures all relevant information is covered and communicated effectively. In this article, we’ll discuss the best structure for a sample email for performance appraisal.

1. Begin With a Positive Opening Statement

Start your performance appraisal email with a positive opening statement that acknowledges the employee’s hard work and dedication. This can help set the tone for the rest of the evaluation and put the employee at ease. A simple statement like, “I want to thank you for your hard work and dedication this year,” can set a positive tone for the appraisal.

2. Address Specific Goals and Objectives

The main goal of the performance appraisal is to evaluate whether an employee has met the goals and objectives set for them. Therefore, it’s critical to address these specific goals and objectives in the email. This ensures that the employee understands how they are being evaluated and provides a framework for the discussion. Make sure you are specific about which goals and objectives you are addressing and provide examples of how the employee has met or fallen short of them.

3. Provide Concrete Examples of Performance

When evaluating an employee’s performance, it’s essential to provide concrete examples of their achievements and areas where improvement is needed. This helps the employee understand exactly what they are doing well and where they need to focus their efforts. Be specific about the tasks and projects the employee has worked on, highlighting their successes and areas for improvement.

4. Give Constructive Criticism

While it’s important to recognize an employee’s successes, it’s equally crucial to provide constructive criticism where warranted. This helps the employee understand how they can improve and grow in their role. Make sure your criticism is specific, actionable, and focused on behavior or skills that can be improved. Avoid making personal attacks or criticisms that are not relevant to the employee’s job performance.

5. Discuss Future Goals and Expectations

Performance appraisal provides an opportunity to discuss future goals and expectations with the employee. Use this time to help them set specific, achievable goals for the next evaluation period. Be clear about what you expect from them in terms of performance, behavior, and professional development.


By following this structured approach, you can ensure that your performance appraisal email is clear, concise, and effective in communicating your evaluation. Remember to keep the focus on the employee’s job performance, provide specific examples, and offer constructive criticism where necessary. Use this opportunity to help your employee grow and develop in their role, setting them up for success in the future.

Performance Appraisal Email Samples

Outstanding Sales Performance

Dear [Employee Name],

I am writing this email to acknowledge and appreciate your exceptional performance in sales. Your dedication and hard work have resulted in exceeding the monthly targets, generating a substantial increase in revenue for the company. You have consistently strived for excellence and have shown remarkable professionalism in your work.

Your positive attitude towards clients, persistence in achieving the targets, and excellent communication skills have significantly contributed to the success of the sales team. Your ability to collaborate and work as a team has boosted the morale among other team members and ultimately resulted in a positive impact on the company’s revenue.

I would like to thank you for your consistent hard work and dedication, making a significant contribution to the company. Keep up the great work.

Thank you,

[Your Name]

Improvement Needed in Time Management

Dear [Employee Name],

I am writing this email as a follow-up to your recent performance review meeting and to discuss with you the areas where we feel that you need to improve. One of the main issues that have been identified is regarding time management skills. We have noticed that you have been struggling to complete tasks within the given deadline, and this has been causing delays in the projects you are assigned.

We understand that certain tasks can be overwhelming, and juggling multiple tasks at the same time can be challenging. However, we encourage you to prioritize tasks and plan your schedule accordingly to avoid any further delays. We suggest you use time management tools, such as to-do lists and calendar reminders, to help you with planning and organizing your tasks.

We believe that with your willingness to embrace change and commit to improving this area of concern, you will succeed in meeting your targets and delivering your projects within the given deadlines.

Best regards,

[Your Name]

Appreciation for Innovation

Dear [Employee Name],

I would like to commend you for your innovative ideas and proactive thinking, which have resulted in significant improvements in our business processes and higher productivity levels. Your ability to think out of the box, identify business needs and suggest effective solutions is commendable.

Your insightful contributions and valuable suggestions have not gone unnoticed, and have been instrumental in our business growth and development. It is a pleasure to work with someone who not only meets but also exceeds expectations. Your dedication and commitment to our company’s success are highly appreciated.

I want to extend my heartfelt thanks and appreciation for your hard work and outstanding contribution to our company’s success.


[Your Name]

Concerned About Lack of Communication

Dear [Employee Name],

During the recent performance review meeting, we have identified that there is a lack of communication in your work, which is causing difficulty in collaboration and team performance. Effective communication is a vital component of any workplace, and it is critical to ensure everyone is on the same page and has a clear understanding of their roles and responsibilities.

We suggest you actively participate in team meetings, ask relevant questions, and provide feedback to others. It would help if you also ensured timely and effective communication with your colleagues and management, clarifying any doubts or issues that arise.

We encourage you to work on improving your communication skills, which will not only benefit the team but also your career development. Effective communication will ensure that your contributions are recognized and valued by your team members and management.

Best regards,

[Your Name]

Appreciation for Good Work-Life Balance

Dear [Employee Name],

I hope you are doing well. I am writing to appreciate your excellent work-life balance and maintaining a healthy work environment. You have prioritized your work in a way that allows you to give your 100% to work while still maintaining a balance in your personal life.

Your commitment to achieving your work targets without compromising your physical and emotional wellbeing is highly commendable. Your work ethics and positive attitude towards work leave a lasting impression on your fellow team members and serve as an inspiration for others.

Thank you for your valuable contribution to the company’s success while also setting an excellent example for how one can maintain a healthy balance between work and personal life.


[Your Name]

Identified Areas for Improvement

Dear [Employee Name],

I am writing this email to bring to your attention the issues that have been identified during your recent performance appraisal meeting. Our team has noticed that there is a need to improve your time management and organizational skills. We understand that you may find it challenging to handle multiple projects at once, but it is essential to ensure that you prioritize tasks and allocate your time accordingly.

We suggest using time management tools such as to-do lists and project management software to help you keep track of your tasks and deadlines. Additionally, we encourage you to take initiatives in identifying your strengths and weaknesses and seeking help from your colleagues or mentors to overcome challenges and improve your performance.

I hope you can work on these areas of improvement and show improvement in your overall performance in the upcoming appraisal. We believe that with your commitment and dedication, you can achieve your targets and succeed in your professional career.

Best regards,

[Your Name]

Appreciation for Consistent Quality Work

Dear [Employee Name],

I am writing to express my appreciation for your outstanding performance and consistent high-quality work. Your attention to detail, dedication, and commitment towards your work has not gone unnoticed. You have shown an excellent level of consistency in delivering high-quality work that is commendable.

Your hard work and initiative to exceed expectations daily have contributed significantly to the success of our team and the company. We appreciate your enthusiasm and willingness to go the extra mile to ensure that your work meets the highest standards of quality and excellence.

Thank you for your valuable contribution to our company’s success. It’s a pleasure to have you on the team, and we look forward to your future contributions.


[Your Name]

Sample Email for Performance Appraisal: Tips and Tricks

Performance appraisals can often be a stressful experience for both the employee and the employer. However, writing an email to request a performance appraisal meeting can be a great way to alleviate some of that pressure and ensure that both parties are on the same page. Here are some tips for crafting a successful email:

  • Start with a friendly opening: Begin your email with a friendly greeting. This can help set the tone for the rest of the email and make the recipient feel more at ease.
  • Be clear about the purpose of the email: In the opening paragraph, clearly state the reason for your email. For example, you might say, “I’m writing to request a performance appraisal meeting to discuss my progress over the past year.” Being clear about your intentions can help avoid confusion or misconceptions.
  • Provide context: Next, provide some context for the meeting. This might include outlining the goals or expectations that were set at the previous appraisal, or highlighting any specific projects or achievements you’ve accomplished since then. This helps ensure that both parties are on the same page and have a clear understanding of what will be discussed.
  • Suggest a few available dates: Finally, suggest a few potential dates and times for the meeting. This can help streamline the scheduling process and ensure that everyone is able to find a time that works. Be flexible and accommodating, but also be assertive and communicate clearly what works best for you.

Overall, when requesting a performance appraisal meeting over email, it’s important to be clear, friendly, and communicative. By following these tips, you can help ensure that the process is as smooth and effective as possible.

Frequently Asked Questions (FAQs) on Sample Email for Performance Appraisal

What is a sample email for performance appraisal?

A sample email for performance appraisal is a template that can be used by managers or employers to communicate feedback to their employees about their performance in the organization. The email is usually sent out before a formal performance review meeting is scheduled.

How do I write an effective email for a performance appraisal?

To write an effective email for a performance appraisal, it’s important to be specific, objective, and descriptive about the employee’s strengths and areas of improvement. Use data and specific examples to support your feedback and provide actionable advice. Keep the tone positive and supportive while being honest and constructive.

When should I send an email for a performance appraisal?

You should send an email for a performance appraisal a few weeks before the scheduled performance review meeting. This will give the employee enough time to prepare and reflect on their performance. Make sure to provide clear instructions on what the employee needs to do before the meeting, such as bringing relevant data or preparing specific questions.

Who should receive a performance appraisal email?

All employees in your organization who have completed a performance review should receive a performance appraisal email. It’s important to provide clear, objective feedback to all employees, regardless of their performance level.

Can I personalize the sample email for a performance appraisal?

Yes, you should personalize the sample email for a performance appraisal to fit the specific requirements and needs of your organization and the employee. You can add or remove sections, change the tone, or modify the language to better match your company’s culture and values.

What should I do if the employee disagrees with the feedback in the performance appraisal email?

If the employee disagrees with the feedback in the performance appraisal email, it’s important to listen to their concerns and try to understand their perspective. You should have an open and honest conversation with the employee and provide specific examples to support your feedback. You can also work with the employee to develop a plan to address any areas of improvement.

Is it necessary to follow up with the employee after sending the performance appraisal email?

Yes, it’s necessary to follow up with the employee after sending the performance appraisal email. Both the manager and the employee should work together to discuss and clarify any points that were unclear in the email, as well as set goals and objectives for the next performance review period. Regular check-ins should also be scheduled to monitor progress and make any necessary adjustments to the plan.

Have a Great Appraisal!

Hope this sample appraisal email was helpful for you! Remember, preparing for a performance review can be daunting but it doesn’t have to be overwhelming. With the right communication, everyone involved can benefit from the process. So go ahead and have that honest chat with your manager, colleagues, or employees, and use this sample as inspiration to get started on your own email. Thanks for reading and we hope to see you again soon for more useful articles.