This email serves as a formal announcement regarding the upcoming performance review process within the company. It is an essential communication that sets the stage for employees to evaluate their performance and growth, while also allowing managers to prepare appropriately for the reviews. By sending this email, you ensure everyone is aligned and aware of their responsibilities leading up to the performance review.
Template Email
Email subject line: Upcoming Performance Review: Important Dates & Steps
Dear Team,
I hope this message finds you well! I am pleased to inform you that we will be conducting our company-wide Performance Reviews in the upcoming [insert time frame, e.g., month of March]. These reviews are vital for assessing your progress and growth within your roles, and they provide an opportunity for meaningful feedback and development.
Participation in the performance review process is mandatory for all full-time employees. Below are the key steps you need to follow leading up to the reviews:
- Employee Self-Evaluation: Complete your self-evaluation by [insert deadline, e.g., March 10th].
- Manager Review: Managers will review their team members’ self-evaluations and provide feedback by [insert deadline, e.g., March 17th].
- HR Review: The HR team will finalize the evaluations by [insert deadline, e.g., March 24th].
Please ensure you adhere to these deadlines as they are crucial for a smooth review process. Should you have any questions or need clarification regarding your performance review, feel free to reach out to your manager or the HR team.
Thank you for your cooperation, and I look forward to seeing your reflections and insights during this review period!
Best regards,
[Your Name]
[Your Job Title]
[Company Name]
Why does it matter?
Performance reviews are essential for fostering a culture of continuous improvement and accountability within the organization. They provide a structured opportunity for employees to reflect on their achievements, understand areas for development, and set actionable goals for the future. Additionally, these reviews play a critical role in career advancement, as they inform decisions regarding promotions, salary adjustments, and professional growth opportunities. Clear communication about the review process ensures that employees are well-prepared and engaged, leading to more productive discussions and outcomes.
When to send?
It is advisable to send this email approximately 2 to 4 weeks before the performance review period begins. This timeframe allows employees to gather their thoughts, complete their self-evaluations, and set their final goals. Additionally, it gives managers ample time to prepare their feedback and assessments, reducing last-minute bottlenecks in the process.
What to include?
- Clear announcement of the performance review period.
- Mandatory participation for all full-time employees.
- Specific deadlines for self-evaluations, manager reviews, and HR reviews.
- Encouragement for employees to reach out with questions or concerns.
Best Practices
- Use a friendly and approachable tone to encourage open communication.
- Highlight the importance of the reviews for both personal and organizational growth.
- Ensure all deadlines are clearly stated and easily accessible.
- Follow up with reminders as the deadlines approach to keep everyone on track.
Common Mistakes to Avoid
- Sending the announcement too close to the review dates, leaving little time for preparation.
- Being vague about deadlines or expectations, which can lead to confusion.
- Neglecting to encourage employees to ask questions, which may create unnecessary anxiety.
- Failing to follow up with reminders or additional guidance as the review period approaches.
