This email template is designed for HR professionals to communicate performance review results to employees. It’s essential to deliver this feedback promptly and thoughtfully, ensuring that employees understand their strengths and areas for improvement. This template serves as a starting point for creating personalized and constructive communication regarding performance evaluations.
Template Email
Email subject line: Your Performance Review Results – [Employee Name]
Dear [Employee Name],
I hope you’re doing well. Following our recent performance review discussion, I wanted to take a moment to share your results and provide some insightful feedback regarding your performance over the past year.
Your contributions to our team have been noteworthy. Particularly, your work on [specific accomplishment] and [specific accomplishment] has been exemplary, showcasing your dedication and skill in [specific project or task].
While you have performed admirably, we also identified some areas for potential growth. It would be beneficial for you to focus on [specific area of improvement], as developing these skills can enhance your overall impact in our team.
For your reference, I have attached the detailed performance review document. This includes specific examples of your achievements and challenges, as well as a rating scale that we utilized for evaluation. Please take some time to review it, and don’t hesitate to reach out if you have any questions.
As we move forward, I’d like to schedule a meeting to discuss actionable steps you can take to enhance your performance further. Please let me know your availability for the upcoming week.
Thank you for your hard work and commitment to excellence. I look forward to collaborating with you as you pursue your goals and develop your skills further.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
Why does it matter?
Performance review results are a vital part of employee development. They provide employees with a clear understanding of their strengths and areas where they can improve. By communicating this feedback effectively, you help maintain employee engagement and motivation. This kind of interaction fosters a culture of growth and continuous improvement, which benefits both the individual and the organization.
When to send?
It’s advisable to send performance review results within a week of the review meeting. This timeline allows you to finalize feedback and gives the employee adequate time to reflect on the information before discussing next steps. Timely communication shows respect for the employee’s efforts and promotes a proactive approach to improvement.
What to include?
- A brief introduction explaining the purpose of the email.
- An overview of the employee’s performance, highlighting strengths and areas for improvement.
- Specific examples of accomplishments and challenges faced during the review period.
- An explanation of any performance ratings or metrics used.
- Next steps or action items for the employee, including goal setting or scheduling a follow-up meeting.
- Your contact information for any follow-up questions or clarifications.
Best Practices
- Keep the tone positive and constructive to encourage a growth mindset.
- Personalize the email with specific examples related to the employee’s work.
- Encourage open communication by inviting questions and discussions around the feedback.
- Follow up promptly to schedule a meeting for further dialogue on performance improvement.
Common Mistakes to Avoid
- Being vague or general in feedback; always include specific examples.
- Waiting too long to send the email after the review meeting, which may lead to confusion.
- Overloading the email with too much information, which can overwhelm the employee.
- Neglecting to offer support or resources for improvement, which can demotivate employees.
