Employee Performance Review Email: Overview
Helping your employees thrive involves regular performance evaluations. A key tool in this process is the employee performance review email, which summarizes the key points from the review and sets future goals. While performance reviews can be stressful for everyone involved, a well-written email can streamline the process and keep everyone informed.
In this article, we will guide you through creating an effective performance review email and share three customizable samples.
What Is an Employee Performance Review Email?
An employee performance review email is a message sent by an HR manager or supervisor to an employee. It summarizes the performance review meeting, highlighting achievements, strengths, improvement areas, and future goals. These emails are essential because regular feedback can significantly reduce employee turnover. According to statistics, employees who get feedback from managers regularly are 87% less likely to quit their jobs, making the performance review process vital to keep your team engaged and motivated.
When Should You Send a Performance Review Email?
Emails assessing the employee’s performance should be impactful and relevant, so timing is crucial. There are several key scenarios in which your performance review emails will be most effective:
- Completion of significant projects or milestones: When the employee finishes working on a long-term project or archives an important milestone, you should acknowledge their efforts. For example, you could send this email after they successfully conduct a product launch marketing campaign or implement a major system update.
- Mid-year or annual reviews: Have you ever tried to assess your performance alone? Self-evaluation is a tough endeavor, so help employees notice their strengths, outline their weaknesses, and set ambitious goals.
- Setting new objectives or KPIs: Sometimes, employees’ goals and KPIs can change slightly before your regular mid-year or annual review, and it is essential to document all the changes in an email. For instance, you decided to update your employee’s goals by boosting organic website traffic by 10% and launching a Black Friday email marketing campaign.
- Post-probation period reviews: Send this email after your performance review meeting to clarify whether you are ready to welcome the employee to the team and to update everyone on the next steps and goals. Even if you are not ready to continue working with this specialist, respect their commitment and provide feedback on their strengths and areas for improvement.
Key Steps to Write an Employee Performance Review Email
Let us explore key steps to craft an employee performance review email that highlights accomplishments, sets clear goals, and motivates employees for future success.
#1. Create a Clear and Engaging Subject Line
The subject line is your first chance to grab the employee’s attention. You want your email to stand out since inboxes are often flooded with messages. Keep the subject line brief (30-50 characters) and informative.
Include:
- Employee’s name
- The purpose of the email (performance review, goals, etc.)
- The focus of the review (new objectives, milestones, etc.)
Here are some examples of effective subject lines:
- “[Employee’s Name], here is your recent performance review.”
- “Performance review summary for [Employee’s Name].”
- “Performance improvement plan for [Employee’s Name].”
- “[Employee’s Name], your mid-year performance check-in is here.”
- “Performance review action plan for [Employee’s Name].”
- “[Employee’s Name], action required: Your evaluation results.”
- “[Employee’s Name], check your performance review goal setting.”
#2. Set a Positive Tone with a Friendly Greeting
Start your email by acknowledging the employee’s efforts and setting a positive tone. Performance reviews can be stressful, so beginning on an encouraging note is important.
For example:
“Dear [Employee’s Name],
Thank you for the insightful performance review meeting yesterday! In this email, I would like to summarize our discussion, highlight your achievements this year, and outline your KPIs for the next period.”
#3. Summarize Key Performance Highlights
In this section, recap the employee’s achievements and areas for growth. Bullet points work best here, making the email easy to read and helping the employee remember the main takeaways.
Example:
“Over the past six months, you have made significant contributions as a content manager:
- Increased organic website traffic by 10% through content SEO optimization.
- Generated 10 leads from educational content (eBooks, webinars).
- Published 20 blog posts, two whitepapers, and one eBook.
We also outlined some areas for improvement for the next six months:
- Offer more creative ideas for blog posts to keep up with the industry trends.
- Pick the most effective analytics tool to make data-driven decisions concerning our content strategy.
- Work on communication with designers and marketers for a smoother workflow.”
#4. Outline Actionable Future Goals
Set achievable goals for the upcoming period, working collaboratively with the employee to ensure the objectives align with their career development.
Example:
“For the next six months, I suggest focusing on the following:
- Increase website traffic by 15% by optimizing 20 existing blog posts and publishing 15 SEO-optimized articles.
- Implement new content formats, like infographics and podcasts, to broaden our reach.
- Improve workflow with designers and marketers to speed up the content creation process.
- Complete an analytics course to make data-driven decisions and enhance your skills.”
#5. Close with a Motivational and Appreciative Message
End the email on a positive and encouraging note. Recognize the employee’s efforts and reinforce your support for their professional growth.
For example:
“[Employee’s Name], thank you again for your dedication this year! Your contributions are vital to the marketing team, and I am confident you will continue to make great progress. If you need any support in achieving your goals, do not hesitate to reach out to me.”
Designing a Professional Employee Performance Review Email
After crafting your employee performance review email, it is time to focus on the design. Here is how to create an email that is clean, easy to read, and on-brand.
#1. Create a Clean and Organized Layout
A clear and well-organized layout is key to making your performance review email easy to read. Here are some tips for a professional email layout:
- Use White Space Effectively: White space helps to break up content and directs focus to essential elements, making the email feel less cluttered and more approachable.
- Responsive Design: Since 46% of users read emails on mobile devices, ensure your layout adapts to various screen sizes. To keep the content readable, avoid horizontal scrolling, use larger fonts (at least 16 px for buttons), and limit the use of tables.
- Prioritize Information: For easy scanning, place the most important details, such as feedback and goals, at the top of the email.
- Minimal CTA Buttons: Use CTA buttons sparingly to guide the recipient. For example, a button to book a meeting or view the full performance review document can be included.
- Font Choice and Alignment: Choose legible fonts and align the text to the left. This follows email accessibility guidelines and ensures the message appears structured and easy to follow.
- Test Across Devices: Make sure your email works as intended by testing it across several email clients and devices before sending it.
#2. Format for Readability
To keep your email digestible and well-organized, break it into three main sections: Introduction, Strengths & Areas for Improvement, and Goals for the Next Period. Each section should be easy to read and clearly labeled. Use bulleted or numbered lists to summarize the key points and add a CTA button linking to a more detailed performance review document. Here is how to structure your lists effectively:
- Consistency in Length: Keep your bullet points the same length to maintain balance.
- Start with Similar Words: If possible, begin each point with the same word or phrase to create a rhythmic flow.
- Use Clear Titles: Each list should have a title that introduces the section clearly.
- Avoid Overusing Lists: While lists are helpful, overusing them can make the email feel too fragmented. Use them thoughtfully to highlight the most important information.
#3. Incorporate Your Company’s Branding
Brand consistency plays a critical role in internal communication. Employees who see an email that aligns with your company’s branding will immediately recognize its source and take it more seriously. Use these tips to keep a professional and consistent appearance:
- Add Your Company Logo: Place the logo at the email’s top to establish brand identity immediately.
- Use Brand Colors: Integrate your company’s colors for headers, footers, and call-to-action buttons. This creates a cohesive and professional look.
- Consistent Fonts and Sizes: Choose fonts and sizes that align with your brand’s identity and maintain consistency throughout the email.
- Unified Tone of Voice: Make sure your tone reflects your company’s communication style and is consistent across all email communications.
- Develop Brand Guidelines: If you do not already have them, work with a designer to create email templates that follow your brand guidelines, or use an email builder with built-in templates.
Samples of Employee Performance Review Email
Here are three email samples you can customize for different situations:
Sample 1: Scheduling Performance Review
Subject Line: “[Employee’s Name], Save the Date for Your Mid-Year Performance Review.”
“Dear [Employee’s Name],
I would like to schedule your mid-year performance review. Please click below to select a time slot that works for you. Let me know if you need other options.
[CTA Button for Booking]Best regards,
[Your Name and Position]”Sample 2: Performance Review Preparation
Subject Line: “[Employee’s Name], Do not Forget to Prepare for Your Review on [Date].”
“Dear [Employee’s Name],
Our performance review meeting is scheduled for [Date] at [Time]. Please take some time to reflect on your achievements and share examples and data during our discussion. Here is what to focus on:
- Key achievements over the past six months.
- Challenges you faced and how you overcame them.
- Goals for the next period.
Best regards,
[Your Name and Position]”Sample 3: Meeting Summary
Subject Line: “[Employee’s Name], Here is Your Performance Review Recap.”
“Dear [Employee’s Name],
Thank you for preparing for the performance review meeting. Here is a recap of our discussion:
Strengths:
- [Strength 1]
- [Strength 2]
- [Strength 3]
Areas for Improvement:
- [Weakness 1]
- [Weakness 2]
- [Weakness 3]
Goals for Next Period:
- [Goal 1]
- [Goal 2]
- [Goal 3]
You can access a detailed performance review document here: [CTA Button]
Best regards,
[Your Name and Position]”Final Thoughts
Employee Performance Review Emails are essential for summarizing performance reviews, acknowledging employee achievements, and setting future goals. Remember to keep your email clear, motivational, and professional. Pay attention to the layout and design to ensure readability, and use your company’s branding to maintain consistency. By sending regular performance review emails, you help your employees stay motivated and engaged while giving them the feedback they need to thrive.
Author Bio
Olena Zinkovska, Editor at Stripo, creates engaging and valuable content to help marketers craft attention-grabbing emails that get opened and read.
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We hope this guide to writing an effective employee performance review email helps you streamline your feedback process. Check out these recommended articles for more tips and strategies to improve employee communication and performance management.