Effective Appraisal Letter: Format and Writing Tips

An annual performance assessment and letter of appreciation for an employee’s efforts during the year. 89%. That’s how many heads of human resources think it’s crucial to regularly assess employees’ performance. A performance review, however, isn’t complete without an official letter of evaluation, right? And you’ve found the proper location if you want to compose an evaluation letter.

What is an Appraisal Letter?

Appraisal letters are similar to performance reviews in that they evaluate workers’ work. The letter serves as written evidence that the employer appreciates the employee’s efforts. The employee’s qualities and faults are discussed, and valuable insights are provided, in the letter as well.

In brief, a positive performance review letter boosts morale by acknowledging and praising an employee’s efforts. You may use the letter to update workers on their wage history and any raises they may have received. However, the employee’s name and contact information are mandatory components of any review letter. The employee’s title and annual compensation should be included as well.

How to Write an Appraisal Letter?

Here are some guidelines to keep in mind when you put pen to paper to compose employee evaluation letters:

• It’s probably common knowledge that a letter from a business should always have the company’s letterhead. This will reassure your staff that you have sent a real letter.
• The next most essential element of the evaluation letter is the employee’s name. That facilitates shipping and storage, too.
• An excellent performance review letter to employees would begin with a clear explanation of why the letter is being sent. So, bring up job performance first if you want to talk about it. Doing so will provide your worker a sense of certainty.
• Don’t forget to specify how long this assessment will be valid for. You owe it to your staff to share this material with them. It serves as a reference point against which their performance may be evaluated and as a yardstick against which they can measure their development.
• A performance review letter might be confusing for a brand new employee. So, it’s important to have a set of requirements laid out in the letter. That will provide light on the criteria you used to evaluate their work. You may include in the letter the criteria by which personnel will be evaluated, such as productivity and integrity on the job.
• Benefits and bonus plans for the future might be included at the very end. Suppose you feel the need to applaud the high spirits of your staff. Discuss the “Morale Booster of the Month” award or whatever else is given out to employees who exhibit a positive and professional demeanour. The result will be a more enthusiastic workforce.
• Provide low-performing staff with encouragement and strategies or comments to assist them improve their performance.

Finally, the goal of the letter should be clear and insightful in the best performance review letters. Employees will have a clear understanding of the company’s expectations as a result of reading this.

Aiming towards a precise and illuminating goal.

Use a review form made specifically for pointing out the employee’s weaknesses. If your group is small, this should be straightforward to do.

However, scheduling reviews for larger, more diversified groups, such as 100+ employees, who work on a variety of activities, is a different difficulty entirely, resulting in time gaps between evaluations and outcomes. You might save time and effort by using a digital, editable, and distributable survey template in this scenario.

Some Easy Tips to Write a Stellar Performance Appraisal Letter

It may appear simple at first, but writing an evaluation letter is really rather challenging. However, it takes skill to evaluate staff performance fairly and communicate that information to them.

These five suggestions can assist you immensely if you are tasked with writing an assessment letter for the first time.

Start the Letter on a Positive Note

Always start a letter on a good tone, whether it’s to the finest or worst employee. The best way to motivate someone is to focus on the good qualities they possess.

Writing a generic letter that fails to highlight individual workers’ strengths can leave them feeling underappreciated.

Embrace the Victory

A performance review letter is the perfect opportunity to brag about a job well done. Write a note congratulating them on a job well done if they have achieved a specific objective. Long, tedious phrases are unnecessary. Just use brief, easy-to-understand words to rate each accomplished objective.

For instance, you may describe how an employee accomplished a goal, how it benefited the business, how well or poorly they performed, etc. Employees are more likely to work hard and set new objectives if they hear you talking about their prior successes.

Address the Failure

In the same way that you acknowledged their achievements in the evaluation letter, you should also acknowledge their setbacks. Motive for the future may be found in the pointing out of past errors and failures.

Take care not to be too critical when you discuss the setback. Be objective while writing this section. Don’t put too much emphasis on the section of the letter if your employee wasn’t able to accomplish a target due of their circumstances or anything else.

If one of your workers’ poor performance was attributable to illness, for instance, you should make that clear. Your objective should be to encourage them to try more harder the following time around. In this letter, it is best to be fair since it will only benefit your team.

Provide Constructive Feedback

Constructive comments for the employee to think about should round off the assessment letter. They are open to suggestions for improving their work. Focus on the specifics, pointing out where the employee fell short and offering suggestions for improvement.

Employees can’t learn from their mistakes or successes if all they hear is praise or criticism. To encourage them to improve, you should give them both constructive criticism and praise. By following these guidelines, you will be able to give your staff with direction and inspiration. Start immediately setting up a meeting with your boss to discuss how well your staff is doing. You can’t just sit down and begin writing an evaluation letter without first learning about the many formats and formats that exist.

Appraisal letter format 

Date 

[Employee Name] [Company logo] 

Designation 

Department 

[Company Name] 

Subject: Performance Appraisal Letter 

Dear {Employee First Name <space> Last Name}, 

Following the review of your performance during the current appraisal period, we’re excited to promote you as [details of the position]. 

This change will come into effect from [date]. Your performance this year has exceeded our expectations, and the growth you’ve shown can be an example to others.

The details of your revised designation, benefits, and remuneration are given below:  

(A separate email containing the details of your revised salary and benefits will be sent shortly)

We hope that you will continue your progress with the same dedication and commitment. However, some of the areas still require some of your attention to make your work even more efficient. To evaluate that we are grateful to invite you for a one to one meeting with our manager, you will be contacted shortly to schedule that meeting. 

Once again, congratulations on your success and cheers to more good work in the future. 

We wish you the best, and please feel free to reach out if you have any questions. 

Yours Sincerely, 

Authorized Person Name,  

Designation, 

Appraisal letter sample I

20-08-2021

James Murphy

Qandle

London, Great Britain.

Hey James,

On behalf of our company, we are pleased to inform you that there is an increment in your remuneration. 

We’ve noticed your hard work and contribution to the organization. And we would like to inform you that your performance rating has grown for the year 2020-2021 and it’s now reached a 5 out of 5 rating. From now on, your annual remuneration has been revised to be $xx,xxxx.

Keep up the good work, you are a very valuable employee!

Regards,

Jade Wheaton,

Head of HR department.  

Qandle

Appraisal letter sample II

Date: 20-08-2021

Asif Haque 

Manchester, Great Britain.

Dear Employee,

On behalf of our company, we would like to introduce you with  this appraisal letter to highlight  your substantial contribution to the organization. We are pleased to inform you that your performance rating for the year 2020-2021 has grown by 15%. The annual remuneration has been revised . __________ with effect from ______.

Revised Compensation & Benefits

Components Monthly Annual

Basic Allowance

House Rent Allowance

Other Allowances

Reimbursement

Monthly Gross

Annual Gross

We thank you for your outstanding contribution and we are looking  forward to seeing your continued participation in the success of our company.

Regards,

Jade Wheaton,

Head of HR department.  

Downloadable appraisal letter format in word

Download this perfect appraisal letter format in word. You may change the content according to your requirements.

On a Final Note

Size does matter, but there is no such thing as a universal fit. Don’t just accept at face value the results of any one evaluation strategy; put them all to the test. One option is to use 360-degree software to monitor staff performance and generate feedback letters.

Performance, expectations, and objectives may all be better aligned with the firm with the help of an appraisal letter. As a result, workers have more opportunities for both personal and professional development.

As a last point, it’s always in style to pay attention to what your staff has to say. When you show interest in your staff members’ job, lives, and issues, they are more likely to feel that they have a meaningful role to play in the company’s success. And an evaluation is the ideal way to demonstrate your appreciation for your staff.