What Is an Employee Appraisal Email?
An employee appraisal email is a formal message sent by HR or a manager to inform employees about their performance evaluation. It can serve various purposes, such as:
- Notifying employees about an upcoming appraisal
- Sharing performance review results
- Discussing salary hikes or promotions
- Providing constructive feedback
This email sets the tone for the conversation and ensures clarity in communication. A poorly written email can create confusion or anxiety, while a well-structured one keeps employees informed and engaged.
When Should You Send an Employee Appraisal Email?
Timing is everything! Sending an appraisal email at the right moment ensures a smooth performance evaluation process . Here are key moments when you might need one:
- Before the Appraisal Meeting
- Notify employees in advance about their scheduled review.
- Give them time to prepare self-assessments or necessary documents.
- After the Performance Review
- Summarize the discussion and provide official documentation.
- Clearly outline the next steps, such as goal setting or salary changes.
- For Promotions or Salary Increments
- Send an appreciation email if the review leads to a raise or promotion.
- Make sure to highlight achievements that led to this decision.
- For Performance Improvement Plans (PIP)
- If the employee needs to improve in certain areas, send a structured email outlining expectations.
Best Practices for Writing an Employee Appraisal Email
Writing an effective employee appraisal email requires a balance between professionalism and empathy. Here are some best practices to follow:
1️. Keep It Professional Yet Friendly
Your email should be formal but not robotic. A friendly tone reassures employees and makes the conversation smoother.
Example:
Instead of saying:
'Your performance review is scheduled for Monday at 3 PM. Attend without fail.'
Say:
'Hey [Employee’s Name], your performance review is scheduled for Monday at 3 PM. We’ll discuss your progress and future goals. Looking forward to our conversation!'
2️. Be Clear and Concise
Get straight to the point. Avoid jargon and overly complicated language.
3️. Set Expectations
Let the employee know what will be discussed, whether it’s a general performance review, salary revision, or improvement plan.
4️. Personalize the Message
Mention specific achievements or areas where the employee excelled. Personalization makes the email feel more meaningful.
5️. End on a Positive Note
Regardless of the outcome, always encourage and motivate employees to improve.
Employee Appraisal Email Templates
Now that you know the basics, let’s look at some ready-to-use employee appraisal email templates for different scenarios.
1. Employee Appraisal Meeting Invitation Email
Subject: Your Performance Appraisal Meeting is Scheduled
Dear [Employee’s Name],
I hope you’re doing well!
As part of our regular performance review process, your appraisal meeting is scheduled for [Date] at [Time] in [Location/Meeting Link]. This discussion will focus on your accomplishments, areas of improvement, and future goals.
Please come prepared with any insights or feedback you’d like to share. Let me know if you have any questions.
Looking forward to our conversation!
Best,
[Your Name]
[Your Position]
[Company Name]
2. Performance Review Results Email
Subject: Your Performance Review Feedback
Dear [Employee’s Name],
Thank you for your dedication and hard work over the past [Time Period]. After evaluating your performance, we’d like to share our feedback with you.
Key Highlights:
[Mention a key achievement]
[Highlight strengths or improvements]
[Discuss areas for growth]
Based on this review, we’d love to discuss your future goals and development plan. Let’s schedule a meeting to go over everything in detail. Please let me know your availability.
Keep up the great work!
Best,
[Your Name]
[Your Position]
[Company Name]
3. Salary Increment or Promotion Email
Subject: Congratulations! Salary Increment Update
Dear [Employee’s Name],
We’re thrilled to inform you that based on your performance review, we’re offering you a salary increment of [X]% effective from [Date]. Your dedication, skills, and contributions have significantly impacted our team.
Your updated compensation details are as follows:
New Salary: [New Salary Amount]
Effective From: [Date]
We truly appreciate your efforts and look forward to your continued success with [Company Name]! Let’s catch up soon to discuss your growth opportunities.
Congratulations once again!
Best,
[Your Name]
[Your Position]
[Company Name]
4. Performance Improvement Plan (PIP) Email
Subject: Performance Improvement Plan Discussion
Dear [Employee’s Name],
We appreciate your efforts and the hard work you’ve put in. However, based on your recent performance review, we believe there’s room for improvement in certain areas.
To support you, we’re implementing a Performance Improvement Plan (PIP) to help you achieve your full potential. This plan will focus on:
[Mention specific improvement areas]
[Outline key expectations]
[Specify the timeline for progress]
We’ll schedule regular check-ins to provide feedback and guidance. Let’s work together to achieve these goals. Please let us know if you have any concerns or need any support.
We believe in your ability to grow and succeed!
Best ,
[Your Name]
[Your Position]
[Company Name]
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