Clear communication drives successful performance reviews. And when leaders define expectations and deliver messages with intent, reviews turn into opportunities for growth.
Employee performance review email templates help guide that communication. Standardized emails set the tone, outline goals, and keep everyone aligned before, during, and after the review.
This article will provide employee performance review email templates for several common scenarios to remove ambiguity, spark better conversations, and create more effective outcomes.
<<Download these email templates to boost your company’s performance review process.>>
What is a performance review?
A performance review is an in-depth process of assessing the people in an organization on a regular basis to help them grow and be more productive. They’re critical to helping meet individual and company-wide goals and giving people the information they need to thrive in their roles.
However, they can be a lot of work. As one of the most important tasks on HR’s plate, performance review time is often busy and stressful. But the good news is that modern HR software platforms can lighten the load. Today, we have access to tools specifically designed to automate and optimize the process, like team member performance review software, an employee performance review checklist, and employee performance review email templates.
The importance of clear performance communication
Maintaining a clear performance management workflow is key to ensuring everyone knows their role and deadlines. This usually involves several stages, including:
- Making announcements to kick things off
- Gathering self-evaluations to understand personal achievements
- Conducting managerial assessments for constructive feedback
- Setting a review meeting to align on outcomes and next steps
When communication stays open, people feel supported and more motivated to take an active role in their growth.
How to use employee review templates
To make communications about performance reviews easier for you and your people, we’ve included several different email templates for performance reviews that you can use for various parts of the process. Adjust them as necessary to make them relevant to your organization and its procedures. What’s important here is that you maintain a constant flow of clear communication so that all parties involved are in the know throughout the entire performance review process.
<<Build a high-performing workforce with our strategic talent management template.>>
Employee performance review email templates
Having the right tools makes the performance review process smoother. These email templates serve as a guide to keep everyone informed and engaged. Use them to ensure your communication is clear and consistent.
Email template #1: Notify people about their upcoming performance review
Who it’s for: Team members with performance reviews coming up soon
Why it’s essential: An effective performance review requires managers and team members to prepare. This annual review email template gives everybody the notice they need to get ready and feel prepared.
When to use it: Send this out at least two to four weeks ahead of time to give people adequate preparation time.
Email template:
Subject: Performance reviews are coming up!
Body:
Hi all,
It’s that time of year again: performance reviews! This is your yearly opportunity to have important conversations with your managers, review how things have been going, and set goals for the future.
Performance reviews this year will take place during the week of [date]. Please take the initiative to schedule the exact date and time of your meeting with your manager.
Ahead of your meeting, please fill out the attached self-evaluation form. During the performance review, you’ll have an opportunity to review the form and ask your manager any questions.
If you have any questions, please feel free to speak to your manager or to reach out to HR.
Best,
[Name]
Email template #2: Performance review notification to managers
Who it’s for: Managers who are preparing for an upcoming performance review process
Why it’s essential: Managers need key information to conduct successful performance reviews.
When to use it: Send this performance review email template out to managers two to four weeks before you make the company-wide announcement informing people about their upcoming performance reviews.
Email template:
Subject: Managers: How to prep for performance reviews
Body:
Hi team,
Performance reviews are coming up during the week of [date], and you’re a key part of making them effective and successful.
Once we announce performance review dates, please reach out to your direct reports to schedule their performance review meeting. If they haven’t confirmed they’ll attend the meeting with you by [date], please speak to them to make sure they do.
Before your meetings, please ensure each team member fills out the attached evaluation sheet.
During the performance review, allow each direct report to lead the conversation by discussing their self-evaluation. From there, you’re invited to add your feedback and answer their questions.
If you need any guidance or have any questions, feel free to reach out to HR.
Thank you for your help!
[Name]
<<Download these email templates to boost your company’s performance review process.>>
Email template #3: Tips for performance reviews
Who it’s for: People with performance reviews coming up
Why it’s essential: Performance reviews can be stressful. This email helps ease people’s anxiety by giving them tips for succeeding in their performance reviews.
When to use it: Send this out one to two weeks before performance reviews.
Email template:
Subject: Tips for acing your performance review
Body:
Hi there,
With performance reviews coming up during the week of [date], we wanted to share some tips to help you get the most out of this process.
- Think back on the previous year and note any accomplishments or achievements you’re proud of.
- When you can, try to be as specific as possible. Use numbers and figures to back up your statements.
- Think of your personal career development goals and how they may align with [Company Name]’s goals and values.
- Prepare any questions you might have for your manager.
- Be ready to lead the conversation. This is your performance review, after all!
We’ve attached the self-evaluation form for you to complete and bring to your performance review.
If you haven’t received an invitation to your performance review from your manager, please reach out to them as soon as possible to schedule a meeting.
If you have any questions, reach out directly to HR or your manager.
Good luck!
[Name]
Email template #4: Performance review reminder
Who it’s for: Everyone involved in performance reviews
Why it’s essential: This email serves as a reminder for managers and team members to prepare for their performance reviews.
When to use it: Send this out the week before performance reviews.
Email template:
Subject: Don’t forget: Performance reviews next week!
Body:
Hello,
This is your friendly reminder that performance review week is coming up next week! By now, you should have a meeting scheduled with your manager for your performance review. If you don’t, please reach out immediately to your manager to schedule your performance review meeting.
I’ve reattached the self-evaluation form to this email: Please remember to fill it out and bring it to your performance review meeting.
Don’t hesitate to reach out with any questions or concerns.
Best regards,
[Name]
<<Download these email templates to boost your company’s performance review process.>>
Email template #5: Self-evaluation email sample
Who it’s for: Team members with upcoming performance reviews
Why it’s essential: A self-evaluation form can help people prepare for a constructive and positive discussion with their managers.
When to use it: At least two weeks before performance reviews
Email template:
Subject: Performance review: Here’s your self-evaluation form
Body:
Hi [First name],
With your performance review coming up, it’s time to reflect on your achievements, challenges, and areas of growth over the past year.
Your self-evaluation is an important part of the performance review process, and your insights are incredibly valuable. Your self-evaluation helps your manager better guide you toward your goals. Feel free to be honest and open in your self-assessment.
Fill out the form and bring it along to your performance review meeting.
Don’t hesitate to reach out to your manager if you have any questions.
Best,
[Name]
Email template #6: Scheduling performance review appointments
Who it’s for: Managers and team members coordinating performance review meetings
Why it’s essential: Scheduling ensures that the performance review process is organized and that everyone involved knows when their review will take place.
When to use it: As soon as you announce the performance review period
Email template:
Subject: Scheduling your performance review meeting
Body:
Hi [First name],
It’s time to schedule your performance review meeting! Please take a moment to coordinate with your manager and book a time that works for both of you.
Performance reviews will occur during the week of [date]. Make sure to reserve a slot that fits your schedule and allows ample time for a thorough discussion.
Please book your time by [deadline].
If you have any questions or need assistance, feel free to reach out.
Best,
[Name]
Email template #7: Performance review deadline reminder for employees
Who it’s for: Team members who need to complete tasks related to their performance review
Why it’s essential: Reminding team members of the deadlines helps ensure that they submit all necessary documents and self-evaluations on time.
When to use it: One week before the deadline
Email template:
Subject: Reminder: Performance review submission deadline
Body:
Hi [First name],
This is a gentle reminder that the deadline for submitting your self-evaluation and any other required documents is approaching. Please make sure to complete and submit everything by [deadline date].
Timely submission is crucial to ensure a smooth performance review process.
If you have any questions or concerns, don’t hesitate to reach out.
Best,
[Name]
Email template #8: Performance review deadline reminder for managers
Who it’s for: Managers overseeing the performance review process
Why it’s essential: Managers need to ensure they have all necessary evaluations and documents in hand before conducting reviews.
When to use it: One week before the deadline
Email template:
Subject: Reminder: Upcoming performance review deadlines
Body:
Hi [First name],
As we approach the performance review period, please make sure that you complete and submit all necessary evaluations and documents by [deadline date].
This will help facilitate a smooth and efficient review process for everyone involved.
If you have any questions or need further assistance, please contact [specific HR team members who support review processes].
Best,
[Name]
Email template #9: Performance review past-due notice
Who it’s for: Team members and managers who have not completed their performance review tasks
Why it’s essential: This notice serves as a prompt to complete any outstanding performance review tasks to keep the process on track.
When to use it: Immediately after the deadline has passed
Email template:
Subject: Past-due: Performance review tasks
Body:
Hi [First name],
Our records indicate that there are outstanding tasks related to your performance review that have not yet been completed. Please prioritize completing these tasks as soon as possible.
Keeping up with deadlines ensures a smoother process for everyone involved.
If you need assistance or have any questions, please reach out to [HR team member responsible for supporting review processes].
Thank you for your attention to this matter.
Best,
[Name]
Email template #10: Performance review process changes
Who it’s for: Everyone involved in performance reviews
Why it’s essential: Sharing changes in the performance review process prepares team members for the upcoming transition.
When to use it: When you’re about to implement changes to the performance review process
Email template:
Subject: Important update: Changes to our performance review process
Body:
Hi [First name],
I wanted to let you know about some upcoming changes to our performance review process.
We’ve been working on enhancing the current system to improve the overall performance evaluation experience and ensure feedback is more constructive and actionable.
I believe these adjustments will help us further excel in our roles and contribute more effectively to the company’s success. Some of the changes include:
- [Detail 1]
- [Detail 2]
- [Detail 3]
Please feel free to reach out if you have questions about any aspect of the upcoming changes.
Best regards,
[Name]
Email template #11: Performance review summary and action plan
Who it’s for: Team members and managers who have completed the performance review
Why it’s essential: Documenting the review and summarizing what was discussed helps clarify expectations and next steps.
When to use it: After the performance review meeting
Email template:
Subject: Performance review summary and next steps
Body:
Hi [First name],
Thank you for participating in your recent performance review. I wanted to provide you with a summary of our discussion and outline the next steps.
- Key accomplishments: [List achievements]
- Areas for improvement: [List areas]
- Agreed action plan: [Detail action plan]
If you have any questions or need further clarification, please don’t hesitate to reach out.
I look forward to supporting you as we work towards these goals together.
Best,
[Name]
Email template #12: Addressing poor performance or behavioral issues
Who it’s for: Managers addressing specific performance issues with a team member
Why it’s essential: Addressing performance or behavioral issues promptly and constructively is key to maintaining a productive work environment.
When to use it: When specific performance concerns need to be addressed
Email template:
Subject: Follow-up on performance review discussion
Body:
Hi [First name],
I wanted to follow up on our recent performance review discussion. During our meeting, we talked about some areas where there are opportunities for improvement:
- [Specific Issue 1]
- [Specific Issue 2]
I’m committed to supporting you as you work on these areas and am here to help you succeed. Let’s schedule a time to discuss an action plan that will help you achieve these improvements.
Please schedule a meeting for us next week to discuss. .
Best,
[Name]
Email template #13: Requesting employee feedback
Who it’s for: Managers or HR team members seeking feedback on the review process
Why it’s essential: Gathering feedback helps improve processes and builds a culture of continuous improvement.
When to use it: After the performance review process is complete
Email template:
Subject: We’d love your feedback!
Body:
Hi [First name],
Thank you for participating in the recent performance review process. We’re committed to continuous learning and improvement, and your feedback is invaluable to us.
Please take a moment to share your thoughts on the review process, leadership, and any other aspects you’d like to comment on.
Your feedback will help us enhance the experience for everyone involved.
Thank you for your time and insights.
Best,
[Name]
Email template #14: Responding to employee feedback
Who it’s for: Managers or HR leaders responding to feedback received from team members
Why it’s essential: Acknowledging and responding to feedback shows that you value team members’ opinions and are committed to making improvements.
When to use it: After receiving feedback from team members
Email template:
Subject: Thank you for your feedback
Body:
Hi [First name],
Thank you for sharing your feedback with us. We greatly appreciate your insights and are committed to using them to improve our processes.
I wanted to address some of the points you raised:
- [Feedback point 1 and how it’s being addressed]
- [Feedback point 2 and how it’s being addressed]
We’ll keep you updated on our progress.
Thank you again for your valuable feedback.
Best,
[Name]
Email template #15: Recognizing and showing gratitude to employees
Who it’s for: Team members being recognized for their achievements or contributions
Why it’s essential: Recognizing achievements boosts morale and reinforces positive behaviors.
When to use it: After significant achievements or during regular recognition moments
Email template:
Subject: Thank you for your outstanding contributions!
Body:
Hi [First name],
I wanted to take a moment to recognize and thank you for your outstanding contributions to our team and company. Your efforts in [specific achievement] have truly made a difference.
We appreciate your hard work and dedication, and we’re grateful to have you as part of our team.
Keep up the great work!
Best,
[Name]
Email template #16: Post-performance review follow-up
Who it’s for: Managers and/or HR to send to team members after their performance review
Why it’s essential: It reinforces feedback, provides clarity on expectations, and shows support for people’s growth and development.
When to use it: Send this email within a week after the performance review meeting.
Email template:
Subject: Your recent performance review
Body:
Hi [First name],
I hope you’re doing well.
I just wanted to touch base after our recent performance review discussion—thank you again for taking the time to do it.
I was particularly impressed with [Achievement 1] and [Achievement 2].
We talked about how you could improve [Feedback]. I just wanted to let you know I’m here to support you with that and help you grow in your role.
Let’s continue working together toward your professional goals.
I appreciate all your hard work, dedication, and progress. Keep it up!
All the best,
[Name]
<<Download these email templates to boost your company’s performance review process.>>
Best practices for performance review communication
When it comes to sharing performance feedback with your team, the way you phrase your messages can make a significant impact. Here are some useful tips to keep in mind.
- Clarity and specificity. Ensure your feedback is precise and provide concrete examples to help team members better understand your points. It’s also helpful to give people the opportunity to ask questions so they’re clear on feedback.
- Provide advance notice. Let your team know about their upcoming reviews ahead of time. This gives them a chance to reflect on their achievements and challenges, so they can come prepared for a productive discussion.
- Focus on learning and growth opportunities. The performance review is a chance to highlight areas where team members excel and offer constructive suggestions for improvement. Keeping the focus on long-term growth rather than criticism will provide greater motivation for people in their roles.
- Ensure two-way communication. Encourage open dialogue to help team members feel comfortable sharing their thoughts and concerns. Acknowledge their perspectives and address any questions they may have to build a culture of trust and transparency.
- Offer clear goals and suggestions. Set straightforward goals that align with both the individual’s and the company’s objectives. Provide actionable steps that guide them on how to achieve these goals, ensuring clarity and focus.
- Follow up with support. After delivering a performance review, offer guidance on how team members can work on their goals and provide resources or training opportunities to help them succeed. Showing your commitment to their development can boost morale and productivity.
You can enhance the effectiveness of your performance review process and contribute to a positive and supportive work environment for your team by following these best practices.
Communicate performance reviews with these free email templates
Use the above performance review email samples and your employee performance review software to boost your organization’s smooth and productive performance review process. Happy emailing!
<<Download the complete set of email templates to boost your company’s performance review process.>>
Performance review email FAQs
How do you write a performance improvement email to an employee?
Writing a performance improvement email is all about being clear and supportive. Start by highlighting the person’s strengths and contributions. Then, clearly outline the specific areas where improvement is needed. Use real examples to show the impact of their performance.
Offer practical suggestions for how they can enhance their performance, and let them know you’re confident in their ability to improve. Wrap up by inviting them to discuss the feedback further if they have questions or need guidance. This approach helps reinforce your support while encouraging growth.
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How do you email an employee about performance issues?
When emailing a team member about performance issues, it’s important to be both direct and empathetic. Begin by acknowledging their contributions and any areas where they excel. Clearly describe the performance issues, using specific examples to avoid confusion. Provide constructive feedback and suggest actionable steps for improvement.
Encourage open dialogue by inviting the team member to share their thoughts and ask questions. Show your support by expressing your willingness to help them succeed and letting them know you’re committed to their growth.
How do I notify an employee of a performance review?
Notifying a team member of a performance review should be straightforward and informative. Use a clear subject line indicating the purpose of the email. In the body, include the date and time of the upcoming review and any preparation required, such as completing a self-evaluation form.
Explain what the review will cover and who will be conducting it. Highlight the importance of the review in supporting their development and aligning with company goals. Encourage them to bring any questions or topics they wish to discuss. Finally, invite them to reach out if they need more information or assistance.
