What is a performance review? A few things.

A performance review entails an in-depth process of assessing the people in an organization on a regular basis to help them grow and be more productive.

Performance reviews are critical to helping meet both individual and company-wide goals and giving people the information they need to thrive in their roles.

Finally, performance reviews 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 tech can lighten the load. Today, we have access to tools specifically designed to automate and optimize the process, like employee performance review software, an employee performance review checklist, and email templates built especially for employee performance reviews.

How you can use the templates

Below we’ve included several different emails that can be used for various parts of the performance review 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.

Employee performance review email templates

Email template #1: Notify people about their performance review

Who it’s for: HR will send this out to notify people that the performance review process is coming up.

Why it’s essential: An effective performance review requires managers and team members to prepare. This email gives everybody the notice they need to get ready.

When to use it: Send this out at least two to four weeks ahead of time to give adequate preparation time.

Subject: Performance reviews are coming up!

Body: 

Hi all,

It’s that exciting 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 managers 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 for managers

Who it’s for: This email is used to instruct managers on preparing for an upcoming performance review process.

Why it’s essential: For performance reviews to succeed, managers must have key information and proper instructions on how to play their part.

When to use it: Send this out when you notify the company about the upcoming performance reviews or slightly before.

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. 

Your direct reports should reach out to you to schedule their performance review meeting. If they haven’t scheduled a meeting with you by [date], please speak to them to make sure they schedule it on time. 

Before your meetings, please fill out the attached employee 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]

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.

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, using numbers and figures to back up your statements.
  • Think of your personal goals for your career development 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 yet, please remember to schedule your performance review meeting with your manager.

If you have any questions, you’re invited to reach out directly to HR or your manager.

Good luck!

[Name]

Email template #4: Performance review reminder

Who it’s for: All people involved in performance reviews

Why it’s essential: This email serves as a reminder for both managers and employees to prepare for their performance reviews

When to use it: Send this out at least one week before performance reviews

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 already scheduled a meeting with your manager for your performance review. If you haven’t, please do so immediately.

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]

Fill in the blanks

With the above performance review email samples and your employee performance review software, your organization should have a smooth, productive performance review process. Happy emailing!

Say hi to HR that gets the bigger picture

Tali Sachs

From Tali Sachs

Tali is a content marketing manager at HiBob. She's been writing stories since before she knew what to do with a pen and paper. When she's not writing, she's reading sci-fi, snuggling with her cats, or singing at an open mic.