Performance Appraisal Email to Manager Sample: Effectively Communicating Your Progress and Goals

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Performance appraisals are crucial for employee development and organizational success. They provide a structured framework for managers to evaluate and recognize employee performance. These appraisals often involve emails that managers send to employees, summarizing their performance and providing feedback. To effectively convey this information, managers should follow a clear and concise format, outlining key elements of the employee’s performance, areas for improvement, and specific examples to support their assessments. Additionally, these emails should be tailored to each employee’s unique contributions and growth areas.

Best Structure for Performance Appraisal Email to Manager

An effective performance appraisal email to a manager should be clear, concise, and well-organized. Here’s a recommended structure to follow:

1. Subject Line

Keep it brief and informative, highlighting the purpose of the email. For example, “Performance Appraisal for [Employee Name].”

2. Greeting

Address the manager by name and start with a professional salutation, such as “Dear [Manager’s Name].”

3. Introduction

State the purpose of the email, including the period under review and the employee being appraised.

4. Performance Summary

Overall Rating

• Provide an overall assessment of the employee’s performance, using a rating scale or specific descriptors.

Strengths and Areas for Improvement

• Highlight key strengths and accomplishments, supported by specific examples.
• Identify areas where the employee could improve, providing constructive feedback and suggestions.

5. Specific Performance Points

Table of Performance Activities

• Create a table listing specific performance activities, goals, and results.
• Provide evidence and quantify results whenever possible.

6. Development Plan

Outline any development or training opportunities recommended to help the employee improve and grow.

7. Next Steps

State any actions or decisions that need to be made, such as salary adjustments, recognition, or additional development. Also, mention any follow-up discussions or meetings that will take place.

8. Closing

Thank the manager for their attention and reiterate the employee’s value to the organization. End with a professional sign-off, such as “Sincerely, [Your Name].”

Performance Appraisal Email Templates for Managers

Recognizing Exceptional Performance

Dear [Manager Name],

I am writing to express my sincere appreciation for [Employee Name]’s outstanding contributions to our team. Throughout the past year, they have consistently exceeded expectations, demonstrating exceptional skills and dedication. Their tireless efforts and positive attitude have played a vital role in our recent successes.

Specifically, I commend [Employee Name] for their:

• Innovative ideas and problem-solving abilities
• Strong work ethic and commitment to delivering results
• Exceptional customer service and relationship-building skills

Their exceptional performance is a testament to their hard work and commitment to our organization. I believe they are an asset to our team and deserve recognition for their outstanding contributions.

Addressing Performance Concerns

Dear [Manager Name],

I am reaching out to discuss [Employee Name]’s recent performance. As their HR representative, I have been monitoring their progress and have noted some areas where we can work together to improve their performance.

Specifically, I have observed:

• Inconsistent meeting of performance goals
• Difficulty meeting deadlines
• Negative feedback from colleagues

I understand that challenges can arise, but it is important to address these concerns in a timely manner. I am confident that with your support and guidance, [Employee Name] can improve their performance and meet their full potential.

Mid-Cycle Check-In

Dear [Manager Name],

Halfway through the performance period, I am reaching out to schedule a mid-cycle check-in with you and [Employee Name]. The purpose of this meeting is to review their progress, discuss any challenges, and set goals for the second half of the year.

I encourage you both to come prepared to discuss:

• Key accomplishments and areas for improvement
• Any obstacles or support needed
• Goals and expectations for the remaining period

Your input and guidance are essential for ensuring [Employee Name]’s continued success. Let me know what time works best for you and I will schedule the meeting accordingly.

Performance Improvement Plan

Dear [Manager Name],

After careful consideration and consultation with you, we have decided to implement a Performance Improvement Plan (PIP) for [Employee Name]. This plan will provide a structured approach to help them address the following performance concerns:

• [Concern 1]
• [Concern 2]

The PIP includes specific goals, timelines, and support mechanisms to guide [Employee Name] in improving their performance. I will be working closely with you and [Employee Name] to monitor their progress and provide regular feedback.

Termination of Employment

Dear [Manager Name],

It is with regret that I must inform you that we have made the difficult decision to terminate [Employee Name]’s employment with immediate effect.

This decision was not made lightly and was based on the following reasons:

• [Reason 1]
• [Reason 2]

I understand that this news may be difficult to receive. We have provided [Employee Name] with a severance package and outplacement services to support them during this transition.

Positive Feedback from External Stakeholders

Dear [Manager Name],

I am delighted to share some positive feedback that we received from [External Stakeholder Name] about [Employee Name]’s performance.

During a recent interaction, [External Stakeholder Name] expressed their appreciation for:

• [Commendable skill or behavior]
• [Positive impact on the relationship]

This feedback is a testament to [Employee Name]’s hard work and dedication. It is always rewarding to see our employees make a positive impression on external stakeholders.

Recommendation for Promotion

Dear [Manager Name],

After careful consideration, I am pleased to recommend [Employee Name] for promotion to the position of [New Position].

Throughout their tenure with our organization, [Employee Name] has consistently exceeded expectations and demonstrated exceptional leadership abilities. They possess the necessary skills, experience, and drive to excel in this new role.

Specifically, I believe [Employee Name] has the following qualities that make them an ideal candidate:

• [Relevant skill or experience]
• [Relevant achievement or accomplishment]

I am confident that [Employee Name] would make a valuable contribution to our team in this new capacity.

How to Write a Performance Appraisal Email to a Manager

Performance appraisal emails are an essential tool for HR managers to provide feedback to employees on their performance. They can be used to highlight strengths, identify areas for improvement, and set goals for future performance. When writing a performance appraisal email to a manager, it is important to be clear, concise, and objective. You should also provide specific examples to support your feedback.

How to write a performance appraisal email to a manager

1. Start by stating the purpose of the email. This could be to provide feedback on the employee’s performance, to set goals for future performance, or to discuss a specific issue.
2. Be clear and concise in your feedback. Avoid using vague or general terms. Instead, use specific examples to support your points.
3. Be objective in your feedback. Avoid making personal attacks or judgments. Instead, focus on the employee’s performance and how it can be improved.
4. Provide specific goals for future performance. These goals should be clear, measurable, and achievable.
5. End the email on a positive note. Thank the employee for their hard work and dedication. Express your confidence in their ability to improve their performance.

Example performance appraisal email to a manager

“`
Subject: Performance Appraisal for [Employee Name]

Dear [Manager Name],

I am writing to provide you with feedback on [Employee Name]’s performance over the past year.

Overall, [Employee Name] has been a valuable asset to the team. They have consistently exceeded expectations in their role and have made significant contributions to the company.

Specific strengths that I would like to highlight include:

* Strong work ethic and dedication
* Excellent communication and interpersonal skills
* Ability to work independently and as part of a team
* Creative and innovative thinking

Areas where I believe [Employee Name] could improve include:

* Time management skills
* Attention to detail
* Prioritization of tasks

I would like to set the following goals for [Employee Name]’s future performance:

* Improve time management skills by [specific goal]
* Increase attention to detail by [specific goal]
* Prioritize tasks more effectively by [specific goal]

I am confident that [Employee Name] has the ability to achieve these goals and continue to be a valuable member of the team.

Thank you for your time and consideration.

Sincerely,
[HR Manager Name]
“`

Thanks for stopping by! I hope this example has given you some inspiration for your own performance appraisal emails. If you’re looking for more tips on writing effective appraisals, be sure to check out our other resources. And don’t forget to visit us again soon for more helpful advice on all things HR.