Performance review letters are essential. They give staff members a copy of the supervisor’s written evaluation of their performance. They describe the employees’ assets and liabilities and provide an overall evaluation of their value to the company. A review letter is useful for employees in helping them create improvement plans, but it also sends the message that they are valued contributors. Employees receive feedback from review letters in the complimentary sections, which motivates them to continue providing quality work. When the business doesn’t have a specific format or performance review form to use when evaluating employee performance, an employee review letter is frequently used.
What situations warrant an employee performance letter?
The following are a few instances in which a manager might write an employee’s performance letter:
What is an employee performance letter?
An employee’s supervisor evaluates their performance on the job since their last employee review in a letter known as an employee performance letter. Employers can acknowledge employees’ contributions to the success of the company by receiving a performance letter. Additionally, it highlights areas where staff members can improve and might offer recommendations for how to do so.
How to write an employee performance letter
The following is a list of actions you can take to create a performance letter for your employee that includes numerical ratings in a number of job performance categories. It also has a section where you can add any additional remarks about the ratings that were given:
1. Begin with a standard salutation
Your employee performance letter should begin with a salutation in the first section. You can start by addressing the reader of the letter formally with a salutation like “Dear Mr. Perez. This informs the worker that the information below concerns them.
2. Explain the reason for the letter
The justification for the performance letter is explained in the first paragraph following the salutation. It’s crucial to explain why a letter is required so that the employee is aware of the circumstances. You could write something like, “In lieu of in-person reviews this quarter, we have decided to provide written evaluations of your recent job performance.” You can include the dates of the performance period in which you are writing after stating the purpose of the letter.
3. Provide numerical ratings
You might want to include a scoring scale that explains what each numerical value means when scoring various performance categories if you’re writing a general job performance letter. For instance, if you’re rating something on a scale of one to five, you might want to consider outlining what each specific number means. A five might indicate that they excelled in that category. A three could indicate that a worker met but fell short of expectations.
You can choose which job categories you’re using to gauge performance once you’ve written a key explaining what each number on the scale means. Work quality, interpersonal and communication skills, and job knowledge are some typical sections. Give a numerical rating based on the scale you developed for each category you use in your performance review letter. You can put a brief explanation of why they received each score next to each number.
4. Add supervisor comments
You have the chance to go into more detail about the grades you provided in the previous section in the following section. The length of this section varies, so you might decide to include one paragraph outlining the employee’s accomplishments in the categories you gave them high marks in and another paragraph outlining areas where they can still do better. You can conclude the letter with a succinct closing paragraph after you’ve finished the review to let the employee know they can get in touch with you if they have any questions about the letter.
5. End with a professional closing
Professional sign-offs include your name followed by “Best,” “Regards,” or “Sincerely.” Leave enough space between the sign-off and your printed name so you can sign your name by hand if you’re giving the employee a physical copy of the letter. There is no need to leave this extra space if the employee will be receiving the letter via email.
6. Proofread before sending
Consider spending a few minutes reading your letter before sending it to your employee to make sure it concisely conveys your intentions. Additionally, make sure there are no capitalization, punctuation, or spelling mistakes.
Employee performance letter template
When writing your own letter, you might find it helpful to refer to the following sample employee performance letter template:
Dear [Recipient],
[Compose a succinct introduction paragraph outlining the purpose for your performance letter as well as the scoring system you’ll be employing to evaluate their performance across various categories. ].
[Score]—[Definition of what that number means in light of their performance] [Scoring][[Number]—[Definition of that number in light of their performance] [Scoring][[Number]—[Definition of that number in light of their performance] ].
Job performance category—[Number score]: [Short justification for that score] Job performance category—[Number score]: [Short justification for that score] Job performance category—[Number score]: [Short justification for that score]
[In this section, please provide any general feedback you may have regarding their overall performance in the aforementioned categories. Specific examples of an employee’s strengths and weaknesses can be included. ].
[Consider adding a brief closing paragraph with your contact information.]
[Formal closing],
[Your name]
Employee performance letter sample
Here is an example of a letter regarding an employee’s performance that you can use as a model when creating your own:
Dear Mr. Johnson,
This letter serves as an assessment of your work performance from January 8, 2021, to May 30, 2021. Your work quality, interpersonal and communication skills, and knowledge of your field are all taken into account when evaluating you. I used the following scale to evaluate you in the aforementioned areas:
Quality of work—5: Mr. Johnson always turns in exemplary work. He checks his work for errors before submission and inquires if necessary to prevent confusion.
Interpersonal skills and communication—4: Mr. Since his last performance letter, Johnson has improved his team’s communication. According to his team’s assessments, he is now better able to communicate complex information to others in a way that they can both understand it and use it to make decisions.
Job knowledge—4: Mr. Johnson has gained a better understanding of his position within the company. He has the potential to advance in his career with continued efforts to learn more about his craft.
Mr. Since being promoted to the position of marketing manager in June 2020, Johnson has maintained a high level of performance. He and his team consistently produce work of a higher caliber than anticipated. He spends a lot of time and effort outlining project roles and expectations and is constantly accessible to respond to inquiries or solve problems.
It is advised that he continue to learn more about his job’s responsibilities and take on bigger projects in the future. He can inquire about professional development opportunities offered by the business to stay up to date with emerging marketing trends. I want him to become more knowledgeable about these trends and share them with his team so they can use them in their upcoming projects.
Please get in touch with me if you have any inquiries or wish to discuss any aspect of your review in greater detail so that we can schedule a meeting. My direct number is 555-555-555 ext. 123. Thank you for all of your continued hard work.
Regards,
Cheryl Davis
Employee Performance Evaluation Criteria and Template
FAQ
How do I write an employee performance letter?
- Begin with a standard salutation. Your employee performance letter should begin with a salutation in the first section.
- Explain the reason for the letter. …
- Provide numerical ratings. …
- Add supervisor comments. …
- End with a professional closing. …
- Proofread before sending.
What is a performance letter?
The letter of performance details the employer’s assessment of the employee’s performance. The employee is thanked for his performance in this letter, which also informs the employee of his performance, their bonus, and any problems they have encountered while working for the company.
How do you notify employees of performance review?
Dear Mr. / Ms. We have been assessing your work performance over the past few weeks/months, (First Name of Employee). We regret to inform you that it fell short of the minimum standard of performance anticipated from you.
