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8 essential email templates for employee performance review

Get the email templates to facilitate professional communications during performance review sessions.

Template by Nguyen Huu Phuc
7 minutes to finish · English · PDF
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Performance review is an essential process for every company, and clear communication must be deployed throughout the entire process. With all departments' involvement in the Performance review session, HR has all hands on deck to effectively manage the process. Download now (for free) our email templates to speed up the communication process for your company's upcoming performance review.


Running performance reviews is a key part of the HR department's job. These periodical review sessions help employees know how they can improve their performances and establish goals for the coming year. Emails are often an effective method to communicate and guide both employees and their managers during this process but it is important to choose the right words to effectively convey the message and keep everything professional.

To assist HR teams, we have created 8 essential email templates during performance review sessions. These emails range from announcement emails to emails reminding employees to submit their self-evaluation and managers to review the employee's evaluations before the deadline.

Email templates for performance review

Email announcement of the performance review

Subject: ⏰ Time for Performance Review, here's all you need to know 


Hi there, 

I'm thrilled to announce that on {date} we'd be starting our Performance Review Process. This process is crucial in determining what progress we've made individually in contribution to the company's objectives for the period in review. 

Here's all you need to know:

All full-time employees who joined us before {Date} are required to partake in the self-evaluation process before their respective managers evaluate them. 

The deadlines for the performance review process are as follows:

  • {Date}: Deadline for employees self-evaluation. All eligible employees should have completed and submitted their self-evaluation performance review form to their managers. 
  • {Date}: Deadline for managers to review the self-evaluation forms of their subordinates. 
  • {Date}: Deadline for the HR team to evaluate all completed forms during the performance review process. 

For the self-evaluation, we've provided reference materials here to give you an idea of what's expected. 

Remember, it is important that you complete and submits your self-evaluation forms on time. 

If you have any questions or there's anything at all you're unclear about, don't hesitate to reach out to your manager, or you can get in touch with me directly. 

Kind regards, 

{Your name}

Email tips for employees to ace in the performance review

Subject: 💡 Tips to ace in your Performance Review session


Hello there, 

As we begin the performance review process, here are a few tips for a successful performance review session. 

  • Take note of your achievements throughout the year—  If you recorded your accomplishments as they happened, you could check through your work log document.
  • Be specific and use numbers to your advantage— For example, it is better to write "I exceeded my sales target for 2021 by 70%" than writing "I achieved tremendous results this year."
  • Provide evidence to back up your examples and statements of the result— For example, "During the second quarter, the marketing campaign I championed gained 200% more visibility than expectation."
  • Reference your job description to account for the company's objectives— For example, as a sales team member, your contribution to the company's aim will be to improve sales by a certain percent. Find the specific numbers you contributed and highlight them. 

For more tips and examples of self-evaluation questions along with their answers, click here

Don't forget, your deadline to submit the completed self-evaluation forms is {date}

If you have any questions or there's anything at all you're unclear about, don't hesitate to reach out to your manager, or you can get in touch with me directly. 

Kind regards, 

{Your name}

Email reminder for employees

Subject: ⏳ There are only [X] days left to submit your self-evaluation


Hi, {employee name} 

The performance review process is in full flow now, and we hope you found our tips helpful in completing your self-evaluation form. 

This is a friendly reminder that you have [X] days until {date} to submit your completed form to your manager. 

Performance review is an opportunity for you to show how well you've performed during the period in review, receive feedback and even compensation. Don't leave this for later, go ahead and do it now. 

Please don't hesitate to reach out if you have any concerns.

Kind regards, 

{Your name}

Email reminder for managers

Body: [X] days left for you to review employees self-evaluation 

Hi, {manager's name} 

The performance review process is in full flow now, and we hope the employees under you have begun to submit their self-evaluation forms.

This is a friendly reminder that you have [X] days until {date} to review their self-evaluation. Please schedule an appointment with the employees individually to discuss their self-evaluation performance review and meet with their team members to evaluate the employee in review directly. 

If you have any questions or there's anything at all you're unclear about, don't hesitate to get in touch with me directly. 

Kind regards, 

{Your name}.

Download free all the essential email templates for performance review 👉

What you'll get:

  • Announcement email of the performance review.
  • Reminder emails for employees & managers.
  • 360 degree feedback request email
  • Announcement email of performance rating for each employee and proposal of the new salary.
  • Official announcement email of the new salary.

How to use this template

  • ✂️
    The template is fair use for your own purposes. Feel free to copy or refer to the structure and guidelines inside.
  • 🛎
    Keep in mind that this template is not a legal document and may not take into account all relevant local or national laws.
  • 🖨
    Print out for easier handling and communication with your team.

Who this template is for

  • HR specialists who are facilitating the performance review process
  • Managers and supervisors to inform/remind employees about upcoming performance review

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