Performance
Performance Review Email Email Template
Schedule or summarize a performance review with specific feedback, goals achieved, and areas for growth.
When to use this template
You need to schedule an upcoming performance review meeting or send a written summary of the review discussion, including achievements, feedback, and goals for the next review period.
Example subject line
Your Q1 2026 Performance Review — Summary and Goals for Q2
Tips for writing this email
- Reference specific accomplishments with data — revenue generated, projects completed, customer satisfaction scores — rather than vague praise like "good job."
- Balance positive feedback with constructive growth areas using a ratio of roughly three strengths to one development area to keep the tone motivating.
- Include clearly defined goals for the next review period with measurable success criteria and deadlines so expectations are unambiguous.
- If scheduling the review, give the employee at least one week's notice and ask them to complete a self-assessment beforehand.
What to avoid
- Do not introduce surprises in a formal review — any major performance concerns should have been discussed in real-time throughout the review period.
- Avoid using vague language like "needs improvement" without specifying exactly what should improve and how success will be measured.
- Do not compare the employee to their colleagues — evaluate them against their own role expectations and previously set goals.
- Avoid scheduling the review at the end of the day on a Friday — choose a time that allows for thoughtful discussion.
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Generate This EmailFrequently Asked Questions
How should I prepare for writing a performance review?
Gather specific data points throughout the review period — project outcomes, metrics, peer feedback, and self-assessments. Avoid relying on memory alone, as recency bias leads to inaccurate reviews.
How do I give negative feedback in a performance review email?
Be specific and objective. Reference documented examples, explain the impact of the behavior, and pair each concern with a clear, actionable improvement path. Avoid personal judgments and focus on performance standards.
Should performance reviews include salary discussion?
It is better to separate them. Discussing compensation during a performance review distracts from developmental feedback. Schedule a separate conversation for salary adjustments once the review is complete.
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