Sample Employee Evaluation Email: Tips On How To Evaluate Your Employees Effectively

Are you tired of struggling to construct the perfect employee evaluation email? Look no further because we’ve got you covered. In this article, we provide employee evaluation email samples that can be tailored to your specific needs. These samples will save you time and effort, and you can customize them as needed to best suit your organization’s culture and goals. With our easy-to-follow templates, you’ll be able to submit employee evaluations that are both professional and effective. So, let’s dive in and take a closer look at some examples that can help streamline your evaluation process and empower you with the tools to recognize and reward your employees.

The Best Structure for Employee Evaluation Email Sample

Providing constructive feedback to employees can be a challenging task, yet it is an important part of ensuring that your team meets its goals and objectives. But how can you structure your employee evaluation email in a way that is clear, concise, and enables the employee to understand their strengths and weaknesses?

Step 1: The Opening

Begin your employee evaluation email by thanking the employee for their hard work and contributions to the team. This shows appreciation and sets a positive tone for the rest of the evaluation. It is also important to state the purpose of the evaluation and what you hope to achieve from it, such as improved performance or better communication.

Step 2: Areas of Improvement

The bulk of the evaluation should focus on areas where the employee can improve. Use concrete examples to illustrate your points, such as instances where the employee could have communicated better or showed initiative. Be specific with your feedback and provide actionable steps that the employee can take to improve their performance. This can include goals for the employee to work towards, training opportunities, or areas where they can seek mentoring or coaching.

Step 3: Acknowledge Strengths

While the evaluation should focus on areas where the employee can improve, it is also important to acknowledge their strengths. Be specific with your feedback and provide examples of where the employee excels. Highlighting the employee’s strengths can help to boost their morale and confidence, which is important for continued growth and development.

Step 4: Closing Remarks

End the employee evaluation email with positive and encouraging remarks. Reiterate your appreciation for their hard work, and encourage them to continue to strive for improvement and growth. This can also be a good opportunity to ask the employee for their input or feedback on how the team can work together more effectively.

Overall, the best structure for employee evaluation email sample combines a positive and encouraging tone with constructive feedback that is clear, specific, and actionable. By following these steps, you can help to ensure that your employees feel valued and motivated to continue to grow and develop professionally.

Employee Evaluation Email Samples

Outstanding Performance Recognition

Dear [Employee Name],

I am writing to express my sincere appreciation for your outstanding performance during the last quarter. Your dedication, hard work, and exceptional skills have been noticed and truly made a positive difference not only in your team but also in the overall company’s success.

Your professionalism, positive attitude, and willingness to go above and beyond expectations have not gone unnoticed. You consistently exceed your targets, demonstrate excellent leadership skills, and provide exceptional customer service, setting a great example for your colleagues.

Thank you for your commitment and hard work. Keep up the excellent work and continue to inspire others around you.


[Your Name]

Improvement Feedback

Dear [Employee Name],

I wanted to provide you with some feedback to help you improve and become an even more valuable member of our team. While you’re doing a good job overall, there are some areas where I think you could improve.

Firstly, I noticed that you sometimes struggle with meeting deadlines. To help you improve your time-management skills, I encourage you to prioritize your tasks, set realistic deadlines, and communicate with your team members if you foresee any delays.

Secondly, your communication with colleagues and customers sometimes lacks clarity and professionalism. I suggest practicing active listening, asking questions to clarify misunderstandings, and always maintaining a positive and professional tone in your communication.

I believe that with some focused effort and training in these areas, you can significantly improve your performance. I appreciate your hard work and dedication and look forward to seeing your progress.


[Your Name]

Promotion Recommendation

Dear [Employee Name],

I am writing to recommend you for a promotion to a higher role in our company. Your hard work, dedication, and exceptional skills have truly impressed me and made a positive impact on our team.

You have consistently exceeded your targets and demonstrated excellent leadership skills by providing guidance and support to your team members. Your exceptional problem-solving skills and attention to detail have resulted in significant cost savings for the company.

I believe that you are ready for a higher role where you can further utilize your skills and contribute even more to our company’s success. I strongly recommend you for this promotion, and I am confident that you will excel in your new role.

Thank you for your hard work and dedication. I wish you all the best in your future endeavors.

Best regards,

[Your Name]

Behavior Concerns Feedback

Dear [Employee Name],

I am writing to discuss some concerns I have regarding your behavior at work. Recently, I have noticed some behavior that is not in line with our company’s values and expectations.

Specifically, I have received reports from team members that you have been consistently arriving late to meetings and not completing tasks on time. Additionally, there have been instances where your communication with your colleagues has been unprofessional and inappropriate, resulting in conflicts and misunderstandings.

I would like to address these concerns with you and work together to find a solution that will help you improve and align your behavior with our company’s values. I encourage you to take a step back and assess your behavior and its impact on others. This will help you develop a plan of action to address these concerns and improve your behavior in the workplace.

Thank you for taking the time to discuss these matters with me. I look forward to hearing your thoughts on how we can work together to improve the situation.


[Your Name]

Performance Improvement Plan

Dear [Employee Name],

It is with regret that I am writing to inform you that your current performance is not meeting our expectations. As your manager, it is my responsibility to provide you with feedback and support to help you improve your performance.

Going forward, I would like to put you on a Performance Improvement Plan (PIP) to help address the areas where you need improvement. The PIP will outline specific goals, expectations, and a timeline for you to meet these targets. I encourage you to take this plan seriously and work diligently to meet the goals outlined in it.

The purpose of this PIP is to provide you with a clear path towards improving your performance and reaching your full potential. I am confident that with hard work, dedication, and the support of the team, you can meet the expectations that are required of you.

Thank you for your commitment and hard work. I look forward to working with you to help you meet these goals and improve your performance.


[Your Name]

Training Opportunity Recommendation

Dear [Employee Name],

I am writing to recommend you for a new training opportunity that I believe will help you grow and develop your skills further. The training program will offer comprehensive training on the latest industry trends and skills required to excel in your role.

Your current skills and knowledge make you a valuable employee, and I believe that this training program will take your performance to the next level. The knowledge and skills acquired in this training will not only benefit your current role but also help you advance in your career.

I highly encourage you to pursue this opportunity and make the most of it. Please feel free to discuss the training program further with me to help determine if it is the right fit for you.

Best regards,

[Your Name]

Contract Extension Notification

Dear [Employee Name],

I am pleased to inform you that your employment contract with our company has been extended for another year. Your hard work, dedication, and exceptional skills have been a significant contribution to the success of our team and company.

Your commitment to your job and willingness to take on new projects and initiatives have been noticed and appreciated. I am confident that you will continue to make positive contributions to our team and company in the coming year.

Thank you for your hard work and dedication. I look forward to continuing our successful collaboration in the future.


[Your Name]

Tips for Employee Evaluation Email Sample

Employee evaluation emails are crucial for organizations to provide feedback to their employees. Here are some tips to make this process as efficient and productive as possible:

  • Be specific and objective in conveying the feedback: The best way to deliver an employee evaluation is to present facts and figures to establish the foundation of your evaluation. It would be helpful to mention specific accomplishments of the employee, including metrics and KPIs that demonstrate their success in the job. This helps the employee to understand what they are doing right and encourages them to continue their good performance.

  • Point out areas of improvement: While it’s important to highlight the good work an employee has done, it’s equally crucial to point out areas that they need to improve upon. However, be sure to deliver these criticisms in a constructive and non-threatening way. This will help your employees to understand that you’re providing feedback to improve their performance, not to scold them.

  • Use an employee evaluation email template: To ensure consistency, it’s a good idea to use a well-structured template that includes all relevant points. It saves time and guides the process, making sure you don’t miss out on anything. You can customize the content and tailor it based on the employee’s specific situation.

  • Be empathetic while providing feedback: The success of an employee evaluation process is reliant on how the feedback is delivered. It’s important to empathize with the employee and understand their perspective. Take the time to listen to their viewpoint and feelings on the feedback offered and try to work through their concerns together.

  • Create an action plan: Once the employee evaluation email has been sent, follow it up with an action plan. Explain to the employee the steps they need to take to improve their performance and the support you’ll provide them to attain their goals. This helps the employee to understand what is expected of them and gives them a roadmap to follow to improve their performance.

In conclusion, employee evaluation emails are a critical aspect of any organization. By providing feedback in a specific, objective, and empathetic way, you can help your employees perform at their best while maintaining positive relationships with them. Utilize templates and action plans to make the process clear and concise, and to help the employee work through their shortcomings.

FAQs related to Employee Evaluation Email Sample

What is an employee evaluation email?

An employee evaluation email is a document that provides a summarized evaluation of an employee’s performance over a specific period, usually a year. Employers use this email to provide objective feedback on the employee’s performance, highlight areas of improvement and set new goals for the upcoming year.

Who should receive an employee evaluation email?

All employees should receive an annual evaluation email, regardless of their job position or responsibilities. This will help both the employer and employee to keep track of the employee’s performance and identify areas that need improvement.

What should be included in an employee evaluation email?

Employee evaluation emails should include an overview of the employee’s past performance, achievements, challenges, areas of improvement, and a plan for future goals and targets. Additionally, it should also include a constructive feedback, suggestions for career development and an opportunity for the employee to respond.

When should an employee evaluation email be sent?

Employers should send an employee evaluation email once a year, typically at the end of the company’s fiscal year.

How long should an employee evaluation email be?

An employee evaluation email should be concise and to the point, typically no longer than one or two pages.

How should an employee evaluation email be structured?

An employee evaluation email should follow a logical structure that includes an introduction, a summary of the employee’s performance, areas of improvement, and next steps. Additionally, it should also include an opportunity for the employee to respond and discuss the evaluation with their manager.

What is the purpose of an employee evaluation email?

The purpose of an employee evaluation email is to provide feedback and guidance to an employee, which will help them improve their performance, set new goals, and enhance their career growth. Additionally, it also helps the employer to identify areas where the organization needs to improve and make appropriate changes.

How should an employee respond to an evaluation email?

An employee should review the evaluation email carefully and professionally respond to any feedback received. It is important to discuss any concerns or questions openly with their manager and set new goals for the upcoming year.

What should an employee do if they disagree with their evaluation?

If an employee disagrees with the evaluation they received, they should discuss their concerns with their manager and provide evidence or documents to support their position. It is essential to remain calm, open, and professional during such conversations.

Thanks for Reading!

Well done, you made it to the end of our employee evaluation email sample article! Now, it’s time for you to put these tips into practice and create a valuable evaluation email for your employees. Remember to keep it simple, clear, and constructive! Also, make sure to visit our blog again for more exciting and realistic tips about workplace communication. See you soon!