Performance evaluations give managers and staff members a structured opportunity to review progress to goals, reflect, share feedback, and discuss next steps.
Use the performance review email template below to kick off your performance evaluation cycle. The template can help you:
- communicate the purpose of performance evaluations
- reiterate how staff performance will be evaluated
- share specific deadlines, and
- clarify how managers and staff should approach evaluation conversations.
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Sample Performance Review Email Template
Hi everyone,
I’m excited to announce our [new/annual] performance evaluation process. Evaluations are part of our ongoing effort to grow our impact, support staff development, and promote fairness and transparency. Here’s what you need to know:
Each year in December and January, all staff go through the process, which includes a self-evaluation and manager’s evaluation of how well they met expectations (outcomes and core competencies) for the previous year.
Performance assessments focus on the bigger picture of your performance: the “what” (how successful you were at meeting your goals and what results you delivered) and the “how” (the skills, mindsets, and values you used to get there). They are an opportunity for self-reflection, feedback, and getting aligned with your manager on next steps and expectations for the coming year.
We hope this process provides:
- Clarity about opportunities for development and advancement
- An opportunity for managers and staff to deepen alignment around expectations
- Insight for leadership on how we’re doing as a team toward meeting our mission and goals
Here is the general timeline:
- December 15: Evaluation forms will be available to everyone. If you have any questions about the form, ask your manager or contact HR.
- January 15: Deadline for all evaluations (including self-evaluations). Managers should fill out their evaluations before reviewing self-evaluations. We also recommend setting aside ample time to get input from others to inform your evaluation.
- January 31: Deadline for holding evaluation discussion meetings and sending completed forms to HR.
Other things to keep in mind:
- If you manage someone, your manager will reach out to your direct report(s) to get feedback.
- While we want to have things on paper, we want you to focus on the conversation. Use your evaluation discussion meeting to reflect, share feedback, and look ahead.
If you have any questions, concerns, or feedback, you can direct them to your manager or get in touch with me directly.
Best,
[Name]
Frequently Asked Questions About Launching a Performance Review Cycle
Why Should I Announce the Performance Evaluation Process In Advance?
Announcing the performance review process in advance gives managers and staff ample time to prepare for evaluation conversations. After your email announcement, managers and staff should review the process together during a 1-1 check-in. They should:
- Review the Performance Evaluation Form Template.
- Align on the goal of performance evaluations.
- Agree on a deadline to share completed evaluation forms with each other.
- Schedule the evaluation conversation.
Managers should understand your organization’s performance evaluation system ahead of time so they can answer any clarifying questions their direct reports have. Proactive communication also signals that performance evaluations are a priority. Model this in the email by noting organization-wide work that you will minimize or pause during evaluation season (e.g., new initiatives, etc.). Advise managers to make space in their direct reports’ work plans for evaluations, rather than adding it on top of work they’re already doing.
What Are the Key Components of a Performance Review Kickoff Email?
Your email should include the purpose of performance evaluations, guidelines for how managers and staff should approach evaluation conversations, the timeline, and any logistics. Tailor the following suggestions to your organization:
1. Purpose
Why are performance evaluations important? Here are some reasons you can share:
- Impact: To make sure you have the results needed to drive your mission.
- Growth: To invest in your team through feedback, reflection, and direct communication.
- Equity: To mitigate bias and increase two-way accountability between managers and staff.
2. Approach
- What criteria will be used to measure employee performance?
- Should managers and staff focus their energy on the form or the evaluation conversation? How long do you expect staff to spend on the self-assessment?
- Has anything changed compared to last year’s evaluation process?
- Will managers solicit feedback from their direct reports’ colleagues? Will the manager’s manager solicit skip-level feedback?
3. Timeline
- When will the performance evaluation form be available? If it’s already finalized, include it in the email.
- When should evaluation forms be completed?
- When should managers and staff conduct evaluation conversations?
4. Logistics
- Where can staff find the performance evaluation form?
- How should managers and staff submit the finalized forms?
- Who can they go to for questions?
When Should I Kick Off the Performance Evaluation Process?
Inform all staff at least six weeks before evaluations are due.
Since performance evaluations often go hand-in-hand with promotion decisions and raises, we recommend aligning the evaluation timeline with your fiscal year. You may also conduct mid-year evaluations to check in on progress partway through the year.
Who should send the performance review process email announcement?
Your Head of HR, Chief of Staff, Executive Director, or CEO should send this email to all staff members. This person should also be the overall owner of your organization’s performance review process.
How can managers prepare for performance evaluation season?
- Read our Eight-Step Guide to Performance Evaluations. Share it with managers conducting evaluations for the first time.
- Practice giving different types of feedback (positive, developmental, or corrective) with this small group exercise for managers.
- Managers should gather input from other team members on their direct reports’ performance. You can adapt this sample email template to solicit others’ feedback.
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