10 Examples of Performance Appraisal Email to Manager Sample for Effective Feedback Communication

Are you dreading the annual performance appraisal process? Well, you’re not alone! Most people feel like it’s a daunting task to write an email to their manager for their appraisal. However, with the right mindset and a little bit of guidance, you can turn this process into a valuable opportunity for growth and development.

To help you out, we’ve compiled some performance appraisal email examples that you can edit and customize to fit your needs. These templates will not only save you time and effort but also give you a framework to structure your thoughts and communicate effectively with your manager.

Whether it’s highlighting your accomplishments, discussing areas of improvement, or setting goals for the upcoming year, these performance appraisal email templates have got you covered. So, don’t feel overwhelmed by this process anymore, grab a cup of coffee, and let’s get started!

Remember, these examples are simply a starting point. Feel free to tweak and adjust them to your specific situation and needs. The key is to communicate clearly, concisely, and professionally with your manager.

With these templates in hand, you can approach your performance appraisal with confidence and make the most of this valuable opportunity to grow and develop in your career.

The Optimal Structure for a Performance Appraisal Email to Your Manager

As an employee, one of the most critical activities you have to engage in is setting goals and appraising your performance regularly. Your performance appraisal helps you track your progress, identify your strengths and weaknesses, and keep you accountable for your responsibilities and tasks. Writing a performance appraisal email to your manager is a crucial step in this process. Here are some tips on the best structure for a performance appraisal email:

1. Be Direct and Clear

As with any professional email, it’s essential to keep the message direct and straightforward. Don’t beat around the bush or try to use big words or complicated sentences to impress your manager. Instead, start with a clear subject line that captures the main idea of the email. For instance, ‘Self-Assessment and Performance Review Request.’

2. Highlight What You Have Achieved So Far

One of the essential components of a performance appraisal email is reflecting on your achievements. Be specific about what you have accomplished, the contribution you have made to the team or organization, and how your work has aligned with the company’s goals and objectives.

3. Discuss Areas that Need Improvement

While it’s vital to highlight your successes, it’s also crucial to identify areas that need improvement. Let your manager know where you believe you could have done better or areas where you require additional training or support. This shows that you are committed to self-improvement, and you are open to feedback.

4. Set Goals for the Upcoming Evaluation Period

Setting goals for the evaluation period is crucial in ensuring that you remain focused and motivated. Ensure that your goals are specific, measurable, achievable, relevant, and time-bound. This makes it easier for you and your manager to track your progress and determine if you are meeting the set objectives.

5. Request a Meeting to Discuss the Appraisal

Finally, request to meet with your manager to discuss the appraisal. This meeting provides an opportunity for you to seek clarification on any feedback given, ask for additional support or resources to help you achieve your goals for the upcoming evaluation period. Ensure that you schedule the meeting at least a week in advance to allow your manager time to review your performance appraisal email and prepare for the meeting.

In conclusion, writing a performance appraisal email to your manager requires a clear and concise structure that reflects your achievements, areas for improvement, and goals for the upcoming evaluation period. Following these tips will ensure that your email is effective in communicating your progress and your commitment to self-improvement.

Sample Performance Appraisal Emails to Manager for Different Reasons

Employee Promotion

Dear [Manager’s Name],

I am writing to you to recommend [Employee’s Name] for promotion. I believe [employee] possesses the necessary skills, knowledge, and expertise to take on a higher role and perform the job responsibilities efficiently.

[Employee] consistently exceeds expectations and goes beyond what is required of their current position. They have shown exceptional performance in the areas of [insert specific job responsibilities, goals achieved and skills used]. Their work has been consistently delivered with accuracy, attention to detail and a high level of professionalism.

Promoting [employee] will not only reward for their hard work but also provide the opportunity to use their skills and knowledge in a more challenging role. I have no doubt that [employee] will excel and be an asset to the company in this new position.

Thank you for your consideration.

Best regards,

[Your Name]

Employee Performance Improvement

Dear [Manager’s Name],

I would like to bring to your attention the need for performance improvement in the case of [Employee’s name]. While I know that this matter calls for sensitivity, we must ensure we are meeting the required standards.

As we understand, every employee’s weakness requires pin-pointed observation. In the case of [Employee], I have observed issues with [insert specific areas where they fall short]. The impact of these shortcomings and their negative consequences have [illustrate the adverse effects; e.g., slowing down of team progress, lower customer satisfaction rate, etc.]

I suggest that we offer [employee] additional support and resources to help them better their performance. This could include additional training, mentoring or guidance or setting clear objectives with our employee performance management software. I believe that with these tools at [employee] disposal, and our active involvement, they can improve their performance significantly.

Thank you, and I appreciate your attention to this matter.


[Your Name]

Employee Responsibilities Realignment

Dear [Manager’s Name],

I am writing to you to request a review of [Employee’s Name] current job responsibilities. Based on my observation and discussion with them, I believe that [employee] would benefit from realignment of their duties to align with their strengths and interests.

[Employee] has shown excellent performance in [insert skills, knowledge and capabilities that they shine on]. At the same time, I noticed that they struggle with tasks related to [insert job responsibilities where they struggle]. I believe a realignment will allow us to maximize [employee] talent and strengths while still accommodating our business needs.

If possible, I suggest that you explore the possibility of re-allocating some of the [insert job responsibilities] to another team member and adding responsibilities related to [insert job-related duties and tasks where employee has shown excellence] to [employee] role. This way, our team will have a more focused direction and high productivity.

Thank you for your time and consideration.


[Your Name]

Employee Recognition/ Appreciation

Dear [Manager’s Name],

I am writing to express my appreciation for the hard work and dedication [Employee’s Name] has displayed in their job responsibilities. I have been impressed with [employee] consistent performance and innovative ideas that have [insert contribution and achievements that they make and the positive impact it has had on the company].

[Employee] is a valuable asset to the team and this company. Their positive attitude, reliability, and ability to work in a team have been exemplary. Even in difficult situations, they have shown professionalism and effectiveness.

I recommend that you join me in recognizing their handwork and contribution to the company. A formal appreciation letter or perhaps an opportunity to host a private event with other team members would be an excellent gesture to show our gratitude.

Thank you and sincerely,

[Your Name]

Employee Resignation

Dear [Manager’s Name],

It is with deep regret that I am writing to inform you that [Employee’s Name] has resigned from their position at [company name]. [Employee] has been an exceptional member of our team and has significantly contributed to our growth and success.

[Employee] personal reasons lead to this decision, and we must respect it. Their departure is a great loss for our company. They played a vital role in [insert significant projects and initiatives they took part in and the result].

I recommend that we acknowledge and show appreciation for [employee] contribution and relay our best wishes as they move on to new opportunities. A farewell message or holding a private event can convey our gratitude and respect towards [employee].

Please keep me apprised should you have any questions or concerns.


[Your Name]

Employee Training and Development

Dear [Manager’ Name],

I am writing to request your support for [Employee’s Name] training and development needs to improve their job performance. As we know, learning and development are crucial for employees to have a high level of performance and boost their confidence.

[Employee] knowledge and abilities can be enhanced through training and development in the areas of [insert specific job-related skills or knowledge of the industry and product]. With the company’s future needs in mind, it would be best if [employee] had access to training and mentorship on [insert specific skills, knowledge that require development].

I recommend that [employee] take the [insert training course or specific learning resource] course to develop their abilities further. With your approval, I can make arrangements for [employee] to participate in the course.

Thank you and best regards,

[Your Name]

Employee Disciplinary Action

Dear [Manager’s Name],

I am writing to inform you of issues that need addressing in regards to [Employee’s Name] behavior in the workplace. Specifically, [insert the undesirable behavior that the employee engaged in, e.g., lack of punctuality, attitude problems, lack of attention to work, breaking company regulations].

[Employee] actions have impacted on team productivity, and we must take strict action to rectify the situation. I recommend a verbal warning or a meeting with HR, followed by a written warning to be issued. As part of the disciplinary process, [employee] must be given clear feedback on what they need to improve on and offer appropriate support to help them achieve this.

Please contact me if you need any further information, and I look forward to your swift action to address this issue.


[Your Name]

Tips for Writing a Performance Appraisal Email to Your Manager

Writing a performance appraisal email to your manager can be a daunting task, especially if you’re unsure of what to include. In this article, we’ll provide you with some tips and tricks to help you compose a comprehensive and effective email that highlights your achievements and contributions over the past year.

Be Specific

When it comes to performance appraisals, managers want to see concrete examples of your accomplishments, rather than vague generalizations. Therefore, it’s important to include specific details about what you achieved, how you achieved it, and what impact it had on the company. For example, instead of saying “I improved sales this year,” you could say “I increased sales by 20% by implementing a new marketing strategy that targeted our top-performing customers.”

Focus on the Positive

While it’s important to provide feedback on areas where you need to improve, your performance appraisal email should primarily focus on your strengths and accomplishments. Be sure to highlight the positive impact that your contributions have had on the company and the value that you bring to the team. This will help to reinforce your value to the company and position you for future growth opportunities.

Use Data and Metrics

Using data and metrics to support your claims is an effective way to add credibility to your performance appraisal email. Be sure to include any relevant statistics that demonstrate the success of your initiatives. This could include things like revenue generated, sales increase, cost savings, or time saved. Additionally, if you’ve received any awards or recognition for your work, be sure to include these as well.

Be Concise

While it’s important to provide enough detail to support your achievements and contributions, it’s also important to be concise in your email. You want to make sure that your email is easy to read and not overwhelming for your manager. Keep your email to a maximum of two pages and use bullet points or subheadings to break up the text and make it more digestible.

End on a Positive Note

Finally, it’s important to end your performance appraisal email on a positive note. Thank your manager for their time and consideration, and express your enthusiasm for your role and your commitment to the company. This will leave a lasting impression and show your manager that you are invested in your role and the success of the company.

Performance Appraisal Email to Manager

What is a performance appraisal?

A performance appraisal is a process used by organizations to evaluate employee job performance and provide feedback to the employees on how well they are doing and where they can improve in their job.

What is the purpose of a performance appraisal?

The purpose of a performance appraisal is to assess employee performance, identify areas of improvement, set goals for the employee’s career development, and provide feedback to the employee to improve their job performance.

How often should performance appraisals be conducted?

Performance appraisals should be conducted annually, or more frequently if needed, to ensure that employees receive regular feedback on their job performance and have the opportunity to discuss their career goals with management.

What does a performance appraisal email to a manager typically include?

A performance appraisal email to a manager typically includes an introduction to the process, a summary of the employee’s strengths and weaknesses, an assessment of the employee’s job performance, and suggestions for areas of improvement.

What should I do if I disagree with the feedback provided in my performance appraisal email?

If you disagree with the feedback provided in your performance appraisal email, you should discuss your concerns with your manager and provide evidence to support your position. This will help you work collaboratively with your manager to find a way to improve your job performance.

How can I prepare for my performance appraisal meeting with my manager?

You can prepare for your performance appraisal meeting with your manager by reviewing your job description, your past performance appraisals, and your performance goals. You should also be ready to discuss any challenges you have faced and how you have addressed them.

What is the role of the manager in the performance appraisal process?

The role of the manager in the performance appraisal process is to provide feedback to employees on their job performance and to help employees identify areas of improvement. The manager should also provide guidance and support to help the employee achieve their career goals.

What should I do if I receive a negative performance appraisal?

If you receive a negative performance appraisal, you should take the feedback seriously and work with your manager to develop a plan to improve your job performance. You should also ask for specific examples of how you can improve and set realistic goals for your performance in the future.

What are some best practices for conducting a performance appraisal?

Some best practices for conducting a performance appraisal include setting clear performance expectations, providing regular feedback to employees throughout the year, using objective performance measures, and focusing on employee development and career goals.

Thanks for Reading!

We hope this performance appraisal email to manager sample has been helpful for you in writing your own. Remember that appraisals can be nerve-wracking, but they are also a valuable opportunity to reflect on your accomplishments and set goals for the future. If you need any further advice or assistance, feel free to visit our website again later. Good luck!