The best examples of performance review email templates for employee success

Real‑world examples of performance review email templates for employee success

Let’s skip the theory and go straight to what you really need: real examples of performance review email templates for employee success you can grab, tweak, and send.

Below, each template comes with:

• When to use it
• Subject line suggestion
• Copy‑and‑paste email body
• How to customize it

Keep these as starting points, not rigid scripts. The best examples work when you adjust the tone, add real details, and speak the way you actually talk to your team.

1. Positive performance review email for a high performer

When to use it: Annual or mid‑year review for someone consistently exceeding expectations.

Subject: Performance review summary and next‑step opportunities

Email template:

Hi [Name],

I’ve completed your [year/quarter] performance review and want to start by saying thank you. Your impact this period has been significant, especially in [specific project or responsibility]. You consistently deliver high‑quality work and set a strong example for the team.

Highlights from your review:
• You exceeded expectations in [area 1] by [specific result].
• You strengthened the team by [mentoring, collaborating, sharing knowledge, etc.].
• You showed initiative in [process improvement, new idea, cross‑team work].

For the next review period, I’d like us to focus on your growth in [leadership, strategic thinking, technical depth, etc.]. I believe you’re ready for more responsibility, such as [leading a project, mentoring a new hire, owning a process].

Let’s schedule 30 minutes next week to walk through your review together, talk about your career goals, and agree on 2–3 concrete development goals for the next period. Please feel free to bring any questions, feedback, or ideas you’d like to discuss.

Thank you again for the effort and professionalism you bring every day.

Best,
[Your Name]

How to customize it: Swap in one or two very specific wins with numbers where you can: “You reduced ticket resolution time by 18%” lands much better than “You did a good job.” Research from organizations like Harvard Business School shows that specific, behavior‑based feedback supports better performance and motivation than vague praise.

This is one of the best examples of performance review email templates for employee success when you want to recognize excellence and clearly signal growth potential.

2. Solid performer: steady, reliable, and growing

When to use it: For employees who meet expectations, contribute reliably, and are building toward bigger responsibilities.

Subject: Your [year/quarter] performance review and development plan

Email template:

Hi [Name],

I’ve wrapped up your [year/quarter] performance review and want to share a summary ahead of our conversation. Overall, you consistently meet expectations in your role and are a dependable member of the team.

Strengths from this period:
• Reliable delivery on [core responsibility 1].
• Positive collaboration with [team, stakeholders, clients].
• Growth in [skill, tool, process] shown through [specific example].

Looking ahead, I’d like us to focus on a few development areas to help you continue to grow:
• Deepening your skills in [specific skill or domain].
• Taking more ownership in [project, process, client relationship].
• Building confidence in [presentations, communication, cross‑team work].

During our review discussion, we’ll translate these into a clear plan with measurable goals for the next [timeframe]. Please think about where you’d like to be in 1–2 years so we can align your development with your longer‑term career direction.

Thank you for your steady contributions this period—I appreciate the consistency and professionalism you bring to the team.

Best,
[Your Name]

This example of a performance review email template works well when you want to affirm good work without overhyping, while still making growth expectations very clear.

3. Developmental review for a struggling employee

When to use it: An employee is not meeting expectations and needs a clear, supportive improvement plan.

Subject: Your performance review and support plan

Email template:

Hi [Name],

I’ve completed your [year/quarter] performance review and want to share the summary before we meet. I know this is a serious topic, and my goal is to be direct, fair, and supportive.

Over this period, there were several areas where expectations were not met, including:
• [Area 1] – for example, [specific missed deadline, quality issue, or behavior].
• [Area 2] – for example, [specific impact on team, customer, or project].

I want to be clear that improvement is needed in these areas. At the same time, I believe progress is possible with a focused plan and regular support. During our conversation, we will:
• Review specific expectations for your role.
• Agree on 2–3 measurable goals for the next [timeframe].
• Set up regular check‑ins to track progress and address obstacles early.

I know feedback like this can be hard to hear. My intention is to help you succeed in your role, not to surprise you. Please take some time to reflect on what support or resources you feel would help you improve, and bring those ideas to our meeting.

I’ve sent a calendar invite for [date/time]. If you need to adjust the time, let me know.

Best,
[Your Name]

Managers often avoid writing messages like this, but employees consistently report that clear expectations and timely feedback help them more than silence. Guidance on effective, behavior‑focused feedback from sources like Society for Human Resource Management (SHRM) can be useful when adapting this template.

Among the best examples of performance review email templates for employee success, this one stands out because it balances honesty with a path forward.

4. Performance review email tied to a promotion

When to use it: When the review is paired with a promotion or expanded responsibilities.

Subject: Performance review and promotion to [new title]

Email template:

Hi [Name],

I’m excited to share your [year/quarter] performance review and an important next step in your career here. Based on your strong performance and impact over the past [timeframe], we’re promoting you to [new title], effective [date].

In your review, you were recognized for:
• Consistently exceeding expectations in [key responsibilities].
• Demonstrating leadership through [mentoring, project ownership, decision‑making].
• Creating positive impact in [team culture, customer satisfaction, process improvement].

With this promotion, your responsibilities will expand to include:
• [New responsibility 1].
• [New responsibility 2].
• [New responsibility 3].

During our review conversation, we’ll walk through your full evaluation, talk about support for your transition into this role, and set clear goals for your first [90 days/6 months] as [new title].

Congratulations, and thank you for the hard work that led to this step. I’m looking forward to seeing your continued growth in this new role.

Best,
[Your Name]

This is a strong example of a performance review email template that combines recognition, clarity, and future expectations—three ingredients that help employees feel both proud and focused.

5. Performance review email for remote or hybrid employees

When to use it: Your team is remote or hybrid and you want to acknowledge that context.

Subject: Your [year/quarter] performance review (remote/hybrid)

Email template:

Hi [Name],

I’ve completed your [year/quarter] performance review and wanted to share a written summary before we connect live. Working in a [remote/hybrid] setup adds a layer of complexity, and I appreciate the way you’ve managed communication, collaboration, and productivity in this environment.

Highlights from this period:
• You maintained strong results in [specific metrics or responsibilities], even while working [remote/hybrid].
• You communicated proactively through [Slack, email, video calls] to keep projects moving.
• You contributed to team cohesion by [running virtual sessions, sharing updates, supporting teammates].

For the next period, I’d like us to focus on:
• Fine‑tuning our communication rhythms (1:1s, team updates, async check‑ins).
• Supporting your work‑life boundaries so you can sustain your performance.
• Identifying any tools or resources that would make your remote work more effective.

I’ve sent a video meeting invite for [date/time] so we can go through your review together and talk about your goals for the next [timeframe]. Please let me know if you’d like to adjust the time.

Thanks again for the focus and flexibility you’ve shown this period.

Best,
[Your Name]

Given the continued rise of hybrid work in 2024–2025, this is one of the best examples of performance review email templates for employee success in distributed teams. It acknowledges context instead of pretending everyone works the same way.

6. Performance review email focusing on career development

When to use it: You want to connect the review directly to long‑term growth, not just this year’s rating.

Subject: Your performance review and career development conversation

Email template:

Hi [Name],

I’ve finished your [year/quarter] performance review, and I’d like to use our discussion not only to review the past period, but also to focus on your longer‑term career direction.

From this review, a few strengths stand out:
• [Strength 1]
• [Strength 2]
• [Strength 3]

We’ll walk through these in detail, along with any areas where expectations weren’t fully met, so you have a clear picture of where you stand today. Then, I’d like us to spend time on questions such as:
• Where do you see yourself in 2–3 years?
• Which skills or experiences do you want to build next?
• How can we shape your projects and responsibilities to support that path?

Please take a few minutes before our meeting to reflect on your career goals and what “success” looks like for you. If it helps, you can jot down notes about roles you’re curious about, skills you want to develop, or projects you’d like to try.

I’m looking forward to our conversation on [date/time].

Best,
[Your Name]

This example of a performance review email template lines up with the growing trend toward continuous development and skills‑based career paths, highlighted by research from organizations like World Economic Forum and major HR consultancies.

7. Performance review recap email after the meeting

When to use it: Right after you’ve had the live review conversation, to document agreements and keep everyone aligned.

Subject: Follow‑up from our performance review conversation

Email template:

Hi [Name],

Thanks again for the thoughtful conversation during your [year/quarter] performance review today. I appreciate your openness and the ideas you shared about your goals.

To make sure we’re aligned, here’s a quick recap of what we discussed:
• Overall performance summary: [summary of rating or overall message].
• Key strengths: [strength 1], [strength 2], [strength 3].
• Development areas: [area 1] and [area 2].
• Agreed‑upon goals for the next [timeframe]: [goal 1], [goal 2], [goal 3].
• Support/resources I’ll provide: [training, mentoring, tools, check‑ins].

We also agreed to meet every [frequency] to review progress and make adjustments as needed. I’ll send calendar invites for those check‑ins.

If I missed anything or if you have additional thoughts after reflecting, please reply and let me know.

Thanks again for the work you’ve put in this period and for partnering on your development going forward.

Best,
[Your Name]

This is one of the best examples of performance review email templates for employee success because it turns a one‑time meeting into an ongoing plan. It also creates a written record, which is helpful for both you and the employee.

How to write your own performance review emails that actually help people

Now that you’ve seen several examples of performance review email templates for employee success, let’s talk about how to write your own in a way that feels human and fair.

Start with clarity, not surprises

Employees should already have a sense of how they’re doing before the review email lands. Modern performance practices emphasize continuous feedback—short, frequent check‑ins instead of one big annual moment. That trend has accelerated in 2024–2025 as companies try to keep up with fast‑changing roles and skills.

Use your email to summarize, not to shock. If the message is a total surprise, it’s usually a sign that earlier feedback was missing.

Anchor feedback in specific behaviors

Vague comments like “You need to communicate better” don’t help anyone. Instead, point to specific, observable behaviors:

• “In the last three client demos, you clearly explained trade‑offs and answered questions calmly.”
• “When deadlines slipped on Project X and Y, updates came late, which made it hard for others to adjust.”

Behavior‑based feedback is more actionable and less likely to feel like a personal attack. Many HR and management programs, including those taught in universities like Harvard, emphasize this approach.

Balance strengths and development areas

Employees tune out when an email is all criticism or all praise. The best examples of performance review email templates for employee success:

• Name real strengths (not just “you’re great”) with examples.
• Identify one to three development areas, not a laundry list.
• Connect feedback to impact: how their work affected the team, customers, or results.

Tie feedback to clear, measurable goals

A performance review email becomes far more useful when it answers: “So what happens next?”

Good goals are:

• Specific: “Lead the Q3 launch of Feature A” instead of “Show more leadership.”
• Measurable: “Reduce average response time by 15%” instead of “Improve speed.”
• Time‑bound: “By the end of Q2” instead of “sometime soon.”

You don’t have to write formal SMART goals in the email itself, but your wording should point in that direction.

Match your tone to your culture—but stay human

Some organizations are very formal; others are chatty. Your performance review emails should feel like they belong in your company—but they should still sound like a person wrote them.

A few simple ways to keep the tone human:

• Use “I” and “we” instead of only “the company.”
• Say “thank you” where it’s genuinely earned.
• Acknowledge emotions when appropriate: “I know this feedback is hard to hear” or “I’m excited about your progress.”

2024–2025 trends shaping performance review emails

If your performance reviews still look and feel like they did in 2015, your emails will feel out of sync with how people work now. Here are a few trends to keep in mind as you adapt these examples of performance review email templates for employee success.

Continuous feedback over once‑a‑year judgment

Many companies are moving toward more frequent check‑ins and lighter‑weight reviews. Your email can:

• Reference ongoing 1:1 conversations instead of treating the review as the only source of truth.
• Emphasize next steps and learning, not just a rating.

Skills and learning at the center

Jobs are changing fast, and employees want to know which skills matter next. Consider:

• Calling out skills gained in the period (tools, technologies, leadership behaviors).
• Linking to learning resources, internal programs, or external courses.

Organizations like the U.S. Department of Labor and major universities provide guidance and resources on workforce skills and training that you can reference when building development plans.

Well‑being and workload in the conversation

Burnout has been a major topic since the pandemic, and it hasn’t magically vanished. While performance reviews aren’t therapy sessions, your email can gently open the door to talk about workload and sustainability:

“I’d also like to check in on your workload and work‑life balance to make sure your goals are ambitious but sustainable.”

Health‑oriented organizations like NIH and Mayo Clinic offer guidance on recognizing and managing stress, which can inform how you discuss well‑being in performance conversations.

FAQ: Short answers about performance review emails

What are some good examples of performance review email templates for employee success?

Good examples include:

• A high‑performer email that highlights specific wins and proposes new responsibilities.
• A solid performer email that affirms reliability and outlines 2–3 growth areas.
• A developmental email for a struggling employee that clearly states gaps and offers a support plan.
• A promotion‑linked email that connects strong performance to a new title and responsibilities.
• A remote/hybrid email that acknowledges context and focuses on communication and outcomes.

The templates earlier in this article give you a detailed example of each.

How long should a performance review email be?

Aim for something your employee can read in a few minutes: usually 2–5 short paragraphs, or a bit longer if you’re summarizing a complex role. The email should give a clear headline (“You’re exceeding expectations,” “You’re on track,” or “Improvement is needed”) plus key examples and next steps. The deeper discussion should happen in your live conversation, not in a novel‑length email.

Should I send the full review document in the email?

If your company uses a formal system, it’s common to attach or link the full review and use the email to summarize the main points. The email sets the tone and helps the employee understand what to expect in your meeting.

How formal should the tone be?

Match your company’s culture, but lean toward clear, respectful, and conversational. Overly stiff language can make feedback feel colder than you intend. The best examples of performance review email templates for employee success use plain language, specific examples, and a tone that sounds like a thoughtful manager—not a legal memo.

Can I reuse the same template for everyone?

You can absolutely reuse the structure, but you should personalize:

• The specific examples you mention.
• The strengths and development areas.
• The goals and next steps.

Employees can spot copy‑paste language instantly. A few sentences that clearly apply only to them make a big difference in how the review feels.

When you combine these principles with the real examples of performance review email templates for employee success above, you end up with messages that do more than check a box. They help people understand where they stand, see a path forward, and feel like their manager is actually on their side.