An Appraisal Letter is a formal document that gives an appraisal of the employee's job performance. It is one comprehensive report which tries to sum up the employee's strengths, achievements, and areas for improvement. This letter is usually submitted to an employee after a performance review. It acts in both ways: as appreciation for an employee's contributions and as a guide that could be useful for further development.
Tips to write an effective Appraisal Letter
Writing an effective Appraisal Letter requires a balance of constructive feedback, recognition, and goal-setting.
Here are some key tips to help you create an impactful appraisal letter:
Be Specific and Clear : Provide clear and specific examples of the employee's strengths and achievements.
Use a Positive Tone: Even when discussing areas of improvement, ensure the tone is constructive and encouraging.
Balance Praise: What was achieved in performance, and what are the places of excellence, but also say the places of failure, talking to how much you care for the development of the employee.
Acknowledge Challenges and Context: If the employee faced challenges (e.g., heavy workload, organizational changes), acknowledge them in the letter.
Feedback: It should be employee-specific constructive feedback and must act as a guide for future reference so that they know what exactly needs to be worked upon.
Sample of Employee Appraisal Email
1. Appraisal Letter for Salary Increase
Subject: Congratulations on Your Well Earned Raise! Dear [Employee Name], We are delighted to inform you that after conducting a review of your performance over the course of the past year, management has decided to award you a salary increase of [Amount], effective date [Date]. We appreciate the valuable contributions you have made for the company and your diligent work. END. This is a reflection of your quality performance, and we are definitely positive that you would be on the same trajectory for the next year as well. Below find your revised compensation package details: Revised Compensation Package: Salary: [New Amount] Other Benefits: [List other benefits if any] Commencement Date: [Date] We are very much looking forward to continuing the journey of work with you and seeing your growth going forward in the organization. Feel free to reach out to [HR Team/Manager] if any questions arise. Thank you for the wonderful contributions made, and let's celebrate this achievement. Best regards, [Your Name] [Your Position] [Company Name]
2. Appraisal Letter with Promotion and Raise
Subject: A Big Congratulations – Promotion and Raise! ???? Dear [Employee Name], We are pleased to inform that you have been promoted to the position of [New Position] and along with that, a salary increase of [Amount] effective from [Date]. We have reviewed your performance for the last calendar year and are extremely happy and pleased with the value added by you to the team and the organization. Compensation Details- Revised: New Job/Designation: [New Job] New Salary: [Dollar Amount] Date: [Date] Other Benefits/Privileges: [Other benefits] I would like to take this moment as an opportunity to thank you for your dedication, initiative, and leadership that has and is evident during your entire tenure. We shall be expecting much more from you in your new role and are sure that we can definitely count on you to continue delivering excellent results for us. Thanks for holding the terrific performance and for actually promoting company growth. Do not hesitate to contact the [HR Team/Manager] if you have any questions in regard to your new position or compensation package. Congratulations once more! We truly look forward to your continued success with us. Best regards, [Your Name] [Your Position] [Company Name]
3. Appraisal Letter with General Recognition and Raise
Subject: Performance Appraisal – Raise Announcement Dear [Employee Name], Management is pleased to announce an increase in your salary of [Amount], effective [Date], after considering the entire performance and achievements over the past year. This increase is based on the management's appreciation for your diligent efforts and work commitment in contributing to the growth of the company. New Compensation Details: New Salary: [Amount] Effective Date: [Date] We really hope that you will keep delivering the amazing quality of work and appreciate the value you add to the team. If any questions or concerns arise due to this change, don't hesitate to reach out to the [HR Team/Manager]. Thanks once again for all your efforts. Congratulations and we await your continued success. Best regards, [Your Name] [Your Position] [Company Name]
4. Letter of Appraisal on Excellent Performance with Raise
Subject: Your Performance Appraisal - A Well-Deserved Raise Dear [Employee Name], We are pleased to notify you that, following a detailed evaluation of your performance over the past one year, management has decided to give you a raise of [Amount], which will be effective from [Date]. It is basically in appreciation of exceptional performances done so far and commitment to your job and the company. Particulars of Your Increased Salary New Salary: [Amount] Date of New Salary: [Date] Other Benefits: [Incorporate other benefits, if applicable] You have just been exemplary and always delivered more than expected, contributing significantly to the success of our team. We expect even better performance and more so going forward. Please do not hesitate to contact [HR Team/Manager] if you would like some clarification regarding any of the matters mentioned above. Congratulations once again on this recognition, and we wish for your continued success at [Company Name]. Best regards, [Your Name] [Your Position] [Company Name]
5. Basic Raise Notice with Congratulations
Subject: Congratulations - Your Salary Raise ???? Dear [Employee Name], We are pleased to inform you that, in appreciation of your excellent performance, the management has reviewed and decided on a salary increase for you at [Amount] effective from [Date]. A token of appreciation for your value addition and hard work. Salary Information Change Current Pay : [Amount] Effective Date: [Date] Once again, thank you for your commitment, and we look forward to even greater performance from you in the near future. Please do not hesitate to reach out to [HR Team/Manager] if you have any questions or concerns. Once again, thank you and congratulations on your achievement! Best regards, [Your Name] [Your Position] [Company Name]
What to Include in Your Email
• Subject line: Grab attention with a clear subject like “Meet [Employee Name], Our New [Job Title]!”
• Greeting: Open with a friendly greeting.
• Introduction: Name, position, and department.
• Background: Experience and notable skills.
• Responsibilities: Overview of their role.
• Personal Details: Optional hobbies/interests.
• Contact Info: Provide their email/phone.
• Start Date/Location: Include relevant info.
• Team Introduction: Encourage interaction.
• Closing: Express excitement and offer support.