A performance review should give employees an accurate assessment of their work and a clear understanding of what is expected moving forward. An overall rating tells only part of the story. Specific examples help employees understand where they are performing well and what needs to improve.
The challenge is translating a manager’s observations into feedback that accurately reflects the employee’s performance. General comments such as “great team player” or “needs to communicate better” do not explain what the employee has done well or where improvement is needed. Describing specific contributions or concerns gives employees a better understanding of their performance and makes the review more meaningful.
How to Write a Performance Review for an Employee
A performance review should reflect how well an employee has met the expectations of their role throughout the review period. Reviewing completed assignments and notes from previous conversations helps managers prepare an assessment supported by specific examples.
Those examples should explain what the employee did well and where improvement is needed. Positive feedback should describe the value of the employee’s contribution. Feedback about a performance issue should explain what needs to change and establish an achievable goal for improvement.
The sample comments below offer a starting point for writing that feedback. Adapt the language to reflect the employee’s work and the responsibilities of their position.
Performance Review Examples for Employee Strengths
Specific recognition helps employees understand which aspects of their work are most valuable. It also provides managers an opportunity to acknowledge contributions that might not have received attention during a busy year.
Quality of Work
Rather than saying an employee “does good work,” describe how the accuracy or consistency of their work contributed to a successful outcome. A specific example gives the employee a better understanding of what they did well.
Example: “Your monthly financial reports were consistently accurate and submitted before the deadline. This gave leadership additional time to review results before each planning meeting.”
Another example: “Your review of client files identified missing information before final approval. This reduced the need for revisions and helped the team complete assignments on schedule.”
Communication and Teamwork
Feedback about communication is most useful when it explains how the employee kept others informed or helped colleagues complete their responsibilities. Specific examples give substance to a general comment such as “works well with others.”
Example: “During the transition to the new scheduling system, you helped coworkers learn the process and resolve questions as they arose. Your involvement helped the department maintain coverage while employees adjusted to the change.”
Another example: “Your regular project updates kept clients informed about progress and upcoming deadlines. Several clients specifically recognized your responsiveness and appreciated knowing what to expect throughout the project.”
Initiative
Recognizing initiative requires more explanation than saying an employee “goes above and beyond.” Describe the issue they identified and the steps they took to address it.
Example: “You identified a recurring billing error and worked with the accounting team to correct the underlying process. Since that change, the team has received fewer calls about incorrect invoices.”
Dependability
Comments about dependability should reflect how consistently an employee fulfills their responsibilities. Explain how their follow-through contributes to the team’s ability to complete its work.
Example: “You consistently met project deadlines throughout the year, including during the increased workload in the second quarter. When priorities changed, you confirmed revised timelines early enough for the team to adjust its schedule.”
Performance Review Examples for Areas of Improvement
Feedback about a concern should explain the difference between the employee’s performance and the expectations of the role. Focusing on specific behavior keeps the discussion professional and gives the employee a reasonable basis for making improvements.Meeting Deadlines
A comment such as “needs better time management” does not identify which responsibilities require attention. Refer to the missed deadlines and explain how future assignments will be evaluated.
Example: “Three of your last six monthly reports were submitted after the agreed deadline, delaying the department’s review. During the next quarter, reports are expected by the fifth business day of each month. Please discuss any anticipated delay with me before the due date so we can address the issue. We will review progress during our monthly meetings.”
Quality and Accuracy
Employees need more direction than a request to “be more careful.” Identifying recurring errors allows the manager and employee to agree on a review process that addresses the concern.
Example: “Four monthly reconciliations required corrections after submission this quarter. Before submitting future reconciliations, use the checklist we discussed to confirm that balances match the supporting records. We will review the next two submissions together to assess whether the additional review is reducing errors.”
Communication
Communication concerns should describe the information that was missing and its effect on the work. This gives the employee a specific expectation rather than a broad instruction to “communicate better.”
Example: “On two client projects this fall, delays were reported after the deadlines had passed, leaving the team little time to adjust. Going forward, notify the project manager as soon as a deadline appears at risk and provide a proposed completion date. We will discuss the timeliness of these updates during our weekly project meetings.”
Working With Coworkers
Descriptions such as “has a bad attitude” make feedback personal without identifying the behavior that requires attention. A more professional assessment describes the interaction and establishes an expectation for future discussions.
Example: “During two recent planning meetings, you interrupted coworkers before they finished explaining their recommendations. Allowing colleagues to complete their comments will give everyone an opportunity to contribute and help the team evaluate proposals more thoroughly. We will discuss progress during our next monthly meeting.”
Professional Development
An area for improvement does not necessarily indicate unsatisfactory performance. It may reflect a skill the employee needs to develop before assuming greater responsibility.
Example: “As you assume more responsibility for client accounts, you will also be expected to lead presentations. To prepare for that responsibility, you will present the account update at the next quarterly review. We will review your materials together beforehand and discuss feedback after the meeting.”
Include the Employee’s Perspective
The review meeting should allow time for employees to discuss their assessment and explain any difficulties affecting their work. A conversation about missed deadlines, for example, may reveal competing assignments or expectations that were not fully understood.
Understanding those circumstances helps the manager determine an appropriate response. Additional training may be necessary, or priorities may need to be adjusted. Document the agreed actions and any assistance the manager will provide so both parties understand their responsibilities.
Address Concerns Without Weakening the Message
Both recognition and constructive feedback belong in a performance review, but praise should not minimize an issue that requires attention. When an important issue is presented as a small suggestion, an employee may leave the meeting without understanding the need for improvement.
Give strengths and concerns adequate attention, and make sure the written assessment reflects the discussion. Employees should understand how the concern affects their performance and what is expected before the next review.
Concerns should also be discussed when they arise rather than reserved for the annual evaluation. Timely feedback gives employees an opportunity to correct their work before a problem becomes a pattern.
Ensure Comments Support the Overall Rating
The written comments should explain the employee’s rating and provide a consistent assessment of their performance. A review that describes repeated missed deadlines needs to account for those concerns in the overall evaluation.
The written comments should explain the employee’s rating and provide a consistent assessment of their performance. A review that describes repeated missed deadlines needs to account for those concerns in the overall evaluation.
Employees with comparable responsibilities should be assessed against consistent criteria, with consideration for differences in assigned work. Comments should remain focused on documented performance rather than assumptions about personal circumstances. HR can help managers review assessments that require additional consideration.
Establish Goals and Review Progress
Each improvement goal should identify the expected result and a timeframe for evaluating progress. A general instruction such as “improve accuracy” leaves the standard open to interpretation and makes subsequent discussions more difficult.
A more specific goal might state: “Use the reconciliation checklist for each monthly submission during the next quarter. We will review any corrections at our monthly meetings to determine whether further changes to the process are needed.”
Goals should also reflect opportunities to build on strong performance. An employee who consistently completes accurate work may be ready for more complex assignments or someone who communicates effectively with clients may be ready to lead account meetings.
Schedule a follow-up conversation before concluding the review. Regular discussions allow the manager and employee to assess progress and address difficulties before the next annual evaluation.
Preparing Managers for More Effective Performance Reviews
A consistent review process helps managers assess employees fairly and explain their expectations. Managers also need guidance on discussing concerns professionally, particularly when previous feedback has been limited or a performance issue remains unresolved.
Reynolds + Rowella helps businesses develop performance review practices and prepare managers for employee conversations. Contact our HR team to discuss how we can help improve your review process.
