How to Write a Deserving Appraisal Letter?

Performance appraisals are a critical aspect of the employee lifecycle. They not only help in evaluating an employee’s performance, but also in recognizing their hard work and motivating them to continue performing at their best. A well-crafted appraisal letter can make a significant impact on an employee’s morale and productivity. Here’s a step-by-step guide to writing a deserving appraisal letter in India:

[Read till end for free copy of Appraisal Letter Template]

1. Begin with the Basic Information

Start the letter with the company’s name, address, and the date. Include the employee’s details such as name, designation, and department.

Example:

[Company's Name]  
[Company’s Address]  
[City, State, Pin Code]  

Date: [DD/MM/YYYY]  

[Employee’s Name]  
[Employee’s Designation]  
[Employee’s Department]  

2. Address the Employee Formally

Use a formal yet friendly salutation. Address the employee by their name to make the letter personal.

Example:

Dear [Employee’s Name],

3. Write a Clear Subject Line

The subject line should succinctly convey the purpose of the letter.

Example:

Subject: Performance Appraisal for the Period [Start Date] to [End Date]

4. Begin with an Acknowledgment

Start the letter by acknowledging the employee’s hard work and dedication. Highlight their significant contributions and achievements during the appraisal period.

Example:

We are delighted to review your performance for the period from [Start Date] to [End Date]. Your dedication, hard work, and commitment have been instrumental in achieving our team’s goals.

5. Provide Specific Feedback

Detail the specific areas where the employee excelled. Mention particular projects or tasks where they made a significant impact. This adds credibility to the appraisal.

Example:

During this period, your exceptional work on [Project/Task] has been outstanding. Your innovative approach and problem-solving skills contributed significantly to [specific result or achievement].

6. Highlight Areas of Improvement

While it’s important to appreciate the employee’s strengths, it’s equally crucial to provide constructive feedback on areas for improvement. This helps in their professional growth.

Example:

While your performance has been commendable, there are a few areas where you can further enhance your skills. We encourage you to focus on [specific area of improvement] to reach your full potential.

7. Mention Salary Increment or Promotion (if applicable)

If the appraisal includes a salary increment or a promotion, clearly state the details. This serves as a tangible reward for the employee’s hard work.

Example:

In recognition of your excellent performance, we are pleased to inform you that your salary will be increased to [New Salary] effective from [Effective Date]. Additionally, you will be promoted to the position of [New Designation].

8. Encourage Continued Excellence

Motivate the employee to continue their hard work and strive for even greater achievements. Reinforce their value to the company and their role in the team’s success.

Example:

We are confident that you will continue to excel and contribute to our collective success. Your role is vital, and we look forward to seeing you achieve even greater milestones.

9. Conclude with a Positive Note

End the letter with a positive message, expressing your gratitude and support for the employee’s future endeavours.

Example:

Thank you for your dedication and hard work. We appreciate your contributions and look forward to your continued success within our organization.

10. Add the Closing and Signatory

Use a professional closing phrase followed by your name, designation, and the company’s name.

Example:

Best Regards,

[Your Name]  
[Your Designation]  
[Company’s Name]

Complete Example of an Appraisal Letter

[Company's Name]
[Company’s Address]
[City, State, Pin Code]

Date: [DD/MM/YYYY]

[Employee’s Name]
[Employee’s Designation]
[Employee’s Department]

Dear [Employee’s Name],

Subject: Performance Appraisal for the Period [Start Date] to [End Date]

We are delighted to review your performance for the period from [Start Date] to [End Date]. Your dedication, hard work, and commitment have been instrumental in achieving our team’s goals.

During this period, your exceptional work on [Project/Task] has been outstanding. Your innovative approach and problem-solving skills contributed significantly to [specific result or achievement].

While your performance has been commendable, there are a few areas where you can further enhance your skills. We encourage you to focus on [specific area of improvement] to reach your full potential.

In recognition of your excellent performance, we are pleased to inform you that your salary will be increased to [New Salary] effective from [Effective Date]. Additionally, you will be promoted to the position of [New Designation].

We are confident that you will continue to excel and contribute to our collective success. Your role is vital, and we look forward to seeing you achieve even greater milestones.

Thank you for your dedication and hard work. We appreciate your contributions and look forward to your continued success within our organization.

Best Regards,

[Your Name]
[Your Designation]
[Company’s Name]

Conclusion

Writing an effective appraisal letter involves acknowledging the employee’s achievements, providing constructive feedback, and motivating them for future success. By following these steps, you can ensure your appraisal letter is both motivating and deserving.