Performance review template.

Key elements of an effective performance review template.

1. 1
   Clear criteria. What good looks like for each competency.
2. 2
   Space for evidence. Examples for each rating.
3. 3
   Self-review section. The employee’s own view, completed in advance.
4. 4
   Development plan. Skills to build and the support offered.
5. 5
   Goals for next period. Two to four goals with measures and dates.
6. 6
   Workload and energy. Is the pace sustainable, and what would help?
7. 7
   Signatures and date. Shared record of the agreement.

The employee performance review template.

1. 1
   Details. Employee name, role, manager, review period, date.
2. 2
   Goals. Each goal from last period, result achieved, rating.
3. 3
   Competencies. Quality of work, collaboration, communication, initiative, leadership if relevant, each rated.
4. 4
   Strengths. Two or three specific examples.
5. 5
   Development. One or two areas, each with a concrete next step and support offered.
6. 6
   Workload and wellbeing. Is the current pace sustainable? What would help?
7. 7
   Next period goals. Three to five goals, each specific and measurable.
8. 8
   Employee comments. The employee's view, in their own words.
9. 9
   Sign-off. Employee and manager signatures and date.

A filled-in performance review template example.

The example below is illustrative and shows how short, specific entries make a review useful.

Types of performance review templates.

A self-review template.

Ask for the self-review a week before the meeting and read it before writing your own assessment.

A performance review rating scale.

5 Exceptional: consistently exceeds expectations. 4 Strong: often exceeds expectations. 3 Solid: meets expectations. 2 Developing: meets some expectations, needs support. 1 Not meeting expectations: clear improvement needed. Define what each level means for each role, with examples, so ratings are consistent between managers.

Using the rating scale consistently.

Describe what each rating level looks like in your organization, with one or two examples, and share the descriptions with every manager before reviews begin. Ask managers to rate against the description, not against other team members.

How to fill in a performance review template.

Complete the template in three passes. First, list the main results and goals for the period with evidence. Second, rate each competency with one example per rating. Third, write the development plan and next goals together with the employee during the meeting. Keep the language specific and neutral, and make sure every rating could be explained to someone who was not there.

Before the meeting.

1. 1
   Gather evidence. Goals, notes from one-to-ones and examples from the whole period.
2. 2
   Ask for a self-review. Share the template a week ahead.
3. 3
   Draft ratings. With one example for each rating.
4. 4
   Plan the conversation. Start with strengths, then development and support.

Running the performance review.

Share the form a week ahead and ask for a self-review. In the meeting, listen first, discuss evidence, agree development and goals, and end with a clear next check-in date. See review examples.

The CIPD factsheet on performance management covers how appraisals fit into ongoing performance management, and the SHRM toolkit on managing employee performance includes sample forms and policies.

A performance review meeting agenda.

1. 1
   Open (5 minutes). Purpose of the meeting and how it will run.
2. 2
   Employee view (10 minutes). The employee summarizes results and challenges from the self-review.
3. 3
   Manager view (10 minutes). Results against goals and competencies, with examples.
4. 4
   Workload and energy (5 minutes). Is the pace sustainable? What would help?
5. 5
   Development (10 minutes). Strengths to build on and one or two development areas.
6. 6
   Goals (10 minutes). Two or three goals for the next period and what stops or waits.
7. 7
   Close (5 minutes). Summary of agreements and next check-in date.

Adding workload and energy.

Most templates ask only about results and competencies. Add two short questions: "How manageable has your workload been this period?" and "What would help you sustain your energy and focus?". They change the conversation from judging output to understanding what makes it possible.

When results have slipped, these questions often explain why. thrive research found that people with the least capacity, meaning energy, focus, recovery and resilience, delivered 56% of priority work on time, against 86% for those with the most. A review that ignores capacity can blame a person for a workload problem.

How often should you conduct a performance review?

Most organizations hold a formal review once or twice a year. Many now add short quarterly or monthly check-ins so feedback is timely and the formal review contains no surprises.

Documentation and fairness in performance reviews.

Performance reviews are often used later as evidence, for example in decisions about pay, promotion or, in some cases, dismissal. Write them so they would stand up to scrutiny: describe observed behavior and results, avoid labels, and record what support was offered. Do not include health information; note workload and conditions instead.

Check ratings for patterns across groups. If one group consistently receives lower ratings for similar results, look for bias before the ratings are final. A short calibration session between managers helps keep standards consistent.

Using a spreadsheet vs software for performance reviews.

A simple template works well for small teams. As the organization grows, software helps keep reviews consistent and based on the whole year.

Choosing a format for your performance review template.

A document template is enough for small teams. As the organization grows, a shared system helps: it keeps goals and notes from check-ins in one place, reminds managers of deadlines and makes calibration easier. Whatever the format, keep the template short. A review form that takes hours to complete produces long text and little conversation.

Common performance review mistakes to avoid.

1. 1
   Recency bias. Judging the year by the last month.
2. 2
   Surprises. Raising issues for the first time in the review.
3. 3
   Vague comments. Ratings without examples.
4. 4
   One-way conversation. Talking at the employee rather than with them.
5. 5
   No follow-up. Goals agreed and never discussed again.

Performance review template checklist.

Before using a template, check that it includes goals with evidence, competencies with described rating levels, strengths and development areas, a question on workload and energy, goals for the next period, space for the employee’s comments and a date for the next check-in. Remove any field that nobody reads or uses.