Performance Review Templates: How To Write & Examples

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Conducting performance reviews is an important part of managing employees. It provides an opportunity for managers and employees to discuss accomplishments, areas for improvement, and set goals for the future. However, writing performance reviews can seem like a daunting task. Using well-structured templates makes the process much easier. This comprehensive guide will show you how to write effective performance review templates and provide examples you can reference.

How to Write a Performance Review Template

When creating a performance review template, there are several key elements that should be included:

Employee Information

The first section collects basic identifying information about the employee being reviewed such as their name, job title, review period, and reviewer's name. This helps ensure the right information is attached to the correct employee file.

Core Job Responsibilities

List the primary duties and expectations that were outlined in the employee's job description. Having these clearly defined sets the baseline for evaluating performance.

Performance Rating Scale

Establish a standardized rating scale that will be used to score different performance factors. Most templates use a numerical scale (e.g. 1-5) or qualitative descriptors (e.g. Exceeds Expectations, Meets Expectations, Needs Improvement). Define what each rating means.

Performance Categories

Identify the dimensions that will be assessed such as productivity, quality of work, communication, teamwork, attendance, etc. Tailor these to match the job requirements. Having pre-defined categories creates structure and consistency.

Comments Section

Provide space below each performance category for the reviewer to comment on examples of accomplishments, strengths displayed, and any areas that need development. Comments justify the rating and feedback given.

Goal Setting

Include a section for the employee and manager to collaboratively set new short-term and long-term professional goals based on the review. Goals should be specific, measurable, action-oriented and have deadlines.

Signatures

Have both the reviewer and reviewee sign and date the completed form. Electronic or physical signatures are acceptable. Signing acknowledges the discussion, not agreement with the content.

Frequently Asked Questions about Performance Reviews

Here are answers to some common questions about the review process:

How often should reviews be conducted?

Most companies hold reviews annually but some also do mid-year check-ins. The timing may depend on the job or probationary period. Consistency is key so employees understand expectations.

How long should a review meeting take?

Meetings typically last 30-60 minutes. Long enough to thoroughly discuss all relevant topics but not so long that productivity suffers. Schedule uninterrupted time.

What if an employee disagrees with the evaluation?

Reviews aren't meant to be final judgments and disagreement happens. Discuss specifics respectfully and see if perspective can be gained. Document any dissent in the review for transparency.

Should I provide review examples to employees?

Yes, sharing examples gives employees a better idea of what to expect and how to prepare. Use anonymous past reviews that demonstrate both positive and development-oriented feedback.

How do I write constructive yet positive feedback?

Focus on facts, provide specific examples, frame feedback sensitively, acknowledge efforts already made, and suggest next steps collaboratively rather than critically. balance areas needing improvement with recognition of strengths.

Performance Review Template Examples

Here are two fully-worked performance review template examples you can reference when creating your own:

Administrative Assistant Review

Employee Information: Name: Jane Doe Title: Administrative Assistant
Review Period: Jan 1 - Dec 31, 2022 Manager: John Smith

Core Job Responsibilities:

• Manage office facilities and coordinate general upkeep
• Greet visitors, answer phones, coordinate office supplies
• Coordinate travel arrangements and expense reports
• Assist with special projects and provide clerical support as needed

Performance Rating Scale: 5 - Outstanding | 4 - Exceeds Expectations | 3 - Meets Expectations | 2 - Needs Improvement | 1 - Unsatisfactory

Performance Categories:

• Productivity - 4
• Quality of Work - 4
• Communication - 3
• Dependability - 5
• Teamwork - 4
• Customer Service - 5

Comments: [comments on performance in each category]

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Sales Representative Review Template

Employee Information:
Name: John Doe Title: Sales Representative
Review Period: Jan 1 - Dec 31, 2022 Manager: Jane Smith

Core Responsibilities:

• Meet and exceed sales quotas
• Prospect new clients and close deals
• Manage existing client relationships
• Report on sales metrics weekly

Performance Rating Scale: 1 - 5 scale

Performance Categories:

• Sales Performance
• Client Management
• Prospecting & Networking
• Administrative Tasks
• Product Knowledge

Comments: [comments for each category]

Goal Setting: [New sales targets, obtain new industry certification]

H3. Customer Service Representative Review

Employee Information: Name: Susan Lee Title: Customer Service Rep Review Period: Oct 1 - Sep 30, 2022
Manager: Michael Johnson

Core Responsibilities:

• Handle customer inquiries by phone, email and chat
• Process orders, returns and exchanges
• Maintain positive customer experiences
• Meet call volume and handle time targets

Performance Rating Scale:
Exceeds, Meets, Needs Improvement

Performance Categories:

• Customer Satisfaction
• Call Metrics
• Product Knowledge
• Administrative Tasks
• Compliance

Comments: [comments for each category]

Goal Setting: [Increase first call resolution by 10%, complete 2 training courses]

H3. Entry Level Office Assistant Review

Employee Information: Name: Robert Miller
Title: Office Assistant Review Period: Jul 1 - Jun 30, 2022 Manager: Susan Wong

Core Responsibilities:

• Greet visitors and answer main phone line
• Perform general clerical and administrative duties
• Assist with special projects and events
• Maintain tidy reception area

Performance Rating Scale: 1-5 scale

Performance Categories:

• Customer Service
• Work Habits
• Dependability
• Communication
• Teamwork

Comments: [comments for each category]

Goal Setting: [Shadow other departments to expand skills, improve filing system organization]

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