Are you an employer looking to draft an appraisal letter for your team? Or perhaps you are an employee planning to request a performance appraisal or write a self-appraisal letter? No matter the situation – having the right format and approach is essential.
Appraisal letters serve as a powerful tool to recognize achievements, provide feedback, and set goals for the future.
A well-written letter can:
- Motivate employees to perform better
- Strengthen workplace relationships
- Clearly outline performance expectations
In this blog, we offer comprehensive appraisal letter format and samples for 2025 – designed to meet various needs.
Let’s make the process simple and impactful!
What is an Appraisal Letter?
Let’s start with appraisal letter meaning.
So, what is appraisal letter?
Basically, it is a formal document issued by an employer to acknowledge an employee’s performance, achievements, and contributions during a specific period.
An appraisal letter –
- Highlights strengths
- Provides constructive feedback
- And outlines areas for improvement
These letters are typically used during performance reviews and may also include details about salary increments, promotions, or bonuses.
Importance of an Appraisal Letter
A performance or salary appraisal letter is crucial for both employers and employees to guarantee growth and clarity.
For Employers:
- Recognizes employee contributions: Acknowledges the hard work and achievements of employees.
- Boosts morale: Motivates employees to stay engaged and committed to their roles.
- Improves retention: Helps build stronger relationships, reducing employee turnover.
- Encourages productivity: Employees feel valued, which drives them to perform better.
- Facilitates constructive feedback: Provides an opportunity to address areas needing improvement.
- Sets performance standards: Clearly communicates organizational expectations for future performance.
- Supports decision-making: Assists in decisions related to promotions, salary increments, or job roles.
- Strengthens employer-employee relationships: Shows appreciation, fostering trust and mutual respect.
- Enhances organizational growth: Motivated employees contribute positively to the company’s overall success.
- Legal documentation: Serves as a formal record of performance evaluations and discussions.
For Employees:
- Boosts confidence: Recognition of achievements helps employees feel appreciated and valued.
- Provides clarity: Offers clear feedback on performance and areas needing improvement.
- Encourages growth: Highlights strengths and guides employees toward skill development and career progression.
- Motivates performance: Positive appraisals inspire employees to maintain or improve their performance.
- Secures career advancement: Can lead to promotions, salary increments, or new opportunities.
- Strengthens workplace communication: Encourages open dialogue about goals and expectations.
- Builds a professional reputation: A record of positive appraisals enhances credibility and reliability.
- Fosters job satisfaction: Feeling recognized improves overall satisfaction and loyalty to the organization.
- Serves as a benchmark: Acts as a reference for future reviews and career planning.
- Encourages accountability: Helps employees take ownership of their roles and responsibilities.
An appraisal mail is more than just a document—it is a tool to strengthen performance, communication, and relationships for long-term success.
Also Read - How to Write a Letter for Increment in Salary? A Comprehensive Guide
Key Components of an Appraisal Letter
To write an effective appraisal letter, understanding its key components is essential. Here is a simplified breakdown:
Introduction
Date | Mention the date the letter is issued. |
Employee Details | Include employee’s name, ID, and department. |
Rating (if applicable) | Mention the performance rating, if applicable. |
Salutation | Start with a formal greeting and address the employee by name. |
Purpose | Briefly state the purpose of the letter (e.g., reviewing performance). |
Performance Summary
Overall Assessment | Provide a general overview of the employee’s performance. |
Key Achievements | List the employee’s significant accomplishments and contributions. |
Strengths | Highlight the strengths and positive traits of the employee. |
Areas for Improvement
Constructive Feedback | Offer suggestions for areas of improvement with specific examples. |
Development Opportunities | Recommend any training or programs that can help the employee improve. |
Review and Compensation
Salary Review | Include any salary increases, bonuses, or promotions. |
Rating (if applicable) | Mention the performance rating, if applicable. |
Goals for the Future
Next Steps | Outline specific goals for the employee to achieve in the upcoming period. |
Company Alignment | Explain how these goals align with the company’s objectives. |
Conclusion
Closing Remarks | Thank the employee for their contributions and encourage them to continue their good work. |
Offer for Discussion | Mention availability for any follow-up discussions or concerns. |
Also Read - How to Answer 3 Strength and Weakness in Interview (Best Tips with Answers)
How to Write a Performance Appraisal Letter?
Wondering how to write appraisal letter? Here are the steps you must follow:
- Use Official Letterhead
Always write the performance appraisal letter on the company’s letterhead to maintain professionalism.
- Start with a Positive Opening
Address the employee by name and state the purpose of the letter. Acknowledge their contributions and efforts during the appraisal period. Begin with a polite and encouraging tone to set the right mood for the letter.
- Highlight Achievements
Include specific examples of the employee’s key accomplishments during the review period. Mention successful projects, goals achieved, or instances where they added value to the team or company. This shows you recognize their efforts.
- Provide Constructive Feedback
Discuss areas where improvement is needed in the performance appraisal letter to employee. Be specific and provide clear examples so the employee understands how they can grow. Keep the feedback constructive and offer it in a supportive tone.
- Outline Future Goals
Set clear and realistic goals for the next appraisal period. Suggest opportunities for professional development, such as training programs or leadership roles. This helps the employee align their efforts with organizational objectives.
- Mention Salary Revisions (if applicable)
If there are any salary changes, promotions, or bonuses, clearly outline the details. Mention the revised salary, percentage of increment, or new designation, along with the effective date.
- End on a Positive Note
Conclude the letter by appreciating the employee’s contributions and expressing confidence in their future performance. Encourage them to continue their good work and emphasize their value to the organization.
What is an Appraisal Letter Format?
An appraisal letter format is a structured document used to evaluate an employee’s performance. It includes key components such as –
- The employee’s details
- Performance assessment
- Achievements
- Areas for improvement
- Salary review
- And future goals
The appraisal letter format guarantees clarity, professionalism, and transparency.
Appraisal Letter Format
Here are a few appraisal letter format for employers:
Basic Performance Appraisal Letter Format in Word
Here is a basic structure for an appraisal letter in Word format.
[Company Letterhead]
Date: [Insert Date]
Appraisal Letter – CONFIDENTIAL
Employee Name
Employee ID: [Insert ID]
Department: [Insert Department]
Dear [Employee Name],
We are pleased to provide you with your performance appraisal for the period [Insert Time Period]. Your overall performance has been [Positive/Good/Excellent] and has contributed greatly to [mention specific achievements or projects].
Key Achievements:
- [Achievement 1]
- [Achievement 2]
- [Achievement 3]
Strengths:
- [Strength 1]
- [Strength 2]
While your performance has been commendable, there are a few areas where improvement could help you grow:
- [Area for improvement 1]
- [Area for improvement 2]
We look forward to seeing continued growth in your role and contributions.
Sincerely,
[Your Name]
[Your Position]
Salary Appraisal Letter Format in Word
Here is an appraisal letter format for salary in Word.
[Company Letterhead]
Date: [Insert Date]
Appraisal Letter – CONFIDENTIAL
Employee Name
Employee ID: [Insert ID]
Department: [Insert Department]
Dear [Employee Name],
We are happy to inform you that, based on your outstanding performance over the last evaluation period, we have decided to revise your salary. Your consistent effort and dedication to your role have been valuable to the company.
Updated Salary Details:
- Previous Salary: [Insert Previous Salary]
- Revised Salary: [Insert New Salary]
- Effective From: [Insert Date]
We truly appreciate the value you bring to the team and look forward to your continued success and growth within the company.
Sincerely,
[Your Name]
[Your Position]
Annexure A: Expected Monthly Salary Structure
Salary Component | Amount (INR) |
Basic Salary | [Insert Amount] |
Housing Rent Allowance (HRA) | [Insert Amount] |
Special Allowance | [Insert Amount] |
Leave & Travel Allowance | [Insert Amount] |
Employer Contribution to ESI | [Insert Amount] |
Employer Contribution to PF | [Insert Amount] |
Total | [Insert Total] |
Note: All amounts are subject to deductions as per applicable tax laws, including TDS, PF, ESI, and other statutory requirements.
Appraisal Letter Format for Salary Increment
This is another salary increment appraisal letter format you can follow:
[Company Letterhead]
Date: [Insert Date]
Appraisal Letter – CONFIDENTIAL
Employee Name
Employee ID: [Insert ID]
Department: [Insert Department]
Dear [Employee Name],
In recognition of your outstanding contributions and performance over the past review period, we are happy to inform you of a salary increment. Your dedication to delivering exceptional results has greatly contributed to the team’s overall success.
As part of the performance appraisal process, the following adjustments have been made to your compensation:
New Salary Structure:
- Old Salary: [Insert Old Salary]
- New Salary: [Insert New Salary]
- Increment Percentage: [Insert Percentage Increase]
- Effective Date of Change: [Insert Date]
We are confident that you will continue to contribute to the company’s growth with the same dedication and passion.
We appreciate your efforts and look forward to seeing you achieve even greater success.
Sincerely,
[Your Name]
[Your Position]
Annexure A: Monthly Salary Breakdown
Salary Component | Amount (INR) |
Basic Salary | [Insert Amount] |
Housing Rent Allowance (HRA) | [Insert Amount] |
Special Allowance | [Insert Amount] |
Leave & Travel Allowance | [Insert Amount] |
Employer Contribution to ESI | [Insert Amount] |
Employer Contribution to PF | [Insert Amount] |
Total Compensation | [Insert Total] |
Note: The revised salary package will be subject to standard deductions like TDS, PF, ESI, and professional tax as per applicable laws.
Appraisal Letter Samples
Here are a few appraisal letter examples that you can customize and use for free:
Example 1: Basic Appraisal Letter for Employee
Here is a short sample appraisal letter format and template you can use.
Subject: Performance Appraisal for [Employee Name]
Dear [Employee Name],
Your efforts and hard work during the last evaluation period have not gone unnoticed. Your contributions to [specific project/task] have been valuable and appreciated by the team.
We are happy to acknowledge your performance and look forward to your continued growth with the company. Keep up the great work!
Sincerely,
[Manager’s Name]
[Company Name]
Example 2: Staff Appraisal Letter
If you want to write a staff appraisal letter – use this sample.
Subject: Staff Performance Appraisal for [Employee Name]
Dear [Employee Name],
It’s with great pleasure that we recognize your outstanding performance over the past year. Your work on [mention project/achievement] has been particularly impressive. Your efforts to meet deadlines and deliver high-quality results have made a significant impact.
We would also like to inform you that, in recognition of your hard work and contributions, we have approved a salary increment of [percentage/amount], effective from [date]. This increment reflects the value you bring to the company.
We would like to acknowledge your continuous growth and dedication to the company’s goals. Keep pushing boundaries and continue to achieve excellence. We value your hard work and look forward to your future contributions.
Best regards,
[Manager’s Name]
[Company Name]
Example 3: Letter of Performance Appraisal
Subject: Performance Appraisal for [Employee Name]
Dear [Employee Name],
After reviewing your performance for this cycle, we are pleased to note your significant contributions. Your contributions have been outstanding, especially in the following areas:
- Achievements: Successful completion of [mention key achievement].
- Teamwork: Strong collaboration and problem-solving skills in [mention team/project].
- Consistency: Demonstrated high performance in meeting project deadlines.
While your performance has been exemplary, we recommend focusing on the following area for improvement:
- Area of Improvement: Enhance skills in [mention area of improvement].
We are confident that you will continue to grow and contribute to the team’s success. Keep up the great work!
Warm regards,
[Manager’s Name]
[Company Name]
Example 4: Salary Appraisal Letter Sample
Subject: Salary Increment Notification for [Employee Name]
Dear [Employee Name],
We are pleased to inform you of a well-deserved salary increment following your exemplary performance over the past year. Your dedication has been noticed, especially in the following areas:
- Achievements: Exceptional work on [mention project or task].
- Team Impact: Your contribution to team goals and collaboration is highly appreciated.
Effective from [date], your new salary will be [new salary]. This increment reflects both your hard work and the value you bring to the company.
We look forward to seeing you continue to excel in your role and contribute to future successes.
Best regards,
[Manager’s Name]
[Company Name]
Annexure A: Expected Monthly Salary Structure
Salary Component | Amount (INR) |
Basic Salary | [Amount] |
House Rent Allowance (HRA) | [Amount] |
Special Allowance | [Amount] |
Leave & Travel Allowance | [Amount] |
Employee State Insurance (ESI) | [Amount] |
Provident Fund (PF) Contribution | [Amount] |
Total Salary | [Total Amount] |
This increment is effective from [date], and all salary benefits, such as bonuses and allowances, are subject to applicable taxes.
Example 5: Annual Appraisal Letter
Subject: Annual Performance Appraisal for [Employee Name]
Dear [Employee Name],
After a thorough review of your performance over the past year, we are pleased to acknowledge your key contributions. Here are some key highlights of your work:
- Exceptional Performance: Your contribution to [mention specific project] was outstanding.
- Team Collaboration: Your collaborative attitude has made a significant impact on the team.
- Growth: You consistently delivered high-quality work and exceeded expectations.
We are also happy to inform you that, in recognition of your hard work and achievements, we have approved a salary increase of [percentage/amount], effective from [date]. Your new salary will be [new salary].
Looking ahead, we encourage you to focus on the following:
- Development Area: Strengthen skills in [mention specific area for improvement].
We appreciate your dedication and look forward to your continued growth within the company. Keep up the great work!
Best regards,
[Manager’s Name]
[Company Name]
Example 6: Infosys Appraisal Letter
Subject: Performance Appraisal for [Employee Name] at Infosys
Dear [Employee Name],
Your performance during the last evaluation cycle has been exemplary. Your contributions to [mention project or initiative] have added tremendous value to the team. Your dedication in meeting challenging targets continues to impress.
As a result of your hard work, we’re pleased to approve a salary increment. We look forward to seeing you achieve even greater milestones in the future.
Best regards,
[Manager’s Name]
Infosys
Example 7: TCS Appraisal Letter
Subject: Salary Appraisal for [Employee Name] at TCS
Dear [Employee Name],
We want to highlight your exceptional performance at Tata Consultancy Services (TCS) during the last evaluation period. Your contributions, particularly in [mention project or achievement], have had a positive impact on the team. Your innovative ideas and ability to work effectively under pressure have truly set you apart.
In recognition of your hard work and valuable contributions, we are pleased to inform you that your salary has been increased by [percentage/amount], effective from [date]. This salary increment reflects the value you bring to TCS.
As we continue to build upon our success, we look forward to seeing you take on new challenges and grow within the company. Thank you for your dedication, and we look forward to your continued success.
Best regards,
[Manager’s Name]
Tata Consultancy Services (TCS)
Example 8: Not Satisfied With Appraisal Rating Letter Sample
Here is an appraisal dissatisfaction letter sample that you can customize and use.
Subject: Concern Regarding Appraisal Rating for [Employee Name]
Dear [Manager’s Name],
I am writing to express my concern regarding the appraisal rating I received. I believe my contributions, particularly in [mention specific project/achievement], were not fully reflected in the evaluation. I would appreciate an opportunity to discuss this further and provide additional context regarding my performance.
Thank you for your understanding.
Sincerely,
[Employee Name]
Note: You can add more details in this “not satisfied with appraisal letter sample” as per your requirement.
Example 9: Appraisal Thanks Letter to Boss
You can use this sample to write a thank you for appraisal mail to manager.
Subject: Thank You for the Appraisal
Dear [Manager’s Name],
Thank you for the positive appraisal. I truly appreciate your recognition of my contributions. It motivates me to continue delivering my best work. I look forward to taking on more challenges and growing further within the company.
Best regards,
[Employee Name]
Example 10: Cover Letter for Appraisal Form
Subject: Submission of Appraisal Form
Dear [Manager’s Name],
Attached is my completed appraisal form for your review. I have provided an overview of my contributions and accomplishments over the past year. Please let me know if any additional information is required.
Looking forward to your feedback.
Best regards,
[Employee Name]
Example 11: Appraisal Request Letter Sample
Here is an appraisal request mail sample you can use.
Subject: Request for Performance Appraisal
Dear [Manager’s Name],
I would like to request a formal performance appraisal for my role over the past year. I am eager to discuss my progress, challenges, and potential growth opportunities within the company.
Please let me know when would be a convenient time to schedule the meeting.
Best regards,
[Employee Name]
Example 12: Letter to HR for Appraisal
If you want to write a letter for appraisal request to HR – use this sample.
Subject: Request for Appraisal Discussion
Dear [HR Manager’s Name],
I am writing to request a performance appraisal discussion at your earliest convenience. I would like to review my performance, set new goals, and discuss any potential salary increments.
Please let me know when we can arrange a meeting.
Thank you,
[Employee Name]
Note: You can add more details and customize this appraisal mail to HR as per your requirement.
Tips to Write an Appraisal Letter
Writing an effective appraisal letter is essential for motivating employees and fostering growth. Here are some helpful tips:
- Be clear and specific: Highlight key achievements, goals met, and areas for improvement.
- Stay professional: Maintain a formal tone while expressing appreciation.
- Use examples: Include specific instances of the employee’s work to make the feedback more meaningful.
- Mention salary or benefits: Clearly state any changes in compensation or bonuses.
- Set future goals: Outline expectations for the coming period to guide employee growth.
- End positively: Close with encouragement and appreciation for continued contributions.
Mistakes to Avoid When Writing an Appraisal Letter
Writing an appraisal letter can be tricky. Here are common mistakes to avoid:
- Vague feedback: Avoid general comments; be specific about achievements and areas for improvement.
- Overloading with negativity: Balance constructive criticism with positive feedback to motivate the employee.
- Ignoring employee input: Don’t overlook discussing the employee’s self-assessment or feedback.
- Using jargon: Keep the language clear and simple; avoid technical or complicated terms.
- Not setting future goals: Failing to provide clear goals can leave the employee uncertain about expectations.
- Delayed feedback: Timely feedback helps improve performance and builds trust.
When to Write Appraisal Letter?
Appraisal letters should be written at the right time to guarantee relevance and motivation. Here’s when:
- Annual performance review: Most commonly done after the end of the performance cycle or year.
- After key projects: Provide feedback and recognition after an important project or milestone.
- Promotions or salary changes: Write when an employee is promoted or receives a salary increase.
- Special achievements: When an employee reaches a significant achievement or milestone.
- Post-probation period: Write after the completion of a probationary period to confirm or discuss employment status.
Also Read - Top Annual Performance Appraisal Interview Questions and Answers
What is a Self Appraisal Letter?
A self-appraisal letter is a document where an employee evaluates their own performance over a specific period. It includes –
- Achievements
- Strengths
- Areas of improvement
- And goals
This letter allows employees to reflect on their work, recognize accomplishments, and set objectives for future growth within the organization.
How to Write a Self Appraisal Letter?
Writing a self-appraisal letter helps you reflect on your work and set goals. Here is how:
- Start with a positive introduction: Begin by stating the purpose of the letter and briefly mentioning the period being evaluated.
- Highlight key achievements: List your most important accomplishments, such as completed projects, goals met, and skills developed.
- Acknowledge strengths: Mention your strengths and the areas where you excelled during the appraisal period.
- Identify areas for improvement: Be honest about areas where you can improve and any challenges faced.
- Set future goals: Outline clear goals for the coming period and mention how you plan to achieve them.
- Conclude positively: End with a positive note, expressing your commitment to improving and contributing to the company’s success.
Self Appraisal Letter Format
Here is a self-appraisal letter sample format you can use:
[Your Name]
[Job Title]
[Department]
[Date]
Subject: Self-Appraisal for [Period]
Dear [Manager’s Name],
- Introduction: State the purpose and review period.
- Achievements: Mention key accomplishments and strengths.
- Challenges: Acknowledge areas for improvement.
- Goals: Set goals for the next period.
- Conclusion: End positively, expressing commitment.
Sincerely,
[Your Name]
Self Appraisal Letter Examples
Here are a few self appraisal letter samples you can use:
Example 1: Self Appraisal Letter to Boss (Short)
Here is a sample of short self-performance appraisal letter to boss:
[Your Name]
[Job Title]
[Department]
[Date]
Subject: Self-Appraisal for [Period]
Dear [Manager’s Name],
I am writing to share a brief overview of my performance for the evaluation period of [insert time period]. During this time, I have successfully completed [mention key projects or tasks] and contributed to achieving our team’s goals, especially [highlight a significant accomplishment].
While I am pleased with my progress, I recognize areas where I can improve, such as [mention any areas for growth, e.g., time management, technical skills]. Moving forward, I plan to work on [mention future goals], and I am eager to take on more responsibilities.
Thank you for your guidance and support.
Sincerely,
[Your Name]
Example 2: Self Appraisal Letter to Boss Sample (Detailed)
Here is a detailed sample appraisal letter to manager that you can customize and use.
[Your Name]
[Job Title]
[Department]
[Date]
Subject: Self-Appraisal for [Period]
Dear [Manager’s Name],
I hope you are doing well. As part of my performance review for the period from [insert time period], I would like to provide you with an overview of my contributions, strengths, and areas for improvement.
- Key Achievements:
- Successfully delivered [mention significant projects or tasks], resulting in [mention outcomes like improved efficiency, cost savings, etc.].
- Actively participated in [mention team activities or initiatives] which contributed to [mention team or company goals].
- Strengths:
- I have developed strong problem-solving skills, particularly in [mention specific technical skills or tools].
- My ability to collaborate effectively with cross-functional teams has led to smoother project deliveries.
- Areas for Improvement:
I aim to improve in [mention skills, e.g., code optimization, managing deadlines]. I plan to focus on [specific actions, e.g., taking relevant courses or seeking mentorship].
- Goals for the Next Period:
- Enhance my technical expertise in [specific technologies or tools].
- Take on leadership opportunities within projects to further develop my management skills.
Thank you for your support and feedback over the past months. I am eager to continue contributing positively to our team’s success.
Sincerely,
[Your Name]
Also Read - 190+ Self Appraisal Comments for Your Performance Review
Wrapping Up
Writing an effective appraisal letter is essential for employee growth, improving performance, and enhancing workplace morale. You can use our appraisal letter format and samples to draft one.
- For employers – it is a great tool to motivate and retain top talent.
- For employees – it provides an opportunity to reflect on accomplishments and set future goals.
If you are an employer looking to hire top talent – list your job openings on Hirist, an online job portal specifically designed for the tech industry.
And if you are an employee – visit Hirist to find the best IT jobs and take your career to the next level. It connects you with top IT companies in India.
FAQs
What is the meaning of appraisal letter?
An appraisal letter evaluates an employee’s performance, recognizing achievements, areas for improvement, and setting future goals.
What is an increment appraisal letter?
An increment appraisal letter informs employees about salary increases or changes, typically based on performance evaluation.
How to give a reply to appraisal letter?
Thank your manager for the feedback, express gratitude, and mention your commitment to improving and meeting future goals.
What is a yearly appraisal letter?
A yearly appraisal letter is written annually to evaluate an employee’s performance over the past year and provide feedback.
When to write an appraisal letter to manager?
Write an appraisal letter to boss or manager after annual performance evaluations or following significant achievements and milestones.
What is the right appraisal letter format for employees?
A proper appraisal letter includes performance summary, achievements, feedback, salary details, goals, and closing with appreciation.