How to Announce a Performance Appraisal and Keep Employees Engaged

You've been doing performance appraisals wrong. Imagine this: an email pops up in your employees' inboxes, cold and impersonal, notifying them of their upcoming appraisal. It's a nightmare. The company may consider it routine, but for the employee, it triggers stress, uncertainty, and even resentment. It's not just about numbers or charts—performance appraisals are a highly emotional experience. And the way you announce it? That's where you set the stage for either engagement or disillusionment.

Here’s where you flip the script. How do you announce a performance appraisal in a way that not only reduces anxiety but also excites employees about their own growth? It all starts with the message, tone, and timing. Let me break it down for you in reverse—because just like life, business success isn’t about following a linear path.

Step 1: Acknowledge their progress upfront

Start your announcement with a clear and positive reminder of what the appraisal is for: growth, learning, and development. This simple tweak moves the conversation away from being a test of employee shortcomings and into an exciting opportunity for personal advancement. By leading with positivity, you turn what could be a stressful event into an experience they look forward to.

Here’s a template that works wonders: "Dear [Employee Name],
We’re excited to inform you about your upcoming performance appraisal. Over the past months, you’ve made tremendous progress, and this is a great opportunity for us to reflect on your accomplishments, understand areas for growth, and plan how we can support your future development."

Sounds more like a growth opportunity than an interrogation, doesn’t it?

Step 2: Be transparent with the process

People dislike uncertainty. If you're unclear about how appraisals are conducted, what criteria are used, or what will be discussed, anxiety will naturally increase. Transparency builds trust.

Include a clear breakdown in your announcement:

1. What to expect: Explain the steps of the process.
2. Evaluation criteria: Be open about how employees are being assessed.
3. Timeline: Set expectations by outlining when the appraisal will happen and how long the process will take.

An example might look like this: "In the appraisal, we’ll evaluate the progress you’ve made based on the key objectives we’ve discussed earlier. We’ll also review any additional contributions and discuss your future goals. The meeting will take about 45 minutes, and your feedback and thoughts are not just welcomed but encouraged."

This openness allows employees to feel like they have agency over the process, turning something potentially intimidating into a conversation they actively participate in.

Step 3: Personalize the message

No one wants to feel like they are just another cog in the corporate wheel. Personalization is the secret sauce to making the appraisal feel human. This can be as simple as addressing the email directly to them, rather than using a generic salutation like "Dear Team Member."

Go beyond the basics. If the employee had a standout moment during the year, mention it. Reference their individual contributions or specific projects. Let them know you see their hard work.

An effective way to personalize: “Sarah, remember that challenging project you took on three months ago? Your leadership on that was key to the project’s success. We’ll be covering all this and more in your upcoming appraisal.”

Step 4: Use the right tone—optimism over formality

Tone is crucial. Too formal, and you risk coming across as disconnected. Too casual, and it might seem like you aren’t taking the appraisal seriously. A balanced tone that's both professional and optimistic sets the right mood.

A great line to convey the right tone might be: "This appraisal is not just about measuring performance—it’s about discovering how we can better support your success in the future."

It’s not rocket science. By keeping the tone positive and encouraging, you’re laying the groundwork for employees to look forward to the experience.

Step 5: Offer support

The announcement shouldn’t just be an information dump. Instead, think of it as an opportunity to offer support. Provide resources or tools that help the employee prepare for the meeting. This could be a list of talking points, self-assessment questions, or a link to internal training on how to have a productive appraisal conversation.

A thoughtful addition: "To help you get the most out of your performance appraisal, we’ve included some materials that might be useful. Feel free to reach out if you have any questions beforehand."

Why does this matter so much?

The way you announce the appraisal sets the tone for the entire process. If you handle it poorly, you risk alienating employees and making the appraisal feel like a dreaded chore. Done correctly, the announcement serves as a gateway to a deeper, more engaged, and motivated workforce.

So, how do you measure success here? Employee feedback and engagement metrics after appraisals provide insight into how your announcements are landing. Are people coming in with a positive mindset? Are they actively participating in their development conversations? If not, tweak your approach and fine-tune your announcements until they resonate with your team.

Table: Key Elements of an Effective Appraisal Announcement

Element	Why it Matters	Example
Positive Framing	Shifts focus from fear to growth.	"We’re excited to review the progress you’ve made and plan your next steps."
Transparency	Reduces anxiety by clarifying what to expect.	"We’ll evaluate your contributions and discuss goals for the future."
Personalization	Makes the employee feel valued and recognized.	"Sarah, your leadership on the project was key to its success."
Balanced Tone	Conveys professionalism while keeping it optimistic.	"This appraisal is about your growth and how we can support your future success."
Offering Support	Empowers employees by providing resources and encouraging questions.	"Here are some materials to help you prepare for the discussion. Let us know if you have any questions beforehand."

Final Thoughts: Set the Stage for Success

This announcement is not just a formality—it’s your first step in creating a culture of continuous improvement. Employees should feel valued, supported, and excited about their future, and that all starts with how you frame the appraisal process.

Take the time to craft a thoughtful, personalized, and transparent message, and you’ll see a massive difference in how employees approach their appraisals—and how much they take away from them.