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Appraisal Letter Format, Sample Guidelines, and How to Write Them

7 min read

Dearest Appraisal Letter writers,  

If you like evaluating individual performances in the right way, it’s obvious that you have big plans to finish the appraisal letters you’ve been wanting to complete for the past few days.  

So, instead of plain old information, we’re giving you appraisal letter samples and appraisal letter formats that work.

It will help you produce letters that employees will read and appreciate.   

For those who have no idea of the format for an appraisal letter, let’s have a look at the details.  

What is an appraisal letter? 

In short, it’s like a report card that provides information on an individual’s performance during an appraisal cycle.

It’s a way an employer can show an employee that their work is being recognized.

The letter talks about strengths, weaknesses, and areas of improvement. Normally, the appraisal process occurs once or twice a year.

Depending on that, appraisal letters are rolled out and provided to the relevant employees. 

All top performers love appraisal letter. They’re a testament that their hard work is being noticed by people in power.

The letter also mentions important details like current salary, hike in percentage and other details including bonuses, etc. 

The objective of the entire appraisal process is to evaluate performance and reward the deserving people in the organization.

It helps in setting up future goals and tasks. An appraisal letter is the final proof of appreciation in the process and is sent by the management and HR. 

How to write appraisal letters 

Writing a letter might seem straightforward. But if you want your letters to make an impact, then there are certain things that you can include that’ll help your cause.

Appraisal letters, when done right, help both the employees and employers equally. 

  • Keep things professional and focus on the performance of an employee. 
  • Be polite, because people matter. 
  • Keep it brief and concise. This is not the time to tell long stories. 
  • Name and contact details of the employee. 
  • Full of personal insights and feedback. 
  • Current designation and salary of the employee. 
  • Revised designation and salary of the employee. 
  • Full of positive and constructive feedback. 

The world is moving towards digital documents. When it comes to appraisal letters, select an automated tool that helps you out to send personalized appraisal letters to hundreds of people at a go. 

Recommended Read:- 50+ Effective Self-Appraisal Comments with Examples

Appraisal Letter Format 


[Employee Name                                                                                          [Company logo] 



Company Name] 

Subject: Performance Appraisal Letter 

Dear {Employee First Name <space> Last Name}, 

Following the review of your performance during the current review cycle, we’re excited to promote you as [details of the position]. 

The revisions will come in effect from [date]. Your performance this year has exceeded expectations, and the growth you’ve shown can be an example to others looking to take their careers forward.  

The details of your revised designation, benefits, and remuneration are given below: A separate email containing the details of your revised salary and benefits will be sent shortly. 

We hope that you will continue your progress with the same dedication and commitment. 

Once again, congratulations on your success and cheers to more good work in the future. 

We wish you the best, and please feel free to reach out if you have any questions. 

Yours Sincerely, 

Authorized Person Name,  


To summarize.

A good appraisal letter will not only elevate the bond between you and employees but also show them that their hard work is appreciated. 

We all care about being recognized and if employees are recognized then they will give it back to the company in the form of positive results. 

Make it a ‘praise letter.’ 



1. What is an appraisal format? 

Ans: The performance of employees is evaluated using an assessment form used by managers and human resources professionals. Ratings and comment sections are frequently found on forms. In addition, managers record the accomplishments and contributions of employees during a given time period on an appraisal form. They also illustrate the strengths and weaknesses of the employees. 

2. How do I write an appraisal letter? 

Ans: An appraisal letter offers direction and inspiration to an employee. These tips might help: 

  1. It is an official document, so the letter should be printed on the business’s letterhead.
  2. Begin the letter with integrity.
  3. Congratulate the employee on their efforts during the appraisal cycle.
  4. Include the employee’s accomplishments. Keep it concise.
  5. Include the employee’s new salary, CTC, increment, and appraisal effective date.
  6. Include the promotions or bonuses the employee has received.  

3. How do I ask HR for an appraisal letter? 

Ans: Email is the best option for requesting an appraisal. Don’t begin the email with the accomplishment’s stats and figures. Instead, make a formal statement highlighting your achievements, contributions, and improved capabilities in the organization’s success. 

4. What are the 4 types of appraisals? 

Ans: There are four types of appraisals. They are as listed below: 

  1. Individual appraisal – The flaws in individual evaluation are clear. As it is only one man’s opinion, it can be biased.
  2. Group appraisal – The opinions of the other executives are added to the immediate superior’s assessment in group appraisal to provide their perspectives.  
  3. Multiple appraisal – The subordinate staff is evaluated separately by several other qualified superiors in various assessments. In most cases, a staff member analyzes the outcomes of such evaluations. 
  4. Appraisal by subordinates – Employees assess their superiors in this type of appraisal. Most of the time, subordinates cannot determine what is expected of an executive.  

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    Meet the author

    Keka Editorial Team

    A bunch of inspired, creative and ambitious youngsters- that’s Keka’s editorial team for you. We have a thirst to learn new subjects and curate diverse pieces for our readers. Our deep understanding and knowledge of Human Resources has enabled us to answer almost every question pertaining to this department. If not seen finding ways to simplify the HR world, they can be found striking conversations with anyone and everyone , petting dogs, obsessing over gadgets, or baking cakes.


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