People remember the manager who took the time to write it down. A short, specific appraisal letter tells an employee that their work was noticed, records their achievements for the file, and, when it comes with a raise or promotion, confirms the details in writing.
Here are 11 free appraisal letter formats in MS Word, covering appreciation letters, performance appraisals, increment letters and promotion letters.
Three Kinds of Appraisal Letters
Appreciation letters
Thank an employee for a specific contribution, such as finishing a project early or handling a difficult client well.
Performance appraisal letters
Summarize a formal review: strengths, areas to develop and goals for the next period.
Increment and promotion letters
Confirm a salary increase or new role, with the effective date and new terms.
Opening Lines That Feel Genuine
“I want to thank you for the way you led the system migration last quarter. Delivering it two weeks early, with no downtime for customers, made a real difference to the whole team.”
“Following your annual review, I am pleased to confirm a salary increase of 8%, effective July 1, in recognition of your consistent results.”
Appraisal Letter Formats in Word
Appraisal Letter Format for Employee
Sample Staff Appraisal Letter Format
Appreciation Letter to Employee for Good Performance Format
Blank Appraisal Letter Sample Format
Professional Appraisal Letter Sample Doc
Increment and Appraisal Letter to Employee Format
Performance Appraisal Letter Format
Official Appraisal Letter Template in MS WORD
Editable Appraisal Letter Sample & Format
Standard Appraisal Letter Example Word
Promotion Appraisal Letter Word Template
Do’s and Don’ts
Do
- Name the specific achievement and its impact.
- Send it soon after the result, while it’s still fresh.
- Keep a copy in the employee’s file.
Don’t
- Use the same generic paragraph for everyone.
- Mix praise and criticism in an appreciation letter; save feedback for the review.
- Promise future raises or promotions you can’t guarantee.
If the appraisal leads to a new role, follow up with a formal promotion letter; employees who need proof of pay for a loan or visa may ask for a salary certificate. For performance problems rather than praise, use an HR warning letter instead.
Frequently Asked Questions
What is an appraisal letter?
It’s a letter from an employer that recognizes an employee’s performance. It may simply express appreciation or confirm the results of a formal review, a pay rise or a promotion.
Who should sign an appraisal letter?
Usually the employee’s direct manager, often countersigned by HR when it includes changes to pay or job title.
Can these formats be used for customers or clients?
Yes. With a few wording changes, an appreciation letter works well for thanking loyal customers or business partners.
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