How to Perform an Employee Evaluation (Free Templates)

Employee Evaluation Form Template Image

Typically, the employee evaluation is performed by a manager or supervisor who has kept notes on the employee throughout the year. These notes provide the supervisor with specific examples of the aspects of the employee’s performance that require improvement as well as aspects that the employee has exceeded expectations.

In other words, we may define this concept as;

An employee evaluation is an annual evaluation of the performance of an employee for the employer’s consideration with regard to compensation and promotion.

A Guide to Perform Employee Evaluation

It is important to note that an employee evaluation must be well conducted to help motivate the employees to thrive in their careers and improve the quality of their work. An employee evaluation also presents an opportunity for employees to course-correct and lay the groundwork for career advancement within the company. In addition, the employee evaluation can create helpful documentation for human resources concerns.

On the other hand, poorly conducted employee evaluations can negatively impact the morale of the employees.

Therefore, it is essential to plan the employee evaluation by following the steps mentioned below;

Set goals before evaluating

The employee evaluation exercise should be carried out with a clear goal in mind. The supervisor or manager carrying out the employee evaluation should set a goal or more before commencing the evaluation. 

Share employees’ evaluation form copy

An excellent strategy to ensure accurate and transparent employee evaluations is to provide copies of the employee evaluation form to the employees before commencing the evaluation process.

Taking notes to assess performance

Employees should be instructed to self-evaluate themselves when measurable goals are used in an employee evaluation. Also, the employer can more accurately gauge the performance of the employee.

Use honest, direct, and concise comments

Transparency and concise evaluations are mandatory to prevent confusion with the employees regarding the employer’s goals and expectations. The employer can guarantee clarity by using specific metrics where possible or citing specific instances in the evaluation. The employer should avoid sugar-coating the feedback. Honest, clear, and straightforward feedback is the only appropriate feedback.

Motivation for employee’s self-assessment

During the meeting review, the supervisor/manager should discuss in an interactive; two-sided manner employee self-assessment elements observed in the report, such as their most significant accomplishments, challenges, the employee’s greatest strengths, and aspects the employee believes in improving in the following review period.

Avoid comparisons between employees

Comparison between employees breeds contempt and unhealthy competition. Hence, it should be avoided when making evaluations.

Future-oriented evaluation

Addressing negative observations such as recent failures or poor performance areas can be uncomfortable for both the employer and the employee. However, these issues must be addressed. After addressing these issues efficiently, the manager should shift the focus towards the future by outlining new goals and sharing the plans for improvements with the employee.
The manager must communicate mutual goals to the employees and assure them that they are available for guidance and assistance. The manager can ensure that the employee leaves the meeting with a higher level of motivation and hope by focusing on the future and positive notes.

Only make realistic promises

The manager must discuss future possibilities with the employee. However, the manager should ensure that the possibilities discussed are well within their power to not set the employee’s expectations too high without the ability to follow through.

Do not answer all the questions

During the employee evaluation meeting, the manager should encourage back and forth interactions and questions from the employee. However, the manager should only answer relevant and vital questions leaving out irrelevant or unrelated questions. The manager should also refrain from pretending to answer all the questions as this will only lead to miscommunication and confusion.

Conduct multiple evaluations

The manager should organize and hold multiple periodic evaluations throughout the year. By so doing, the employees can easily get a clear picture of how well they are performing as well as the aspects of their performance that requires some improvement.

Legal Considerations During Employee Evaluation

Employee evaluations have the potential to be helpful or hurtful when it comes to legal matters. There are some general do’s and don’ts that employers will find helpful during an employee evaluation;


  • The employer should keep notes on employee performance all year round. The notes should include dates of incidents, both negative and positive, with a concise description. By keeping detailed notes of incidents all year round, the employer can avoid legal complications or unwarranted claims from a terminated employee.
  • The employer should talk to employees about issues and provide employees with a chance to improve their performance and skills.
  • The employer should document their evaluations.


  • A majority of the state laws allow employees to work at will. This means that employees can terminate without reason. Employers should not undo this by promising long-term employment.
  • The employer must never be inconsistent. When an employee is perceived as inconsistent, especially in treating different employees in the same situations, the employer is at risk of discrimination claims.
  • An employee that speaks out about potential legal violations or wage and hour issues should not be condemned, rather, the employer should encourage employees to note and report any and all legal violations within the company for prompt rectification.  

Employee Evaluation Samples

According to the range of the performance of the employee, here are a few samples of employee evaluations managers can use for a range of employees according to their level of performance;

High performers

(The employee) has consistently performed at the top level in the sales department, regularly exceeding the set quotas each week. In the last (period under review), he has been able to adapt to significant changes in the team process while maintaining a positive attitude that helps to maintain team morale. (The employee) has proven to be an essential contributor to the success of the organization by continuously performing beyond expectation. In the future (The employee) may consider taking on even more leadership responsibilities within the company as he is an excellent candidate for a managerial position.

Mid-level performers

{The employee} has met the expectations for his role as an (employee job title). She has strong communication skills and is skilled at building solid relationships with other employees and supervisors. She handles conflicts efficiently and maintains her calm under pressure. (The employee) is also making a solid effort to improve her customer service skills by taking online training and courses.

Although (the employee) maintains a positive and collaborative attitude, he struggles with time management, producing consistent work, and meeting deadlines. An illustration is that when (the employee) is interested in a particular project, she performs excellently, producing a good level of accuracy. However, she may produce work that needs to be reviewed or completed by other employees. As a result, (the employee) may benefit from self-improvement, especially in organization and time management. The recommendation will be for her to set notifications on her calendar app or use a to-do list to stay on track. Overall, (the employee) has made a lot of progress in the past (period under review) and anticipates her future growth.

Lower performers

While (the employee) sets appropriate goals for himself, he has, on many occasions, failed to take the initiative required to reach those goals. He has trouble dealing with demanding customers, which results in consistent low marks on customer feedback surveys. His responses to these issues are usually defensive, without any necessary steps for improvement.

(The employee) can be successful at (organization name); however, he will benefit from improving his attitude and exhibiting more initiative at work. I encourage him to work and take constructive criticism in a more positive way to improve his performance. He would also benefit significantly from participating in our upcoming customer service training session to acquire new skills and learn strategies to help him deal with demanding customers. While there are a few areas that require improvement in his work, I am looking forward to working with (the employee) in the coming (period under review) to help him reach his highest potential.

Free Employee Evaluation Forms

Employee Evaluation Form Template 01

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Employee Evaluation Form Template 03

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Employee Evaluation Form Template 05

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    Frequently Asked Questions

    How should I evaluate my new Employee?

    A supervisor or manager should have a set of metrics to measure a new employee’s performance throughout the year. An evaluation form also makes the process easier and more accurate.

    What do you write in an Employee Evaluation?

    The employee evaluation should contain the information gathered by the employer. The employer can use this information to write a performance review that summarizes the evaluation by noting the high points in the employee’s performance and the areas where there is a need for improvement.

    What should be added on Employees’ Annual Performance Evaluation?

    An employee’s annual performance evaluation should contain the employee evaluation form, a self-appraisal form, the supervisors’ notes on employee job performance, and a summary of company performance for the evaluation period.

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