5 Great Performance Improvement Email Templates To Copy & Paste

Writing a performance improvement email is one of the more challenging tasks on any manager's plate. It's a conversation that requires clarity, care, and a clear path forward.

This is where having a template helps. It provides a solid framework so you can deliver feedback that is constructive and professional, allowing you to focus on the conversation itself.

Tips for Writing Performance Improvement Emails

• Be direct and data-driven. Vague feedback is unhelpful. Instead of saying "you need to be more proactive," point to specific examples. Use concrete data and instances to illustrate where performance is falling short. This shifts the conversation from subjective feelings to objective facts.
• Explain the impact. Connect the employee's actions to their consequences for the team or company. For example, "When deadlines are missed on your part of the project, it pushes back the launch date for everyone." This helps them understand the bigger picture and the importance of their role.
• Focus on behavior, not personality. Frame the issue around observable actions, not character traits. It’s the difference between saying, "Your reports have been late," and "You are unreliable." The first is a correctable behavior; the second is a personal attack.
• Collaborate on a solution. The email shouldn't just be a list of problems. Propose a clear plan with actionable steps, resources for support, and measurable goals. Frame it as a partnership to help them get back on track.
• Set a clear follow-up. End the email by scheduling a time to discuss the plan in person and a future date to check in on progress. This creates accountability and shows you're committed to their improvement.

Types of Performance Improvement Email Templates We Will Cover

1. Feedback Request Email Template
2. Goal Setting Email Template
3. Progress Update Email Template
4. Recognition Email Template
5. Action Plan Email Template

5 Performance Improvement Email Templates

1) Feedback Request Email Template

<template>

Subject: Checking In: Your Feedback on [*Project/Area of Focus*]

Hi [*Employee Name*],

I'd like to open a conversation about your work on [*Project/Area of Focus*] and hear your perspective. Your insights are valuable as we look to improve our processes and ensure you have the support you need to succeed.

To help guide our discussion, please take some time to think about the following: [*List of specific questions, e.g., What aspects of your role are you enjoying most? Where are you facing challenges? What resources or support would be most helpful for you right now?*]

Please gather your thoughts, and let's schedule a time next week to connect. Let me know what day and time works best for you.

Best,

[*Your Name*]

[*Your Position*]

</template>

2) Goal Setting Email Template

<template>

Subject: Planning for Success: Setting Your Goals for [*Time Period/Quarter*]

Hi [*Employee Name*],

Following our recent discussion, I want to collaboratively set some clear, achievable goals for you for the upcoming [*quarter/month*]. The idea is to create a roadmap that aligns with our team objectives and supports your personal development here.

Based on [*mention context, e.g., our team's priorities or your expressed interests*], I've drafted a couple of starting points for us to discuss:

[*Proposed Goal 1, e.g., "Increase new client acquisition by 15% by the end of Q3."*]

[*Proposed Goal 2, e.g., "Complete the Advanced Project Management certification to streamline our workflow."*]

Please think these over and bring your own ideas to the table as well. This is a joint effort, and your input is essential to ensure these goals are both meaningful and motivating for you.

Let's schedule a meeting for next week to finalize this plan together. Let me know what time works best for you.

Best,

[*Your Name*]

[*Your Position*]

</template>

3) Progress Update Email Template

<template>

Subject: Checking In on Your Progress with [*Goal/Project*]

Hi [*Employee Name*],

I'm writing to follow up on the goals we set for [*Goal/Project*]. I'd love to hear how things are progressing from your perspective and discuss any support you might need.

Could you please provide a brief update on where you stand with [*Specific Goal 1*] and [*Specific Goal 2*]? It would be helpful to know what's working well and where you might be encountering any roadblocks.

Let's schedule a brief chat next week to go over your progress in more detail. This will be a good opportunity for us to review your work, celebrate wins, and adjust our plan if needed.

Please come prepared to share any relevant data or examples. Let me know what time works for you.

Best,

[*Your Name*]

[*Your Position*]

</template>

4) Recognition Email Template

<template>

Subject: Great Work on [*Project/Achievement*]

Hi [*Employee Name*],

I’m writing to acknowledge your excellent work on [*Project/Achievement*]. Your dedication to this was clear, and it did not go unnoticed.

Specifically, your effort in [*describe specific action, e.g., redesigning the user dashboard*] has led to [*mention specific positive outcome, e.g., a noticeable improvement in user engagement metrics*]. This has made a significant impact on the team's goals and reflects the high standard of work we aim for.

We appreciate your contribution. Keep up the great work.

Best,

[*Your Name*]

[*Your Position*]

</template>

5) Action Plan Email Template

<template>

Subject: Following Up: Our Action Plan for [*Area of Focus*]

Hi [*Employee Name*],

Following our conversation, this email outlines the action plan we discussed. The purpose of this plan is to provide clear, actionable steps to help you meet the expectations of your role and to ensure you have the support you need from us.

Here is the plan we've agreed upon:

Focus Area: [*Name of the first performance area, e.g., Project Deadline Adherence*]
Action: [*Specific action to be taken, e.g., "Ensure all project milestones are updated daily in Asana."*]
Timeline: [*e.g., "Effective immediately, with a review in 30 days."*]

Focus Area: [*Name of the second performance area, e.g., Client Communication*]
Action: [*Specific action to be taken, e.g., "Respond to all client emails within 24 hours."*]
Timeline: [*e.g., "Effective immediately, with a review in 30 days."*]

We will support you by [*describe resources or support, e.g., "providing a daily 15-minute check-in to review priorities."*]. We will measure success by [*describe how success will be measured, e.g., "seeing 100% adherence to these new standards over the next month."*].

This is a collaborative effort, and we are committed to your success. Please review this plan, and let's schedule a brief meeting to confirm everything is clear. We will then have a formal check-in on [*Date of follow-up meeting*] to review your progress.

Best,

[*Your Name*]

[*Your Position*]

</template>

What About Using Flodesk?

While these five templates provide the framework for your performance improvement conversations, Flodesk offers the tools to deliver them with professionalism and ease. Our platform is designed for businesses to create, send, and automate important communications without needing any coding or design experience. We help you manage your emails in a straightforward way.

With an intuitive email builder, effective automations, and well-designed forms, Flodesk provides everything you need for your email marketing. Thousands of businesses, from beginners to experts, use our platform to send emails that connect with their audience and support their goals. We give you the power of sophisticated email marketing, simplified.

Wrapping Up

Navigating performance improvement conversations requires a steady hand, and the right templates provide a crucial framework. Delivering these messages with clarity and professionalism is just as important.

Flodesk is built to help you manage these essential communications with an emphasis on simplicity and thoughtful design. Sign up to see how our platform can support your business.