How to Write a Performance Review (With Rating Scale)
A good performance review looks back at the period with facts, looks forward with a plan, and leaves the employee clear on where they stand. Structure makes it fair.
Before the review
- Gather facts: goals, results, examples, feedback from colleagues.
- Ask the employee for a self-assessment.
- Review notes from 1:1s during the period.
Rate competencies with weights
Choose 6–10 competencies for the role — job knowledge, quality, productivity, communication, teamwork, initiative, customer focus, reliability — and weight them by importance (total 100%).
Use a clear 5-point scale:
- Unsatisfactory
- Needs improvement
- Meets expectations
- Exceeds expectations
- Outstanding
Weighted score = Σ(rating × weight) ÷ Σ weights. Translate it into an overall rating so everyone uses the same thresholds.
Review goals
For each goal of the period: what was expected, what was achieved, evidence. A percentage achieved per goal (weighted) complements the competency rating.
Write useful comments
Be specific and behavior-based:
- ❌ “Good communicator.”
- ✅ “Clear and proactive with clients: top satisfaction score in the team.”
Strengths, improvements, plan
End with:
- 2–3 strengths to keep using;
- 1–2 areas to improve;
- a development plan with concrete actions and dates (a course, a stretch project, mentoring).
The conversation
Share the document before or during the meeting, listen first, agree on the plan, and sign. Then follow up during the year — no surprises at the next review.
Template
The Employee Performance Review has weighted competencies with 1–5 ratings, an automatic overall score and rating, goals with % achieved, sections for strengths, improvements and the development plan, signatures and a chart.
