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Perfect Phrases for Performance Reviews: Hundreds of Ready-to-Use Phrases That Describe Your Employees' Performance

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Effective Phrases for Performance Appraisals: A Guide to Successful Evaluations

2600 Phrases for Effective Performance Reviews: Ready-to-Use Words and Phrases that Really Get Results

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How to Establish a Performance Appraisal Process

Performance Appraisal Language

Learning to use language properly and effectively is a vital aspect of the performance appraisal process. When used correctly, language can:

Ensure clarity and impartiality throughout the process
Provide support for follow-up actions, such as disciplinary action or personnel changes

The Language of Appraisal Forms

To use language as effectively as possible in completing appraisal forms, follow these guidelines:

Refer to the job description.
Choose your words carefully.
Use your own words.
Write in the active voice.

Refer to the Job Description

Whenever possible, use the same language and cover the same performance areas that the employee’s job description covers. For example, if the job description requires the employee to “maintain relationships with sales reps in the company’s Paris office,” then the appraisal should refer to how effectively the employee carried out that specific task.

Choose Your Words Carefully

The words you use in the appraisal form should be clear, precise, and respectful. By using this type of language, you will:

Avoid confusing, frustrating, or offending the employee
Ensure the legal defensibility of the appraisal (see Performance Appraisals and the Law)

The following examples show how to revise phrases to remove offensive or potentially illegal wording.

Don’t Write		Do Write
Maria is too emotional for this job. There’s a lot of stress and pressure that she can’t manage.		Maria has difficulty anticipating and mitigating stressful situations.
Albert doesn’t put enough effort into his looks. If he wore nicer suits, he might get more respect.		Albert needs to project a more professional image when dealing with clients and colleagues.
Sarah seems to be a lot less productive than her coworkers. She’s lost her energy and vitality over the past year.		Sarah’s productivity has dropped over the past year. She has completed 20% fewer sales reports than in the previous year.
Martin doesn’t work well with the rest of his team. He always works by himself and never shares his work with the group.		Martin needs to improve his rapport with his team by sharing his work with coworkers more often to solicit help and input.
Nadia doesn’t have the traits necessary to become a team leader in her division.		Nadia has not demonstrated the qualities that we think are necessary to lead the group, such as. . .
John seems stuck in the past—he made almost no progress this year.		John’s performance has failed to improve despite training and coaching.

Use Your Own Words

Performance appraisal forms include pre-scripted language, such as the wording used in descriptive scales, to help provide a standard for comparing employees fairly. It’s a good idea to enrich your appraisal by using your own words whenever possible. Doing so will make your appraisal more precise and will make the employee feel like the appraisal refers specifically to his or her work performance.

Use the Active Voice

Written English allows for active voice and passive voice.

Active voice: The subject performs the action of the verb, e.g., “Stella takes great care to collate the files.”
Passive voice: The subject receives the action of the verb, e.g., “The files are collated carefully by Stella.”

Use the active voice in writing your appraisal forms to make your feedback clearer and more definitive.

Suggested Phrases for Appraisal Forms

The following phrases cover performance areas addressed most often in appraisals. Use these phrases to help create standardized language on your appraisal forms, such as numbered or descriptive scales. But avoid repeating these phrases when providing supplemental commentary on an employee’s performance—use your own words instead.

The phrases below are all positive, but you can modify them easily to provide criticism—for example, by changing “Is very detail-oriented” to “Is not very detail-oriented.”

Accuracy and Attention to Detail

Recognizes the importance of accuracy
Performs with a high degree of accuracy
Achieves results with precision and accuracy
Is very detail-oriented

Analytical Skills and Problem Solving

Demonstrates strong analytical thinking
Analyzes situations thoroughly before acting
Works to develop innovative and creative solutions
Turns problems into challenges and opportunities

Communication Skills

Excels in effective and positive communications
Communicates clearly and concisely
Demonstrates strong interpersonal communications
Is a skilled presenter
Communicates confidently
Encourages open communication

Creativity

Develops concepts that can be applied practically
Seeks innovative ideas and approaches
Demonstrates creative strength

Decision Making

Makes decisions with confidence
Seeks multiple sources of input for decisions
Weighs pros and cons before making decisions

Dependability

Meets schedules and deadlines
Achieves results regardless of obstacles
Fulfills all responsibilities reliably and consistently

Initiative

Demonstrates a high level of initiative
Regularly initiates solutions
Takes independent action when necessary

Job Knowledge

Displays strong knowledge of topics required to perform responsibilities effectively
Has excellent “real world” experience
Keeps abreast of current practices and trends