Writing an Evaluation Letter

evaluation graphOne of the best methods to learn about the productivity of other people is to ask someone from their surrounding to evaluate them. Be it a coworker or a fellow student, one of the best and universal ways to evaluate their performance is to write an evaluation letter.

Steps for Writing an Evaluation Letter

  1. You must learn as much as you can about the job, duties, and responsibilities of the person you will be evaluating. If you are reviewing a person you work with, try looking for their official job description – this document helps in the beginning. If you are to evaluate your classmate, the task is easier – you can ask them directly about their background information.
  2. Spend some time monitoring the activities of the person you will be evaluating. This should be done without this person knowing about this; otherwise, they might improve their performance and try to work harder than normal, but this is temporary, and thus the data you collect would be unreliable.
  3. After you have gathered all the necessary information, start actually writing the letter. At the top of it, type in the date, the name, and the title of the person who requested an evaluation, the name of the organization to which they belong, and the address of this organization.
  4. In the first paragraph of your letter, state the name of the person whom you are evaluating, their job title, working experience, dates of employment or studying, and other factual information.
  5. In the second paragraph, list all the duties and responsibilities of the evaluated person. For each of the duties you list, provide an evaluation in form of a polite opinion such as, “Mrs. X is a true professional in the matter of…,” or “Mr. Y did not manage to accomplish….”
  6. In the third paragraph, provide your recommendations for the evaluated person based on the results of your observations.
  7. Provide your name, title, and the organization you work or study at.
  8. Proofread and edit your evaluation letter before you submit it.

Key Points to Consider

  1. Before starting an evaluation, it is a good idea to develop a set of criteria according to which you will be evaluating the performance of the individual. Also, mention these criteria somewhere in the beginning of your evaluation – for example, in the beginning of the second paragraph.
  2. Keeping the style of writing neutral and official will contribute to your requester’s feeling that your evaluation is unprejudiced and objective.
  3. Regardless of whether you write your evaluation letter in an email or as a regular letter, format it according to one of the popular formatting styles. Avoiding cursive, fancy fonts, caps lock, color highlighting, and other elements that interrupt the homogeneity of your writing.

Do and Don’t


  • Do back up every claim you make, positive or negative, with solid evidence and facts. If you ignore this point, every positive remark you make appears undeserved, and every negative one, slander.
  • Do try to be objective, which means that you should ignore the personal qualities, life circumstances, and other factors that are not related to work or studying, and focus entirely on the evaluated person’s performance. Also, you should not allow your personal sympathies or hostility to affect your evaluation.
  • Do be polite and respectful in your comments.

  • Don’t cram everything together in the header where you insert the date, name, and title of the evaluation requester, organization, and so on; instead, for each point of the header, use a separate line.
  • Do not be rude or contemptuous towards the evaluated person for their flaws; do not provide other subjective opinions other than the evaluation of this person’s duties and performance.
  • Do not comment on the evaluated person’s personality traits or qualities based on their working performance. Remarks like, “He must be dumb to not be able to accomplish this task” is taboo.
  • Do not use the evaluation letter as a way to present yourself in a favorable light, compared to the evaluated person.

Common Mistakes When Writing an Evaluation Letter

- Mixing your personal bias towards an evaluated person with the assessment of their performance.
- Affording to comment on personality traits and qualities of the person being evaluated.
- Forgetting to develop a list of criteria according to which you are going to conduct an evaluation, which may result in various inconsistencies.
- Being overly critical and forgetting to underline the evaluated person’s positive sides of performance along with drawbacks.


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Samples for Writing an Evaluation Letter

Heinz and Sons Employee Evaluation

November 24, 2015 Mr. Morris Kravitz Head of the Marketing Department Heinz and Sons, Inc. 141 Riverbed Ave, Rm. 120 SilvertonDear Mr. Kravitz,I am writing this letter of evaluation according to your recent request regarding the performance of...

Content Writer Evaluation

December 17, 2015 Mr. James Gean Head of the Human Resources Department Lieberman Publishing 12 Malholland Dr. SilvertonDear Mr. Gean,This letter is an answer to your request regarding the performance of Mr. Sean Gull, a content writer respons...

Group Evaluation

November 25, 2015 Mr. George Tooney Head of Department of Graphics Silverton College of Arts and Design 25 Washington St. SilvertonDear Mr. Tooney,Since I am a curator and a supervisor of a group of students working on a project with which the...


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