Feedback is the key to growth. It helps us identify strengths, uncover areas for improvement, and set goals. Employee evaluation forms are the perfect way to make that feedback actionable, ensuring continued progress and success.
In this article, we'll explain employee evaluation forms, including their common types, formats, structure, and best practices for creating them.
What is an Employee Evaluation Form?
An employee evaluation form is a structured document used to measure an employee’s performance, skills, achievements, and development areas during a specific review period. It helps managers conduct fair and consistent employee performance evaluations, performance reviews, and performance appraisals.
These forms bring structure to the evaluation process by outlining competencies, ratings, goals, comments, and improvement plans.
What gets measured gets improved. – Peter Drucker
Performance Review vs Performance Appraisal vs Employee Evaluation
Employee evaluation forms, performance reviews, and performance appraisals are closely related but serve different purposes in managing employee performance. Understanding the distinction helps managers conduct fair evaluations and make informed HR decisions.
At TheySaid, we work closely with HR teams to streamline feedback collection and performance evaluations, so the insights in this guide come directly from real-world evaluation processes.
Why Employee Evaluation Forms Matter in Performance Reviews
Employee evaluation forms play a crucial role in making performance reviews fair, consistent, and actionable. They provide managers and HR teams with structured insights to support employee growth and organizational decisions.
Key benefits include:
- Identify and highlight skills that need further development, helping employees improve continuously.
- Provide measurable performance scores to guide decisions such as promotions, pay increases, and role changes.
- Promote transparency and fairness, while recognizing high-potential employees with leadership qualities.
- Offer well-documented evaluations that support legal compliance and accountability.
- Clarify employees’ strengths, weaknesses, and workplace expectations for better alignment.
- Reveal tools, resources, or training employees need to succeed in their roles.
Types Of Employee Evaluation Forms In Terms Of Evaluation Methods
Management by Objectives (MBO)
In this approach, employees and managers set clear and measurable goals for a specific period. Employee performance is evaluated based on the achievement of those goals.
Behaviorally Anchored Rating Scale (BARS)
BARS measures employee performance based on behavioral examples. The scale includes various performance levels tied to predetermined role standards.
360-Degree Evaluation
360-degree feedback form collects feedback from various sources such as peers, managers, subordinates, and even clients. This method provides a holistic view of an employee's contributions.
Self Evaluation form
This approach allows employees to evaluate their own performance, encouraging self-reflection and accountability. It is often paired with manager evaluations.
Formats of Employee Evaluation Forms and Example Questions
What to Include in an Employee Evaluation Form?
The employee evaluation form is divided into various sections, including:
Employee Information
First things first, get the employee's information. This is a pretty much straightforward process, but essential to include:
- Employee Full name
- Department
- Employee ID
- Job title
- Reviewer name
- Reviewer title
- Evaluation period
- Evaluation date
Choose a Rating Format
Now, when it comes to actually scoring or rating an employee’s performance, you have a few different options. One of the basic scales is the numerical scale.
Another great option is using the RPMS Rating Scale. Here’s what it typically looks like in form
Evaluation points and goals section
Ensure your form includes space for mentioning evaluation points and setting future goals.
Employee comments space
Sometimes, a simple rating just doesn’t tell the whole story. Leave room for comments.
Signatures section
Once everything is done, the employee and the reviewer will sign to make it official.
Also read: 55+ Employee Evaluation Questions for Effective Performance Reviews
Employee Evaluation Form (Free Sample)
Employee Information
Name: __________________________________
Job Title: ________________________________
Department: ______________________________
Employee ID: _____________________________
Review Period: ____________________________
Reviewer Name & Title: _____________________
1. Core Competencies (Rate 1–5)
2. Job-Specific Skills (Rate 1–5)
3. Goals & Performance Review
Achieved Goals:
________________________________
Areas for Improvement:
________________________________
New Goals for Next Review:
________________________________
4. Overall Performance Rating
Overall Rating: ____ / 5
(1 = Needs Improvement, 3 = Meets Expectations, 5 = Outstanding)
5. Comments
Manager Comments:
________________________________
Employee Comments:
________________________________
6. Signatures
Manager Signature: _________________________
Employee Signature: ________________________
Date: _____________________________________
Want employee evaluations without manual forms? TheySaid automates evaluation cycles, collects feedback, and gives managers AI-powered summaries with zero admin work.
Best Practices for Performance Reviews & Employee Evaluation Forms
Use these proven best practices to build employee evaluation forms that support fair, accurate, and high-impact performance reviews.
Set Goals
Before creating employee evaluation forms, set your evaluation goals, then clearly communicate the criteria so the employees are fully aware of the purpose and expectations of the evaluation. Break down evaluation criteria into specific, measurable elements.
Use a Balanced Approach
Apply the sandwiched approach for constructive feedback. To motivate employees, highlight key strengths and areas for improvement. For example, Sarah demonstrates exceptional empathy and patience when dealing with customers; however, she needs to improve her response time to customers’ queries.
Use Clear and Consistent Language
Ensure that your employee evaluation forms have clear directions and use simple language. Avoid vague questions that lead to ambiguity and confusion. Focus on employees' actions rather than personal traits. Define every scale you use (e.g., "5 = Exceeds Expectations," "3 = Meets Expectations") and ensure consistency.
Focus on Goals and Development
One of the primary objectives of an employee performance evaluation form is to promote professional and personal development. Allow space to identify and establish training goals. Incorporate sections for setting SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals.
Train Your Reviewers
You must ensure that your reviewers are fully trained to conduct evaluations. They should be fully equipped, perform unbiased assessments, and communicate feedback effectively.
Customize Evaluation Forms to the Roles
Different job roles require different evaluation criteria. Customize your evaluation form based on department or job responsibilities. For example, a sales role evaluation form would focus on sales targets and customer relationships, while an administrative role evaluation form would focus on organization and efficiency.
Adapt Digital Tools
Organizations that use digital tools such as TheySaid for performance evaluations gain richer insights into employee performance. Digital tools can help create a more responsive and data-informed performance evaluation process that enhances employee engagement and boosts organizational growth.
Also Read: 100+ Employee Evaluation Examples: Best Performance Review Phrases
Streamline Employee Evaluation Forms with TheySaid
Creating, distributing, and analyzing employee evaluation forms manually can take hours, especially when managers are busy and HR needs accurate, consistent data. TheySaid makes the entire performance evaluation process faster, simpler, and more reliable.
With TheySaid, HR teams can:
- Use ready-to-send employee evaluation form templates
- Automate distribution and reminders for managers and employees
- Collect structured feedback without chasing follow-ups
- Generate AI-powered summaries of strengths, weaknesses, and trends
- Standardize rating scales and competencies across departments
- Visualize performance insights in one clean dashboard
If you want to run performance evaluations without administrative headaches and get richer, more actionable insights, TheySaid helps you do it with ease.
Run smarter, automated employee evaluations with TheySaid. Sign up for free!
Key Takeaways
- Understand the various types of employee evaluation forms such as Management by Objectives (MBO), 360-degree Feedback, and Behaviorally Anchored Rating Scales (BARS).
- Combine rating scales, checklists, open-ended questions, and competency-based formats to gather well-rounded insights.
- Equip managers with training to ensure unbiased evaluations, effective communication, and fair scoring.
- Use platforms like TheySaid to simplify data collection, visualize trends, and ensure a smooth evaluation process.
FAQs About Employee Evaluation Forms
1. What is an employee evaluation form?
An employee evaluation form is a structured document used to assess an employee’s job performance, skills, behaviors, and goal progress during a performance review. It helps managers provide consistent feedback and make informed decisions about development, promotions, or performance improvement.
2. Why are employee evaluation forms important?
Employee evaluation forms ensure feedback is fair, consistent, and measurable. They help organizations track progress, identify strengths and weaknesses, set future goals, and improve performance management across teams.
3. What should be included in an employee evaluation form?
A complete employee evaluation form includes:
- Employee information
- Rating scale
- Competencies and job-specific criteria
- Performance comments
- Goal-setting section
- Employee self-assessment
- Manager recommendations
- Signatures and review dates
4. What is the best rating scale for employee evaluations?
The most common rating scale is a 1–5 performance rating scale, where:
1 = Needs Improvement,
3 = Meets Expectations,
5 = Exceeds Expectations.
It’s simple, consistent, and easy for managers to apply across different roles.
5. What is the difference between a performance review and an employee evaluation?
A performance review is the overall process of assessing performance, setting goals, and discussing development.
An employee evaluation is the form or document used to capture that assessment. Most companies use both together.
6. How often should employee evaluation forms be completed?
Most organizations complete employee evaluations annually or biannually, but many also use quarterly reviews or continuous feedback tools to keep performance on track.
7. Are self-evaluations necessary in performance reviews?
Yes. Employee self-evaluations encourage reflection, ownership, and open communication. They also help managers understand how employees view their own performance before the official review.
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