An employee evaluation form records how someone is doing in their job: ratings with real examples, what’s going well, one or two goals with dates, and both signatures. This page covers what to include, how to run a 30-minute review in a small business, the mistakes that make reviews useless or risky, and how to keep records. Then it gives you 39 copy-paste forms, rating scales, comments, improvement plans, messages and filled-in examples by business.
Samples only, not legal advice. Employment rules differ by state; keep reviews factual and consistent.
A small-business evaluation form only needs four parts: who and when (employee, job, reviewer, review period, meeting date), ratings with examples for the 4–6 things that matter in that job, goals with a number and a date, and signatures plus room for the employee’s comments. Anything else is optional.
Pick rating areas from the job itself. For a cleaner, that might be checklist quality, time, care of the client’s home and attendance. For a technician, callbacks, diagnosis, the job site and paperwork. For a dog walker, on-time visits, visit notes and key handling. Generic traits like “attitude” or “initiative” are hard to rate fairly and hard to defend. Rate what you can point to.
Put the rating definitions on the form (see the scales below), and treat “meets expectations” as a good result. If everyone gets a 5, the form tells you nothing, and it makes a later warning or termination look inconsistent.
How to run a review in a small business
1. Gather facts first. Pull the numbers you already have: callbacks or re-cleans, late arrivals, client reviews, jobs completed, any written warnings or compliments. Ten minutes with your schedule app and inbox is enough.
2. Send the self-evaluation a week ahead. It shows you what the employee is proud of and worried about, and it makes the meeting a conversation instead of a verdict.
3. Meet in private, on paid time, for about 30 minutes. Start with what is going well, using specifics. Then cover one or two focus areas, and agree on goals together.
4. Decide on pay separately, or say clearly when it will be decided. If pay is part of the meeting, put the new rate and start date in writing.
5. Write it up the same day. Both people sign, and the employee keeps a copy. Signing means they received the review, not that they agree. Send a short summary email (template below) and put the next check-in on the calendar.
Mistakes that make reviews useless (or risky)
Surprises. If a problem first appears on the annual review, you waited too long. Use the monthly check-in or a write-up when it happens.
Ratings with no examples. “2 — needs improvement” with no dates or numbers can’t be acted on and won’t hold up if it is ever questioned.
Everyone is a 5. Inflated reviews undercut a later write-up or termination of the same person.
Comments about personal life. Leave out age, health, pregnancy, family, religion, national origin and other protected traits. Don’t count protected leave, such as medical or family leave, against attendance.
Recency bias. Keep a short note file during the year so October doesn’t outweigh March.
Vague goals. “Be more careful” isn’t a goal. “Pass 9 of 10 spot checks by March 31” is.
Keeping review records
Keep the signed review, the self-evaluation, any improvement-plan check-ins and the summary email together in the employee’s file. Store medical information separately. Some states, including California and Illinois, give employees a right to see or copy their personnel file, so write every review as if the employee will read it again later.
No federal law requires performance reviews. But once you use them, be consistent: same form, same timing and same standards for everyone in the same job. Consistent records are what make a later raise, promotion, warning or termination easy to explain.
General business information, not legal advice. Employment rules differ by state and city. For a termination or a dispute, talk to an employment attorney or your state labor department.
A worked example
A four-person house-cleaning company had never done reviews. Pay raises happened when someone asked, and two good cleaners quit in one summer saying they “never knew where they stood.”
In November the owner used the one-page form for everyone. She pulled spot-check results and client compliments from her scheduling app and sent the 7-question self-evaluation a week ahead. Then she held 30-minute paid meetings in the second week of December. Each cleaner got two specific strengths, one goal with a number and a date, and a written pay decision effective Monday, January 4, 2027.
One cleaner had four re-clean requests that fall. Instead of a surprise firing, she got a 30-day improvement plan with two paired shifts and a laminated checklist. She passed all five spot checks. The owner now does monthly check-ins in place of a second annual review, and nobody quit during the next busy season.
Employee evaluation forms to copy
Paste into a doc or email, keep the ratings that fit the job, and delete the rest. Each form has room for the employee’s own comments and both signatures.
Simple one-page employee evaluation form
Works for almost any hourly job. Five ratings, two strengths, one goal, signatures.
EMPLOYEE EVALUATION
Employee: [name] Job title: [Cleaning technician]
Reviewer: [owner / lead] Review period: [May 1 – Oct 31, 2026]
Date of meeting: [Monday, November 16, 2026]
Rating: 1 = Not meeting 2 = Needs improvement 3 = Meets expectations 4 = Exceeds 5 = Outstanding
Quality of work ................ [ ] Example: ____________________
Reliability & attendance ....... [ ] Example: ____________________
Customer service ............... [ ] Example: ____________________
Safety & care of equipment ..... [ ] Example: ____________________
Teamwork & communication ....... [ ] Example: ____________________
Two things [name] does well:
1. ______________________________
2. ______________________________
One thing to focus on next period (with how we’ll measure it):
______________________________________
Overall: [ ] Meets or better [ ] Needs improvement — follow-up date: ______
Employee comments (optional): ____________________________
Employee signature: ____________ Date: ______
(Signing means you received and discussed this review, not that you agree.)
Reviewer signature: ____________ Date: ______
90-day (end of probation / introductory period) review
Short and decisive: is this working, what has to change, and what happens next.
90-DAY REVIEW
Employee: [name] Start date: [Mon Aug 17, 2026] Review date: [Mon Nov 16, 2026]
Position: [Lawn crew member] Reviewer: [name]
1. Has learned the core tasks (mowing pattern, edging, blowing, trailer loading): [Yes / Mostly / Not yet]
2. Shows up on time and ready (late arrivals this period: [1]): [Yes / Mostly / Not yet]
3. Follows safety rules (eye/ear protection, no riding on trailer): [Yes / Mostly / Not yet]
4. Treats clients and their property with care: [Yes / Mostly / Not yet]
5. Takes direction and asks when unsure: [Yes / Mostly / Not yet]
What’s going well: ____________________
What needs to change in the next 30 days: ____________________
Outcome:
[ ] Introductory period completed. Pay moves from $[18.00] to $[19.00]/hr starting [Mon Nov 30, 2026].
[ ] Extended 30 days to [date] with the goals above.
[ ] Not continuing.
[Introductory period wording does not change at-will employment, where it applies.]
Employee: __________ Date: ____ Reviewer: __________ Date: ____
Annual performance review (full form)
For a once-a-year sit-down. Covers results, skills, goals met, new goals and pay.
ANNUAL PERFORMANCE REVIEW — [2026]
Employee: [name] Role: [Lead technician] Hire date: [March 2023]
Reviewer: [name] Meeting: [Friday, December 11, 2026]
PART 1 — Last year’s goals
Goal: [Get EPA 608 certified] Result: [Met — passed in June]
Goal: [Cut callbacks below 3%] Result: [Partly met — 3.8%, down from 6%]
PART 2 — Ratings (1–5, with one specific example each)
Technical skill: [ ] ______
Quality / callbacks: [ ] ______
Customer communication: [ ] ______
Reliability: [ ] ______
Safety: [ ] ______
Training others: [ ] ______
PART 3 — Biggest contribution this year:
______________________________
PART 4 — Goals for [2027] (specific, measurable, dated):
1. ______________________ by ______
2. ______________________ by ______
PART 5 — Training or support the company will provide:
______________________________
PART 6 — Pay: [Increase from $__ to $__ effective ___ / No change this year; next review ___]
Employee comments: ______________________
Signatures: Employee ________ Reviewer ________ Date ______
Field technician / tradesperson evaluation
Plumbing, HVAC, electrical, handyman. Rates the job site, not just the work.
TECHNICIAN EVALUATION
Tech: [name] Trade: [Plumbing] Period: [Jan–Oct 2026] Reviewer: [name]
Work quality (callbacks within 30 days: [4 of 212 jobs = 1.9%]) ...... [1–5]
Diagnosis: finds the real cause, explains options ....................... [1–5]
Code and permit compliance ............................................ [1–5]
Job site: shoe covers, drop cloths, clean-up, photos before/after ...... [1–5]
Paperwork: work orders, parts used, time logged same day ............... [1–5]
Truck stock and tools kept up ......................................... [1–5]
Customer communication: on-my-way texts, explains price before work ... [1–5]
Safety: PPE, lockout, ladder use ...................................... [1–5]
Numbers for the period:
Jobs completed: [212] Average review: [4.8] Late arrivals: [3]
Strongest area: ____________ Focus area: ____________
Next step: [ride-along with apprentice / water heater certification / lead tech]
Signatures: ____________ / ____________
House cleaner evaluation form
Built around the cleaning checklist, client feedback and time on the job.
CLEANING TECHNICIAN EVALUATION
Name: [name] Period: [Aug–Oct 2026] Reviewer: [name]
Quality checks (spot-checked homes: [12]; passed: [11])
• Kitchens: counters, sink, appliance fronts .......... [Meets / Needs work]
• Bathrooms: toilets, showers, mirrors, floors ......... [Meets / Needs work]
• Dusting: high, low, and reachable surfaces .......... [Meets / Needs work]
• Floors: edges and under furniture ................... [Meets / Needs work]
• Finishing touches: lights off, doors locked, alarm set [Meets / Needs work]
Time: average [3.1] hrs on a [3.0] hr standard home
Client comments: [2 compliments by name, 1 re-clean request (Sept 22)]
Care: chemicals labeled and stored, no breakage reported: [Yes / No]
Attendance: [0] missed shifts, [1] late arrival
Going well: ____________________
Next 90 days: ____________________
Signatures: ____________ / ____________
Hair stylist / salon team member review
Mix of craft, client retention and front-desk habits.
STYLIST REVIEW
Name: [name] Period: [Q3 2026] Reviewer: [owner]
Rebooking rate: [62%] (goal 60%)
Repeat clients this quarter: [148]
Retail per ticket: $[6.40] (goal $8)
Average service time vs booked time: [on time / runs over ~10 min]
Ratings (1–5):
Technical skill (color, cutting, finishing): [ ]
Consultation: listens, repeats back, sets expectations: [ ]
Client experience and follow-up: [ ]
Station and tools clean, sanitation rules: [ ]
Teamwork: helps with walk-ins, sweeps, laundry: [ ]
Education goal: [Balayage class, Jan 2027]
Focus: [recommend one take-home product per color client]
Signatures: ____________ / ____________
Pet sitter / dog walker evaluation
Reliability and trust matter most; use GPS or app data where you have it.
PET CARE TEAM EVALUATION
Name: [name] Period: [Jun–Oct 2026] Reviewer: [name]
Visits completed: [386] On-time arrivals (within the window): [97%]
Missed or late-cancelled visits: [1]
Visit notes and photos sent every visit: [Yes / Mostly / No]
Keys and codes handled per policy (never labeled, returned on time): [Yes / No]
Medication visits done correctly: [Yes / No — details]
Incidents (bites, escapes, injuries): [None / details]
Client feedback: [3 five-star reviews, 1 complaint about short walks — resolved]
Strengths: ____________________
Focus: ____________________
Holiday availability, Nov 25 – Jan 3: [confirmed dates]
Signatures: ____________ / ____________
Office, front desk or dispatcher evaluation
For the person who answers phones, books jobs and sends invoices.
OFFICE / DISPATCH EVALUATION
Name: [name] Period: [2026] Reviewer: [name]
Phones: missed-call callbacks within [1 hour]: [Usually / Sometimes]
Booking accuracy (right address, access notes, job type): [1–5]
Schedule: routes grouped to cut drive time: [1–5]
Invoices sent same day as job: [92%]
Past-due follow-ups done weekly: [Yes / No]
Tone with upset callers: [1–5] Example: ______
Accuracy with payments and refunds: [1–5]
Strength: ____________ Focus: ____________
New responsibility next year: [vendor ordering / payroll prep]
Signatures: ____________ / ____________
Do it before they leave, while the season is fresh. The rehire answer saves you a hiring round in spring.
END-OF-SEASON REVIEW
Name: [name] Season: [Apr 6 – Nov 20, 2026] Role: [Crew member]
Showed up as scheduled: [Yes / Mostly / No]
Work quality: [1–5]
Safety: [1–5]
Worked well with the crew: [1–5]
Client complaints: [0]
Eligible for rehire: [ ] Yes [ ] Yes, with conditions: ______ [ ] No
Next season start (if rehired): [around Mon Mar 22, 2027]
Pay next season: [$__/hr]
Note to employee: ______________________
Signatures: ____________ / ____________
Crew lead / supervisor evaluation
Rates how they run people and jobs, not just their own work.
CREW LEAD EVALUATION
Name: [name] Period: [2026] Reviewer: [owner]
Jobs finished on schedule: [88%] Jobs over estimated hours: [11%]
Crew turnover this year: [1 of 4]
Ratings (1–5, with one example each):
Plans the day and loads the truck right: [ ]
Trains and corrects crew members on site: [ ]
Handles client questions and small changes: [ ]
Reports problems early (damage, delays, extra work): [ ]
Safety on site: [ ]
Paperwork and photos: [ ]
What the crew says (from crew check-ins): ______________
Leadership goal for next year: ______________
Signatures: ____________ / ____________
Rating scales and review comments
Comments should describe what the person did, how often, and what it affected. Avoid comments about personality, age, family, health or anything personal.
5-point rating scale with definitions
Put the definitions on the form so two reviewers mean the same thing by a “3.”
RATING SCALE
5 — Outstanding: consistently well above the standard; others learn from them. Requires specific examples.
4 — Exceeds: often above the standard; needs little supervision in this area.
3 — Meets expectations: does the job to the standard. This is a good rating, not an average one.
2 — Needs improvement: sometimes below the standard; a specific plan is attached.
1 — Not meeting: regularly below the standard; a written improvement plan and follow-up date are required.
3-point scale for very small teams
Simpler to use and harder to argue about.
RATING SCALE
Strength — a clear strength; keep doing it.
Solid — meets the standard for this job.
Focus area — not yet at the standard; see the goal below.
Comments: exceeds expectations
Name the behavior and the result.
• Had the fewest callbacks on the team this year (2 of 190 jobs) and walked every client through the finished work before leaving.
• Clients ask for her by name: 9 written compliments since May and the highest rebooking rate in the salon.
• Took on the Thursday route when we lost a crew member in August and kept every client without a missed visit.
• Trained both new hires on the cleaning checklist; their first-month re-clean rate was half of last year’s.
Comments: meets expectations
Specific even when the rating is ordinary.
• Completes the daily route on time and leaves job sites clean; follows the photo checklist on almost every job.
• Reliable: one late arrival this period, and he called ahead.
• Handles routine client questions well and passes pricing questions to the office as asked.
• Learns new equipment quickly once shown; next step is doing the weekly mower maintenance without reminders.
Comments: needs improvement
Behavior, frequency, impact, and what “better” looks like.
• Arrived after the start time 6 times between Aug 1 and Oct 31. Two of those delayed the crew’s first job. Expectation: at the shop by 7:00 am, or text the lead by 6:30 if something comes up.
• 3 of 10 spot-checked bathrooms missed the floor behind the toilet. Expectation: follow the checklist order; we’ll re-check 5 homes in the next 30 days.
• Work orders are often turned in 1–2 days late, which delays invoices. Expectation: submit the work order before leaving each job.
Comments: reliability and attendance
Stick to dates and facts. Don’t mention the reason for protected absences such as medical or family leave.
• No unplanned absences in 2026; swapped shifts through the schedule app every time.
• Unplanned absences: 4 this period without the required call-in (Sept 3, Sept 21, Oct 8, Oct 19). Approved leave is not counted.
• Consistently available for weekend and holiday-week coverage when asked.
Comments: customer service
Use client feedback where you have it.
• Clients mention his clear explanations; he quotes before starting extra work every time.
• Two complaints this quarter about loud phone calls inside clients’ homes. Expectation: take personal calls outside or in the truck.
• Always sends the on-my-way text and before/after photos; this has cut “did you come today?” calls to the office.
Comments: safety
Safety notes are worth writing down even when the rating is good.
• Always wears eye and ear protection and checks the trailer hitch and chains before leaving the shop.
• Was seen on a ladder above the second-to-top step on Oct 12. Expectation: use the extension ladder for roof-edge work; refresher scheduled.
• Reported a frayed extension cord instead of using it; the cord was replaced the same day.
Comments: teamwork and communication
For crew jobs and shared routes.
• Steps in to help other crews finish when his route ends early.
• Tells the lead about problems right away (a broken sprinkler head, a dog loose in the yard) instead of at the end of the day.
• Conflicts with crew members have come up twice; expectation is to bring disagreements to the lead, not argue on the job site.
Goals and improvement plans
Every goal needs a number or a clear yes/no, a date and the help you will give. One or two goals are enough for most hourly roles.
Goals by role (examples)
Pick one or two and edit the numbers to fit.
• Cleaning tech: pass 9 of 10 spot checks per quarter, starting Jan 2027.
• Lawn crew: run the mower and trimmer maintenance checklist every Friday without reminders by Mar 1, 2027.
• Technician: keep callbacks under 3% of jobs for Jan–Jun 2027.
• Stylist: raise rebooking to 65% by the end of Q1 2027.
• Dog walker: send visit notes with a photo on 100% of visits for the next 60 days.
• Office: send invoices the same day as the job on 95% of jobs by Feb 1, 2027.
Development plan (training and next role)
Use for good employees who want to grow. It is often the reason they stay.
DEVELOPMENT PLAN — [name], [2027]
Where you want to be in 12 months: [Crew lead]
Skills to build:
1. [Estimating small jobs] — shadow the owner on 10 estimates by Mar 31
2. [Irrigation repair] — complete the [supplier] class in February; company pays the $[180] fee and the class day
3. [Leading a crew] — run the Tuesday crew from April, with weekly check-ins
What the company provides: [class fees, paid training time, ride-alongs]
Check-in dates: [Fri Apr 2, 2027], [Fri Jul 2, 2027]
Performance improvement plan (30 days)
For a specific, documented problem. Keep it factual and reachable; the goal is to fix it.
PERFORMANCE IMPROVEMENT PLAN
Employee: [name] Role: [Cleaning technician] Manager: [name]
Start: [Monday, November 16, 2026] Review date: [Wednesday, December 16, 2026]
What isn’t meeting the standard:
Re-clean requests from clients: 4 between Sept 1 and Nov 6 (team average: under 1). Areas missed: shower glass, floor edges.
What meeting the standard looks like:
• No more than 1 re-clean request during the plan
• Pass 4 of 5 spot checks (the lead will check 5 homes, unannounced)
Support provided:
• Two shifts paired with [lead] on Nov 17 and Nov 19
• Laminated bathroom checklist for the caddy
Check-ins: [Mon Nov 23], [Mon Nov 30], [Mon Dec 7]
If the standard isn’t met by Dec 16, the next step may include [a final written warning / a change of role / ending employment].
Employee: __________ Date: ____ (Signature means received, not agreement.)
Manager: __________ Date: ____
Improvement plan check-in note
Write it the same day. Short notes made at the time are better records than a summary written weeks later.
PIP CHECK-IN — [Monday, November 30, 2026]
Employee: [name] Week [2] of [4]
Spot checks so far: [3 of 3 passed]
Re-clean requests: [0]
What’s improved: [shower glass and floor edges done every time]
Still working on: [finishing within the booked time — running ~20 min over]
Next check-in: [Mon Dec 7, 2026]
Notes: [Employee asked for the 2-person Friday route; trying it Dec 4.]
Raise tied to the review
Write down the new rate, the date it starts and why.
PAY CHANGE
Employee: [name]
Current rate: $[21.00]/hr
New rate: $[22.50]/hr, effective [Monday, January 4, 2027] (first full pay period of the year)
Reason: [Met both 2026 goals: EPA 608 certification and callbacks under 4%.]
Next pay review: [December 2027]
Approved by: ____________ Date: ______
Self-evaluation and check-ins
Ask for the self-evaluation a week before the meeting. Most employees rate themselves fairly, and their answers show you what to talk about first.
Employee self-evaluation form
Send a week ahead; read it before the meeting.
SELF-EVALUATION — please return by [Friday, December 4, 2026]
Name: ______________
1. What went well for you this year? Give one or two examples.
2. What was hardest about the job? What would have helped?
3. Rate yourself 1–5: quality ___ reliability ___ customer service ___ safety ___ teamwork ___
4. Which part of the job do you want to do more of? Less of?
5. One skill or certification you’d like to work on next year:
6. Anything about your schedule, equipment or pay you want to discuss?
7. Anything else you want me to know?
Monthly 5-question check-in
Ten minutes. Use it between annual reviews so nothing on the annual review is a surprise.
CHECK-IN — [name] — [month]
1. What went well this month?
2. Anything get in your way (tools, schedule, clients, crew)?
3. One thing I could do better as your [manager / owner]?
4. Progress on your goal: ______
5. Anything coming up I should plan around (time off, classes)?
Action items: ______ Next check-in: ______
Upward feedback (employee to owner)
Optional and anonymous if you have more than a few people. Shows you’re open to hearing it.
A FEW QUESTIONS ABOUT HOW WE RUN THINGS (no name needed)
1. Do you get your schedule early enough? [Yes / Usually / No]
2. Do you have the tools and supplies you need? What’s missing?
3. When you raise a problem, does it get fixed?
4. One thing we should start doing:
5. One thing we should stop doing:
Please drop this in the [envelope in the shop] by [Friday, December 18, 2026].
Messages before and after the review
Short texts and emails for setting up the meeting and writing down what was agreed.
Scheduling the review (text)
Calm and specific so nobody thinks they’re in trouble.
Hi [Ana], it’s time for your year-end review. Nothing to worry about — it’s a chance to go over the year, your goals and pay for next year. Does [Friday, Dec 11] at [3:00] at the shop work? It takes about 30 minutes, paid time.
Sending the self-evaluation
Ask for it a week ahead.
Hi [Ana], before we meet on [Friday, Dec 11], could you fill out this short self-evaluation and send it back by [Friday, Dec 4]? It’s 7 questions — write as much or as little as you like. It helps me make sure we talk about what matters to you.
Follow-up summary email after the review
Send the same day. It becomes the record of what was agreed.
Subject: Summary of your review — [Friday, December 11, 2026]
Hi [Ana],
Thanks for the conversation today. Here’s what we agreed:
• Strengths: [quality of work — 1.9% callbacks; clients ask for you by name]
• Goal for 2027: [lead the Tuesday crew starting in April; irrigation class in February]
• Pay: [$22.50/hr starting Monday, January 4, 2027]
• Next check-in: [Friday, April 2, 2027]
The signed review is attached. If anything here doesn’t match your notes, reply and we’ll fix it.
[Name]
Raise announcement message
Short and warm. Put the numbers in writing.
Hi [Marco], thanks for a great year. Your rate goes from $[19.00] to $[20.25]/hr starting [Monday, January 4, 2027]. That’s for [zero missed visits and the best client reviews on the team]. You’ll see it on the [Jan 15] paycheck.
No raise this year (honest message)
Explain why and say what would change it. Don’t promise what you can’t do.
Hi [Sam], I want to be straight with you about pay. There’s no change to your rate this year. [The two goals we set in May — the checklist and arriving by 7:00 — aren’t met yet.] If you meet them by [Monday, March 1, 2027], I’ll review your pay again then. I want this to work, and I’ll help with the [paired shifts we talked about].
When the employee disagrees with the review
Acknowledge it, invite written comments, and keep the review as written unless a fact is wrong.
Hi [Sam], I heard that you don’t agree with parts of your review, and that’s okay. You can add your comments in writing, and they’ll be kept with the review. If there’s a fact that’s wrong (a date, a job, a number), tell me which one and I’ll check it and correct it. Can we meet for 15 minutes on [Wednesday, Dec 16]?
Year-end reviews before the holidays (team message)
Sets dates for everyone at once, around the closures.
Hi team — year-end reviews are this month. I’ll text each of you a time between [Mon Dec 7] and [Fri Dec 18], about 30 minutes, paid. We’re closed [Fri Dec 25] and [Fri Jan 1]; any pay changes start with the first pay period in January ([Mon Jan 4, 2027]). Self-evaluations are due a week before your meeting. Thanks for a great year.
Filled-in examples by business
Real-sounding finished reviews. Notice that every rating has an example and every goal has a number and a date.
Filled-in: cleaning technician (meets, one focus area)
A solid employee with one fixable habit.
Employee: Rosa M. Role: Cleaning technician Period: May 1 – Oct 31, 2026
Quality 4: passed 11 of 12 spot checks; the one miss was oven-hood grease (Sept 22).
Reliability 3: one late arrival (Aug 14), called ahead.
Customer service 4: two clients asked for her by name in October.
Safety 3: follows chemical labeling; reminded once to use gloves with the oven cleaner.
Teamwork 3: helps finish the shared Friday route.
Focus: finish standard homes within the booked 3 hours (averaging 3 hr 20 min). Measure: average time for the 20 homes from Nov 16 to Jan 15.
Overall: Meets. Rate stays $[19]/hr until the January pay review.
Filled-in: lawn crew member (90-day, extended)
Introductory period extended with clear goals.
Employee: Devin T. Start: Aug 17, 2026 Review: Mon Nov 16, 2026
Core tasks: Mostly. Edging and blowing are good; mowing pattern still needs the lead’s check on corner lots.
On time: Not yet. Late 5 times in 90 days.
Safety: Yes.
Client care: Yes. A client complimented him for closing gates on Oct 7.
Outcome: Introductory period extended 30 days to Wed Dec 16. Goals: no late arrivals; mow 3 corner lots without corrections. Check-ins on Mondays.
Filled-in: plumbing apprentice (annual)
Strong year, ready for more responsibility.
Employee: Jordan K. Role: Apprentice plumber, year 2 Meeting: Fri Dec 11, 2026
2026 goals: Pass the backflow tester class (Met, July). Log hours for the apprenticeship each week (Met).
Technical 3 · Diagnosis 3 · Job site 5 · Paperwork 4 · Customer communication 4 · Safety 4
Biggest contribution: kept the van stocked so the lead had parts on hand. That avoided supply-house runs on about 30 jobs.
2027 goals: do 10 water heater installs as lead under supervision by June 30; start the year-3 classes in January.
Pay: $[23.00] → $[24.50]/hr effective Mon Jan 4, 2027 (apprentice scale step 3).
Filled-in: dog walker (year-end, rehire for holidays)
Short review for a part-time role.
Employee: Priya S. Role: Dog walker (part-time) Period: Jun–Nov 2026
Visits: 386 completed, 1 late-cancelled (Sept 2, with notice to the client).
On-time: 97%. Notes and photos: every visit.
Keys: all logged and returned. No incidents.
Client feedback: 3 five-star reviews; one note that walks felt short (Oct 3). She now logs walk minutes in the app.
Holiday coverage: confirmed Nov 25–29 and Dec 23–Jan 3.
Pay: $[21] → $[22]/walk-hour from Mon Jan 4, 2027.
Filled-in: front desk / scheduler (needs improvement)
Fact-based, with a plan and support.
Employee: Chris L. Role: Office and scheduling Period: 2026
Phones 2: 14 missed calls in October weren’t returned the same day (call log attached).
Booking accuracy 4: very few address or access errors.
Invoices 2: 71% sent the same day (goal: 95%).
Caller tone 4: handled the Oct 20 billing complaint calmly and clearly.
Plan: 30-day improvement plan from Mon Nov 16 to Wed Dec 16. Goals: return every missed call by end of day, and send 95% of invoices the same day. Support: invoice templates set up in the software, and a 4:30 pm daily call-back block on the calendar.
Common questions
How often should a small business do employee evaluations? Once a year is the minimum. Add a 90-day review at the end of the introductory period, and short monthly or quarterly check-ins. For seasonal workers, do an end-of-season review before they leave, so you know who to rehire.
Does the employee have to sign the evaluation? Ask them to sign that they received it, and put that meaning on the form. If they refuse, write “employee declined to sign” with the date, and have a second person witness it if possible. Give them a copy either way.
Should raises be decided in the review? Many small businesses tie pay to the annual review because it gives the decision a reason. If you do, put the new rate and its start date in writing. If pay isn’t decided yet, say when it will be.
What is a good rating scale? A 5-point scale with written definitions is the most common. Very small teams often do better with three levels: strength, solid and focus area. Whatever you use, “meets expectations” should mean good work.
Can I evaluate independent contractors this way? Not with an employee review. Contractors control how they do the work. You can rate the results against the contract (on time, to spec) and decide whether to hire them again. See the independent contractor agreement.
What’s the difference between a review and a write-up? A review covers the whole period, good and bad, and sets goals. A write-up documents one specific problem when it happens. Use both, and don’t let the review be the first time a problem is mentioned.
How to use this template
Copy the form that fits the job and delete the rating lines that don’t apply. Fill in the numbers before the meeting, and send the self-evaluation a week ahead. After the meeting, both of you sign, the employee keeps a copy, and you send the summary email the same day. For a specific problem between reviews, use the write-up form. For pay and start dates on a new hire, use the offer letter.