Manager Review Reminder Email

Subject: Action Required: Pending Manager Reviews for |

Dear ,

This communication serves as a reminder that you have performance reviews pending for at . The deadline for completing all manager assessments is .

As a people manager, your review is an essential component of the performance evaluation process. Your assessment provides the organization with a comprehensive understanding of each team member's contributions, areas of strength, and opportunities for development during the review period.

Please access the review portal at to view your pending assessments. For each direct report, we request that you provide a thorough evaluation that includes specific examples of performance, alignment with established goals, and a fair performance rating supported by documented evidence.

We encourage you to review each employee's self-assessment submission carefully before completing your evaluation. Incorporating the employee's perspective demonstrates respect for their contributions and leads to more balanced, constructive reviews.

Timely completion of manager reviews is critical to maintaining the integrity of our performance management timeline. Delays at this stage directly impact the ability to communicate appraisal outcomes, process compensation revisions, and plan development initiatives for the upcoming cycle.

For any questions or support regarding the review process, please contact the HR team at .

Regards,

What Is a Manager Review Reminder Email?

A manager review reminder email is a communication sent by HR to people managers who have pending performance reviews for their direct reports. It specifies the number of outstanding reviews, the submission deadline, and provides a link to the review portal where assessments can be completed.

Manager reviews are the most critical step in the performance evaluation process. They translate employee contributions into formal ratings, document strengths and development areas, and inform decisions about compensation, promotions, and career development. When manager reviews are delayed, the entire performance cycle stalls.

This template provides HR teams with a professional, action-oriented reminder that conveys urgency while respecting the manager's time. It includes all the information a manager needs to act immediately, including the number of pending reviews and a direct portal link.

Why HR Teams Need a Manager Review Reminder Email Template

Manager reviews are consistently the biggest bottleneck in the performance review cycle. People managers are often the busiest employees in the organization, juggling team deliverables, stakeholder meetings, and their own individual contributions alongside the responsibility of evaluating their team members.

A well-crafted reminder email cuts through the noise by being specific, actionable, and respectful. It tells the manager exactly how many reviews are pending, when they need to be done, and where to do them. According to a 2024 survey by Lattice, 67% of managers said they delayed performance reviews because they were unsure about the process or timeline, not because they did not care. A clear reminder solves this problem.

Standardising the reminder also ensures that all managers across the organization receive the same information and the same deadline, preventing situations where some teams complete reviews on time while others lag behind.

Key Sections Covered in This Email Template

This manager review reminder template includes a clear subject line indicating action is required, the manager's name for personalisation, the review cycle and deadline, the number of pending reviews, a direct link to the review portal, tips for writing effective reviews, and context about why timely completion matters for the team.

Each tone variant addresses the manager directly and provides practical guidance. The Modern tone includes a structured detail block with all key information at a glance, making it easy for busy managers to get the information they need in seconds.

The template also recommends that managers read each employee's self-assessment before writing their review, which leads to more balanced and comprehensive evaluations.

How to Use This Free Manager Review Reminder Email Template

Select the appropriate tone for your organization. Personalise the email with the manager's name, the review cycle, deadline, number of pending reviews, and the review portal link. Use the Copy button to send via your email client or internal messaging platform.

For maximum effectiveness, send the first manager reminder when approximately 40% of the review period has passed and reviews are not yet started. Send a second reminder one week before the deadline, and a final reminder two to three days out. Include the specific number of pending reviews in each reminder, as this personalised detail creates accountability.

For managers who are consistently late, a brief one-on-one conversation from their HRBP or skip-level manager is more effective than additional emails.

Frequently Asked Questions

How many reminders should HR send to managers about pending reviews?

HR should plan for a three-touch reminder sequence for manager reviews. The first reminder should go out at the midpoint of the review window, giving managers a heads-up that the deadline is approaching and showing how many reviews are pending. The second reminder should arrive approximately one week before the deadline with a more urgent tone. The third and final reminder should be sent two to three days before the deadline, emphasising that late submissions will delay appraisal outcomes for the entire team. Data from performance management platforms shows that this three-touch approach achieves 92 to 96% on-time completion, compared to 70 to 80% with a single reminder. For managers who miss the deadline despite all three reminders, escalation to their skip-level manager is the recommended next step.

What makes a good manager performance review?

A strong manager performance review includes specific examples of the employee's contributions, a fair and evidence-based rating, constructive feedback on development areas, and clear expectations for the next cycle. The best reviews reference the goals set at the beginning of the cycle and evaluate performance against those benchmarks. Avoid recency bias by considering the employee's performance across the entire review period, not just the last few weeks. According to Gallup research, employees who receive meaningful feedback from their manager are 3.6 times more likely to be engaged at work. Reviews that include both recognition of achievements and actionable development guidance produce the highest employee satisfaction and retention outcomes.

How long should a manager take to complete each performance review?

A thorough manager performance review typically takes 30 to 60 minutes per direct report. This includes reviewing the employee's self-assessment (10 to 15 minutes), evaluating performance against established goals (10 to 15 minutes), writing specific feedback and examples (10 to 20 minutes), and assigning a rating (5 to 10 minutes). Managers with larger teams should block dedicated time across multiple days rather than trying to complete all reviews in a single session, as review quality deteriorates significantly after three to four consecutive evaluations. HR can help by providing managers with a pre-populated template that includes each employee's goals and self-assessment summary, reducing the preparation time needed.

Should managers discuss reviews with employees before submitting?

The recommended approach is for managers to complete their written review independently, submit it through the performance management system, and then discuss the feedback with the employee in a dedicated review meeting. Completing the review before the discussion ensures the manager's assessment is not unduly influenced by the conversation and creates a documented record. However, some organizations use a draft review process where managers share preliminary feedback and incorporate employee input before finalising. Either approach works, but the key is consistency. All managers in the organization should follow the same process to ensure fairness. The review meeting itself should be a two-way conversation, not a one-way presentation, allowing the employee to share their perspective and ask questions.

How can managers avoid bias in performance reviews?

Managers can reduce bias in performance reviews by following several evidence-based practices. First, review the employee's full body of work across the entire cycle rather than focusing on recent events, which prevents recency bias. Second, evaluate against the specific goals and criteria established at the start of the cycle, not against other employees. Third, use specific examples and data to support every rating, which reduces the influence of subjective impressions. Fourth, consider whether the same behavior or outcome would lead to the same rating for a different employee. According to a 2023 McKinsey study, structured review frameworks with clear criteria reduce rating disparities by up to 35%. Calibration sessions where managers discuss ratings with peers and HR also help identify and correct unconscious biases.

What should HR do when a manager consistently misses review deadlines?

When a manager consistently misses review deadlines, HR should take a graduated approach. Start with a direct conversation to understand the root cause, whether it is workload, unclear expectations, discomfort with giving feedback, or a lack of prioritisation. Provide support such as review writing guides, templates, or a brief training session. If the pattern continues, escalate to the manager's own manager or HRBP for a more formal discussion about the importance of people management responsibilities. Some organizations include timely completion of performance reviews as part of the manager's own performance evaluation, which creates direct accountability. Data from the Corporate Leadership Council shows that managers who receive training on the review process are 40% more likely to complete reviews on time.

How do calibration sessions work after manager reviews are submitted?

Calibration sessions are meetings where managers across a department or business unit discuss and align on performance ratings before they are finalised and communicated to employees. Typically facilitated by HR, these sessions involve managers presenting their ratings and justifications, with peers and leadership challenging or validating the assessments. The goal is to ensure consistency and fairness across teams by removing individual manager biases. For example, one manager might rate 80% of their team as 'Exceeds Expectations' while another rates only 20% at that level, and calibration helps identify whether these differences reflect actual performance or differing standards. Calibration cannot happen until all manager reviews are submitted, which is why timely completion is critical for the entire organization.

Can manager reviews be submitted after the deadline?

Most organizations do accept late manager reviews, but with consequences for the overall timeline. Late submissions delay calibration sessions, which in turn delay appraisal outcome communications and any associated compensation or promotion decisions for the manager's direct reports. This means the manager's team members are directly impacted by the delay. Some organizations impose a hard deadline after which the HR system locks review submissions and requires manual override by an HR administrator. Others allow a grace period of three to five business days. The reminder email should clearly communicate the downstream impact of late submissions, as many managers respond more urgently when they understand their delay affects their team's compensation timeline rather than just an HR administrative process.

Written by Adithyan RK

Fact Checked by Surya N

Published on: 3 Mar 2026|Last updated:

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