Performance Review Meeting Minutes Template (Annual or Mid-Year Review)

Use this template to record a one-to-one performance review: what was rated, what was agreed and what happens next. It keeps the record fair, specific and easy to find at the next review.

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Performance review meeting minutes: the template

Eight sections cover a manager and employee review. Each one has an example entry, so you can see how specific to be before you replace it with your own.

Performance review meeting minutes

Fill in during or right after the meeting

  • Employee: [Name and role]
  • Reviewer: [Manager name]
  • Review period: [e.g. 1 Jan to 30 Jun]
  • Review type: [Annual, mid-year or probation]
  • Date and time: [Date, start and end time]
  • Location or link: [Room or video link]
  • Minutes taken by: [Name]
  • Previous review: [Date of last review]

Goals from the last review

List each goal set last time and mark it met, partly met or not met, with the evidence.

ExampleReduce average ticket handling time to 9 minutes: met, 8.4 minutes in Q2. Complete team lead course: partly met, 3 of 5 modules.

Achievements and strengths

Specific work the employee did well, with results or examples the reviewer can point to.

ExampleLed the March onboarding revamp and cut new hire ramp time from 8 weeks to 6. Peers named Dana as the person to ask about the billing tool.

Areas to improve

Each gap as an observed behaviour with a recent example, not a personality label.

ExampleHandover notes are often missing, which caused two repeat escalations in May. Agreed a short template to use each Friday.

Employee feedback and concerns

What the employee said about workload, the team, the manager and support they need, in their words where possible.

ExampleDana asked for fewer back-to-back meetings on Tuesdays and wants more time with the senior analysts.

Rating or overall assessment

The agreed rating or summary, and whether the employee agrees with it.

ExampleMeets expectations, strong in delivery. Employee agrees with the rating but wants a clearer path to the senior grade.

Goals for the next period

Three to five goals, each with a measure and a date.

Example1. Run the Q3 customer survey and present results by 15 Sept. 2. Mentor one new hire through their first 90 days.

Development and support plan

Training, stretch work or coaching agreed, who arranges it and by when.

ExampleEnrol in the people management course in September. Shadow the product lead on two roadmap reviews.

Follow-up and sign-off

Next check-in date, and whether both people have reviewed the minutes.

ExampleCheck-in on 12 August. Both parties to confirm the minutes within five working days.

Toimintakohteet

Task Omistaja Due
Enrol Dana in the people management course Manager 30 June
Create the Friday handover note template and share it with the team Dana 7 June
Send the minutes to the employee for review and to HR for the file Minute taker Next working day
Copy as textDownload .txtPrint or save as PDF

Copy-ready minutes text

Paste this into Google Docs, Word, Notion or an email. Replace anything in [brackets].

Copy the text
PERFORMANCE REVIEW MEETING MINUTES

Employee: [Name and role]
Reviewer: [Manager name]
Review period: [e.g. 1 Jan to 30 Jun]
Review type: [Annual, mid-year or probation]
Date and time: [Date, start and end time]
Location or link: [Room or video link]
Minutes taken by: [Name]
Previous review: [Date of last review]

GOALS FROM THE LAST REVIEW
[List each goal set last time and mark it met, partly met or not met, with the evidence.]

ACHIEVEMENTS AND STRENGTHS
[Specific work the employee did well, with results or examples the reviewer can point to.]

AREAS TO IMPROVE
[Each gap as an observed behaviour with a recent example, not a personality label.]

EMPLOYEE FEEDBACK AND CONCERNS
[What the employee said about workload, the team, the manager and support they need, in their words where possible.]

RATING OR OVERALL ASSESSMENT
[The agreed rating or summary, and whether the employee agrees with it.]

GOALS FOR THE NEXT PERIOD
[Three to five goals, each with a measure and a date.]

DEVELOPMENT AND SUPPORT PLAN
[Training, stretch work or coaching agreed, who arranges it and by when.]

FOLLOW-UP AND SIGN-OFF
[Next check-in date, and whether both people have reviewed the minutes.]

ACTION ITEMS
Task | Owner | Due
[Task] | [Name] | [Date]

Next meeting: [Date, time]
Minutes prepared by: [Name]

How to run this meeting

  1. Ask for a self-review before the meeting

    Have the employee list their top achievements and one thing they want to change a week ahead. The minutes then start from their view as well as yours.

  2. Record observations, not labels

    Write what happened and when, such as two missed handovers in May, instead of 'careless'. Specific notes hold up when the next review looks back.

  3. Write the employee's response next to each point

    A review minute that only shows the manager's view looks one-sided. Note where the employee agrees, disagrees or adds context.

  4. Share the minutes within a day

    Send them to the employee first and ask for corrections within five working days. Then file one agreed copy with HR.

Stay in the conversation, not in the notes

A review goes better when the manager is listening, not typing. Speak AI records the meeting with consent and drafts the minutes from what was said.

  • Record the review on Zoom, Google Meet or Microsoft Teams, or upload the audio afterwards.
  • Get a transcript with the manager and employee labelled, so each point is easy to attribute.
  • Get an automatic summary of achievements, feedback and the goals agreed.
  • Get action items with owners and dates, such as training to book or goals to write up.

See how the Tekoälykokousavustaja ja Tekoälyinen muistiinpanojen tekijä work, or start with a free account.

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Usein kysytyt kysymykset

How do you write meeting minutes?

Record the date, attendees and purpose, then write each topic as a short entry showing what was decided, who owns the follow-up and the due date. Skip who said what unless it matters, and send the minutes within a day.

What 8 things should the minutes of a meeting include?

Date and time, attendees and apologies, purpose, topics discussed, decisions made, action items with owners, deadlines, and the next meeting date. For a performance review, add goals, feedback and the agreed rating.

Is there a free template for taking minutes at meetings?

Yes. Copy the template on this page as text or print it. It has sections for goals, feedback, ratings and development, with an example entry in each, so you can fill it in during or straight after the review.

Can ChatGPT write minutes of a meeting?

A chatbot can tidy notes you paste in, but it cannot hear the meeting. An AI notetaker like Speak AI records and transcribes the call with speakers labelled, then drafts the summary and action items from what was actually said.

Should an employee see performance review minutes?

Yes, in most workplaces. Sharing the minutes lets the employee correct errors and confirm what was agreed. Check your own HR policy for how long to keep them and who else can read them.

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Performance Review Meeting Agenda TemplateMentor Meeting Minutes TemplateClosing Meeting Minutes TemplateAll meeting templatesAI Meeting AssistantAI Notetaker

Take better review minutes without typing them

Book a demo to see Speak AI turn a recorded review into minutes and action items, or try it free on your next one-to-one.

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