Disappointed With Appraisal? 15+ Email Samples To Express It

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Performance appraisals are crucial checkpoints in a professional journey. While they often bring encouragement and direction, they can sometimes be a source of disappointment, especially when the results don’t reflect your efforts or expectations. If you feel your contribution was undervalued, expressing your concerns through a well-crafted email can be a constructive step forward.

This article guides you on how to professionally address your disappointment through email, without sounding accusatory or emotional, while opening the door to meaningful dialogue.

Points to Remember While Writing the Email (Important!)

1. Be calm and professional: Your tone sets the stage. Even if you're upset, your email should reflect composure. Avoid using capital letters, excessive exclamation points, or emotionally loaded words. Instead, keep your tone measured and courteous. A professional tone helps your concerns be taken seriously.
2. State facts with evidence: Point out specific goals met, KPIs achieved, or contributions made. Use numbers, project names, or outcomes to support your case. This makes your message more credible and shows you are making a data-backed case, not just venting emotions.
3. Express intent for growth: Emphasize that your email is motivated by a desire to grow, not just by dissatisfaction. Ask how you can better align with expectations or company goals in the future. This shows maturity and long-term thinking.
4. Request dialogue, not demands: Frame your email as a request for a discussion, not an appeal or complaint. Use phrases like "Would it be possible to discuss..." rather than "I want this changed." This encourages open communication and shows respect for the process.
5. Avoid comparing yourself to others: Focus on your own performance and avoid comments like “others got promoted” or “my teammate received a higher raise.” Comparisons can sound unprofessional and may undermine your argument.
6. Read the email out loud before you send it: Take a moment to read your entire email out loud so you can hear the tone of your writing and proofread for any spelling or grammatical errors. If your tone is too soft or too harsh, adjust the language so it is professional but firm. You could also have a trusted friend or coworker read over your email before you send it to make sure it is cordial and reasonable.
7. Send it promptly: Waiting too long can make your feedback seem like an afterthought. Ideally, write within 3 to 5 business days of receiving your performance appraisal. A timely response reflects genuine concern and commitment.

Sample Emails Expressing Dissatisfaction over Appraisal

Here are a few samples that will guide you while writing your mail: 

Long Format Emails

1. Role Expansion Not Reflected in Appraisal

Subject: Request to Revisit Appraisal: Additional Responsibilities and Contributions

Hi Divya,

Thank you for the performance review. I’ve taken some time to reflect on the feedback, and I wanted to share a few thoughts.

Over the past year, I’ve stepped into several additional responsibilities, including leading the vendor transition for our support systems, taking charge of monthly performance reports, and mentoring two interns. These tasks were beyond my initial scope but I took them on willingly to ensure team success.

Given the expanded responsibilities and the outcomes achieved, I was hoping these would be reflected more prominently in the review and compensation decision. I’d really value the opportunity to understand the appraisal process better and align on expectations for the future.

Would it be possible to schedule a quick discussion sometime this week?

Thanks and regards,
Aarav

2. Promotion Expectations Not Met

Subject: Request to Discuss Career Progression and Appraisal Feedback

Hi Anjali,

Thank you for sharing my appraisal feedback. I appreciate the thoughtful review and your acknowledgment of my consistent contributions. However, I wanted to discuss my career progression, especially in light of our previous conversations about a potential promotion.

Over the last 12 months, I have taken on several cross-functional projects, led the client migration for the APAC region, and mentored two new hires who are now performing independently. Based on this and prior discussions, I was hopeful to see movement in my role.

Could we meet sometime this week to align on expectations for the next review cycle and what milestones I should aim for to be considered for promotion?

Thanks and regards,
Dev

3. No Salary Hike Despite High Ratings

Subject: Request for Clarification on Compensation Update

Dear Ravi,

Thank you for the performance feedback. I’m glad to see that my work has been recognized positively. However, I was surprised to learn that my compensation remains unchanged, despite a 'Strong Performer' rating.

I led three client-critical launches, worked overtime on several urgent deliverables, and consistently met all my KPIs. I was expecting that my compensation would reflect this effort, especially since I received similar feedback last cycle.

Could we schedule a time to review how compensation decisions were made and what additional expectations I need to meet to qualify for a salary revision?

Looking forward to your guidance.

Best,
Saloni

4. Mismatch in Appraisal vs. Feedback Throughout Year

Subject: Concern Regarding Performance Review Outcome

Hi Priya,

Thanks for the appraisal update. I wanted to share some thoughts, as I’m a bit confused by the final outcome.

Throughout the year, I consistently received positive feedback during our 1:1s, including during the mid-year review. I also received appreciation from senior leadership after the Q3 product launch and even took on responsibilities that were outside my core role.

Given this, I expected a higher performance rating. Can we have a quick discussion to align on what might have caused this disconnect and how I can improve going forward?

Thank you,
Nikhil

5. Disappointment Over Feedback Lacking Context

Subject: Request for Feedback Clarification on Appraisal

Dear Meera,

I appreciate your time in conducting my performance review. I noticed that some of the feedback points in the appraisal seemed quite general and lacked specific context.

For instance, the comment on "inconsistent communication" surprised me, as I’ve maintained regular weekly updates with stakeholders and ensured alignment through multiple team syncs. If there are areas where improvement is needed, I’d like to better understand them with examples.

Could we perhaps revisit these points together in a short meeting?

Thanks for your time and support.

Best regards,
Yusuf

6. Requesting Feedback for Growth Despite Disappointment

Subject: Feedback Request Following Appraisal Review

Hi Ankur,

Thank you for conducting the appraisal and sharing detailed feedback. While I’m slightly disappointed by the rating, I’m also eager to work on any development areas.

Could we connect to go over specific aspects of my performance that could be enhanced? I’d appreciate actionable input that can help me move forward in the upcoming cycle.

Thanks again for your continued support.

Best,
Varsha

7. Long-Term Contribution Not Reflected

Subject: Appraisal Discussion Request: Long-Term Contributions

Dear Ms. Kapoor,

Thank you for the appraisal summary. While I value the feedback, I was hoping to see a stronger recognition of my long-term contributions.

I’ve completed five years with the company and have taken ownership of several legacy systems, trained new team members, and helped reduce system downtime by 45%. This commitment and institutional knowledge feel underrepresented in the current review.

Would it be possible to schedule a call and talk through this in more depth?

Kind regards,
Sudeep

8. High Performer but Not Rewarded

Subject: Request for Discussion on Recognition and Rewards

Hi Rahul,

Hope you're doing well. I’ve been rated as a high performer in the last two cycles and have maintained a strong work ethic, but haven’t received a promotion or incentive bonus.

This makes me wonder if there are other parameters I may not be meeting or visibility issues I’m unaware of. I’d truly appreciate your feedback on this and any suggestions you might have.

Can we speak sometime this week?

Thanks,
Neha

9. Supporting Achievements with Data

Subject: Review Request Based on Contribution Metrics

Dear Mr. Jain,

Thank you for the recent appraisal. I wanted to request a follow-up meeting to present some metrics that reflect my contributions over the last year.

Specifically, I:

• brought in 3 new client accounts generating ₹20 lakh in revenue
• reduced turnaround time for client delivery by 30%
• represented our team in two industry webinars and received recognition for thought leadership

These points don’t seem fully accounted for in the current review. Whenever convinient for you, could we connect this week to review these aspects?

Regards,
Aman

10. Strong Project Delivery Not Reflected

Subject: Clarification Request - Project Impact & Appraisal Outcome

Hi Swati,

Thanks for sharing the performance review. I’d like to better understand how my contributions to the Q2 and Q4 strategic initiatives were evaluated.

I led the product revamp project, which launched on time and exceeded user adoption goals by 22%. I also streamlined vendor coordination, resulting in a 15% cost saving. Yet, the rating I received seems to understate these results.

Would you be open to discussing this further sometime this week?

Thanks and regards,
Vivek

Short and Direct Format

11. Seeking Clarification

Subject: Clarification Request

Hi [Manager's Name],
Thanks for the update. I was hoping we could connect to discuss the appraisal, as I was a little disheartened by the outcome. Let me know a good time.

Regards,
[Your Name]

12. With Data Points

Subject: Request for Review of Appraisal Outcomes

Hi [Manager's Name],
Thank you for the appraisal document. I wanted to share some data and metrics that reflect my work on [project/initiative], which I feel weren’t highlighted.
Can we review this together and align on the expectations for the next cycle?

Thanks,
[Your Name]

13. Seeking Career Path Clarity

Subject: Career Progression and Appraisal Follow-up

Hi [Manager's Name],
I’m looking for some clarity on my career growth here, as I had expected a different outcome from the recent appraisal based on our last discussions.
Could we explore how I can work toward the next step in my role and responsibilities?

Sincerely,
[Your Name]

14. Post-Meeting Follow-Up

Subject: Reiterating Points from Appraisal Discussion

Hi [Manager's Name],
Thanks again for taking the time to discuss my appraisal. I wanted to reiterate some points we covered, especially around [specific project or task], and understand how they influenced the final rating.
I’d appreciate any additional feedback.

Best,
[Your Name]

15. Appreciating Constructive Feedback but Seeking Growth

Subject: Feedback Received – Looking Ahead

Hi [Manager's Name],
Thanks for your honest and constructive feedback. While I’m slightly disappointed with the outcome, I view it as an opportunity to improve.
Could we plan a quick meeting to align on future goals and expectations?

Regards,
[Your Name]

16. Performance + Expectations Mismatch

Subject: Concerns about Appraisal Results

Hi [Manager's Name],
I wanted to express some concern regarding the appraisal. The result seems to be a mismatch with my expectations and the performance I’ve delivered.
Can we connect to review this and talk about future development opportunities?

Thanks,
[Your Name]

17. Formal and Reserved

Subject: Request for Appraisal Review Discussion

Dear [Manager's Name],
I would appreciate a discussion regarding my recent performance appraisal. I believe a few elements of my work may not have been considered fully in the evaluation.
Please let me know a convenient time to connect.

Kind regards,
[Your Name]

18. Addressing Perceived Bias

Subject: Feedback Request on Appraisal

Hi [Manager's Name],
I value the process behind our performance appraisals. That said, I sensed a possible oversight in this year’s assessment and would like to understand the evaluation in more depth.
Can we discuss this further sometime this week?

Regards,
[Your Name]

19. Trying to Rebuild Trust

Subject: Seeking Clarity and Feedback

Hi [Manager's Name],
I felt disappointed with my appraisal, and I’m hoping we can have a conversation to clear the air and align better going forward. I value your mentorship and want to ensure we’re on the same page.
Let me know a suitable time.

Warmly,
[Your Name]

20. Disappointment + Gratitude

Subject: Performance Review: Feedback & Thanks

Hi [Manager's Name],
Thank you for the time you took to review my performance. While I’m grateful for the insights, I’m also feeling a bit discouraged about the outcome.
Could we have a quick chat to explore what I can improve to grow within the team?

Best regards,
[Your Name]

Sharing Disappointment in Face-to-Face Interactions

Discussing a disappointing appraisal or lower-than-expected increment can be uncomfortable during face-to-face interactions with your manager. However, it is an important opportunity to advocate for yourself professionally. When done with the right mindset and tone, such conversations can open doors to clarity, growth, and even future opportunities.

Here's how to approach the discussion constructively and make your voice heard, while maintaining professionalism and a positive working relationship.

Express your feelings honestly but calmly

It is okay to share that you are disappointed, but keep your tone respectful and composed.

Example: "I’ll be honest. While I value the feedback, I am a bit disappointed with the outcome, especially given the efforts and results I have delivered."

Mention specific contributions

Briefly highlight the key achievements or responsibilities you've handled that you believe warranted a higher appraisal.

Example: "I have taken on additional responsibilities, led key deliverables, and consistently met or exceeded expectations, which made me hope for a stronger recognition in the form of appraisal."

Seek understanding, not confrontation

Invite their perspective to understand the reasoning behind the decision, which can lead to a more productive conversation.

Example: "I would love to understand the factors that influenced the decision. It will help me align better going forward."

Ask about growth opportunities

Shift the focus to how you can improve and grow in the upcoming cycle.

Example: "I would appreciate your guidance on what I can focus on to grow further and be considered for better rewards in the next cycle."

Stay open to follow-up

You can request a follow-up discussion if needed or mention that you’d like to reflect and share more thoughts later.

Example: "I would like to take some time to reflect, would it be okay if I came back with a few thoughts or questions later?"

Summing Up

Being disappointed with your appraisal is natural. However, how you respond to it can shape your professional growth. Writing a respectful, well-thought-out email allows you to voice your concerns while showing maturity, initiative, and a desire to improve. Same goes for the face-to-face interactions. Whether or not the outcome changes, the impression you leave can influence how future opportunities come your way.

Frequently Asked Questions

Q1. Is it okay to express disappointment about an appraisal via email?

Yes, as long as it’s done respectfully and constructively, email is a suitable medium for initiating the conversation.

Q2. Should I ask for a change in rating or compensation directly?

It’s better to focus on understanding the reasoning and expressing your perspective rather than demanding changes.

Q3. How soon should I write the email after receiving the appraisal?

Ideally within a few days, when your thoughts are clear but the discussion is still relevant.

Q4. Can I copy HR in the email?

Only if it's standard in your organization or if you’ve already spoken to your manager without resolution.

Q5. What if my manager doesn’t respond?

Follow up once politely. If there’s still no response, consider setting up a meeting or escalating via the proper channel.

Suggested Reads:

• Writing A Thanks Message To Boss: 30+ Samples With Smart Tips
• Top 15 Performance Appraisal Tips (With Examples) for Career Growth
• 100+ Self Appraisal Comments For Your Upcoming Performance Review
• Future Of Performance Appraisals: Modern Practices And Their Benefits