Acknowledge Strengths: Recognize the individual's strengths and accomplishments - highlight what they do well can motivate them to continue excelling. 

Stick to the facts: Make sure that the comments are clear, focused, complete, and factual. 

Be Specific: Provide specific examples to support your comments. 

Focus on Behavior: Concentrate on observable behaviors rather than making assumptions about the person's character or intentions. 

Be Constructive: Offer suggestions for improvement in areas where the individual can grow. 

Use Positive Language: Frame comments positively even when providing constructive criticism - Instead of saying "You failed to meet expectations," say "You have the potential to improve in meeting deadlines by prioritizing tasks." 

Be Comprehensive: Remember this evaluation is reflective of the entire year, not just a moment in time.

Don't include personal information: Exclude confidential information about the employee's health, fit-for-duty, medical leave, etc.

Avoid Personal Attacks: Don't include personal feelings about the employee. Feedback should be directed at behaviors or performance, not at the individual personally. Keep the conversation professional and respectful.

Avoid Generalizations: Refrain from making sweeping generalizations or judgments about the individual's character or abilities. 

Don't Compare: Avoid comparing individuals to their peers, as it can lead to feelings of inadequacy or resentment. Focus on their individual progress and growth instead.

Don't Use Vague Language: Steer clear of vague or ambiguous language that doesn't provide clear guidance for improvement. 

Don't Be Harsh or Critical: Criticism should be constructive and delivered with empathy. Avoid harsh or overly critical language that can demotivate or discourage the individual.

Don't Overload with Feedback: Focus on providing a few key points for improvement rather than overwhelming the individual with too much feedback at once. Quality over quantity is key.