Negative Feedback Examples for Managers, Colleagues, and Direct Reports

While negative feedback can sometimes be difficult to give or receive, it plays a crucial role in personal and professional growth by addressing areas that need improvement. When delivered constructively, it helps individuals correct their course and achieve better results.

Discover effective strategies and examples for providing negative feedback to colleagues, leaders, or direct reports without damaging professional relationships.

Use these specific phrases to communicate negative feedback in a way that motivates rather than demotivates, ensures clarity, and fosters positive change.

What is negative feedback?

Negative feedback is feedback that highlights areas where a person’s performance, behavior, or actions fall short of expectations or require improvement. It focuses on identifying problems, mistakes, or shortcomings that need to be addressed. The goal of negative feedback is to inform the individual about what isn’t working well so they can make adjustments to improve.

Key characteristics of negative feedback

1. Corrective: It points out errors or inefficiencies to correct behavior or performance.
2. Specific: It focuses on specific actions or behaviors, providing clear examples of what needs to be changed.
3. Timely: It is given soon after the issue occurs so that it is relevant and actionable.
4. Objective: Ideally, negative feedback is based on facts and observable actions, not personal opinions or emotions.
5. Actionable: Effective negative feedback often includes suggestions or guidance on how the individual can improve or resolve the issue.

Negative employee feedback example phrases

Communication

Communication skills are essential in every work environment. Effective communication skills are integral to maintaining healthy relationships, whether with colleagues, customers, or friends.

Here are some negative feedback example phrases you can use:

1. “I’ve noticed some of our quieter team members, like [name], don’t have the chance to speak in meetings. Please make an effort to ensure everyone has the opportunity to contribute.”
2. "I noticed that you interrupted [name] twice during their presentation. Please wait until they finish before adding your thoughts to ensure everyone gets the chance to fully present their ideas.”
3. “I’ve noticed that I’m not receiving regular progress updates on your project. Moving forward, could you CC me on key emails or send a weekly update to keep me informed?”
4. “In your last update, I found it hard to grasp the full context of the situation. Could you include more details, like the challenges faced and potential solutions, in future updates?”
5. “During your presentation yesterday, I noticed you rarely made eye contact with the audience. Eye contact will help you connect with the listeners more effectively, so I encourage you to practice this in the next presentation.”

Interpersonal skills

Interpersonal skills are the soft skills we use to interact with others.

They include active listening, empathy, and social skills. If you’re giving feedback to an employee about their interpersonal skills, here are some negative feedback example phrases to use:

1. “During the lunch yesterday, your tone seemed a bit frustrated when speaking with [name]. Keeping a neutral tone in such situations would help maintain a more relaxed atmosphere.”
2. “Your enthusiasm is great, but in yesterday’s meeting, it came across as somewhat aggressive. Can we work on softening the delivery of your points to ensure everyone feels comfortable contributing?”
3. “I’ve noticed that you’ve been working long hours recently and seem stressed. Please remember it’s important to take breaks, and let me know if you need help managing your workload.”
4. “I noticed that during the last feedback session, you appeared resistant to suggestions. Being open to feedback is critical for your growth and team collaboration. Let’s discuss how I can support you in this process.”

Problem-solving

The World Economic Forum Future of Jobs Report reveals that cognitive skills are growing in importance most quickly, showcasing the importance of problem-solving in the workplace. If you’re offering corrective guidance to an employee about their problem-solving skills, here are some negative feedback example phrases to use:

1. “The recent project was well-executed overall, but I identified a few areas that could be improved, such as [specific area]. I’ve written down suggestions—can we go over them this week?”
2. “Your recent project output was good, but I believe collaborating with the team could generate more creative solutions. Let’s set up a brainstorming session this week.”
3. “The issue we’re facing could have been avoided with more thorough planning. Let’s meet tomorrow to discuss how we can adjust the plan and get back on track.”
4. “I recognize the challenges we’ve been facing lately are frustrating. Let’s set aside some time this week to brainstorm solutions together. I’m here to support you.”
5. “I understand the last few weeks have been tough, and I encourage you to think outside the box for new solutions. Let me know how I can support you with this process. I believe in your ability to find creative answers.”

Cultural alignment

Employees who align with your company’s culture and values are more likely to be engaged and productive.

A Slack State of Work report found that aligned employees understand how to be successful within the organization and feel empowered to make strategic business decisions. If this is an area your team members need support with, consider the following phrases:

1. “Our recent client meeting became heated, which didn’t show our company in a positive light. In the future, it would be great if we could try to keep our cool and present a united front.”
2. “I know you’re very active on social media, but bear in mind that everything you write online can be linked back to our company. In the future, please avoid posting anything that could reflect poorly on us.”
3. “I feel we need to revisit our company values and mission to ensure we’re on the same page. I’m happy to discuss this further with you and get your input.”
4. “I feel there’s a lack of team alignment at the moment, and we could benefit from some bonding time outside of work. I know you don’t often make yourself available for these meetups, but it would help the team if you could join us.”
5. “I feel like our team’s goals and objectives do not align with the company’s wider strategy. Can we check in to discuss this further so that everyone is on the same page?”

Motivation

Employee motivation can be a challenge, with only 23% of employees worldwide falling within the ‘engaged’ category. However, it’s important to find ways to keep your team motivated to meet your productivity and retention goals.

1. “Team morale seems low at the moment, and I’ve noticed you don’t seem engaged in your work. This is impacting other team members. Please try to participate more and show some enthusiasm.”
2. “I know you’re not happy with the current project you’re working on, but it’s important to try and stay positive. What can I do to help you feel more motivated?”
3. “I know you’re finding your current workload challenging, but I believe in your ability to get the job done. I’m here to support you, so please let me know if you need help.”
4. “It seems like you’re not enjoying your work at the moment. Is there anything I can do to help you feel more fulfilled in your role?”
5. “We’ve had some enthusiastic new hires join us recently, but your energy hasn’t matched theirs. It’s important to stay positive and motivated in your work, so please let me know if there’s anything I can do to help you.”

Efficiency

Encourage your employees to work smarter by making it clear you’re there to offer support while giving them the space to find their own solutions.

1. “I’m concerned that your productivity seems to have taken a dip recently. Can we brainstorm some ways to help you work more efficiently?”
2. “It seems like you’re struggling to stay on top of your workload. Can I help you prioritize your tasks to focus on the most important ones?”
3. “I know you’re taking on a lot at the moment, but I’m concerned that your work is suffering as a result. Can we talk about ways to help you manage your time more effectively?”
4. “I know you have a lot going on in your personal life, but I’m worried that your work is starting to suffer. Let’s talk about ways to help you manage your time more effectively and plan some vacation if you need it.”
5. “We’ve recently switched to a new project management system, which is designed to streamline our processes and make things easier for the team. But I don’t feel you’ve embraced the new system. Can we talk about how it can help you be more efficient in your work?”

Negative feedback examples for managers from their boss

Employees aren’t the only ones who need to receive feedback about their performance at work. International Keynote Speaker Shola Kaye explains:

“As a manager or business leader, it’s important to receive feedback from your employees so you can understand how you’re doing and what you need to do to improve.

While every manager hopes for positive feedback, they may still receive negative feedback from time to time, and it’s how they respond to that feedback that can really make the difference.”

When giving feedback to managers, the only difference is there will be a focus on performance management and leadership skills to ensure the feedback recipient is nurturing the talent under their wing.

1. “I’ve noticed that you’re not delegating tasks to other team members as much as you used to. I understand that you want to keep control of the project. Still, it’s important to delegate so that other team members can develop their skills. Can we talk about how you can delegate more effectively?”
2. “Your direct reports rely on you to provide guidance and support. But I’ve noticed that you’re not giving them enough performance feedback, which is impacting their work. Can we talk about how you can provide more constructive guidance?”
3. “I know you’re passionate about your work, but I’ve noticed that you’re not letting your team share their ideas. It’s important to create a culture of growth where everyone feels comfortable sharing their thoughts and opinions. Can we work on this?
4. “It’s important for our leadership team to be visible across the organization and set a great example to our entry-level employees. Can you try to be more active on the company’s social media channels and attend more networking events?”
5. “I’ve noticed that you’re not engaging with your team as much as you used to. It’s important for team members to feel like they can approach you with their ideas and concerns. Can you come up with ideas to be more collaborative?

Negative feedback for manager from employee examples

360 review processes are a two-way street, so leaders will also receive feedback from their own direct reports or employees within the organization. Here are some examples employees can use in their real-life reviews:

1. Micromanagement: “I’ve noticed that you’ve been closely monitoring all aspects of our tasks recently. While I understand the importance of oversight, it sometimes makes it hard for me to feel trusted to do my job independently. Could we establish clearer expectations upfront so I can work with more autonomy?”
2. Lack of communication: “I find that sometimes there’s a lack of communication about changes to the project or team priorities. It would help me stay on track if we could have more regular updates or clear communication whenever priorities shift.”
3. Feedback timing:“I appreciate the feedback you provide, but it often comes too late to make adjustments in real time. Could we schedule more frequent check-ins to discuss feedback while it’s still relevant to the work?”
4. Unclear expectations: “I’m finding it difficult to meet your expectations because sometimes they aren’t clearly defined. It would be helpful if we could discuss the goals and deliverables in more detail at the start of projects.”
5. Not open to input: “I’ve noticed that when I try to offer suggestions or share concerns, they aren’t always considered or addressed. I would appreciate it if my input could be taken into account more often, especially when it comes to team dynamics or project processes.”
6. Overloading the team: “Our team has been handling a lot of projects simultaneously, and it feels overwhelming at times. I think the workload distribution could be better managed, or we could use more resources to handle everything without burnout.”
7. Favoritism: “I’ve observed that some team members receive more attention and opportunities than others, and it’s starting to affect morale. It would be helpful if opportunities for growth and recognition were more evenly distributed across the team.”
8. Lack of recognition: “I feel that accomplishments within the team aren’t always acknowledged. A bit more recognition for good work would go a long way in boosting morale and keeping the team motivated.”
9. Inconsistent decision-making: “I’ve noticed that decisions sometimes seem inconsistent, and it can be confusing for the team. If possible, could we have more transparency around why certain decisions are made so we can better understand the direction we’re heading?”
10. Not providing enough support: “At times, I feel like I’m left to handle challenges on my own without enough guidance. It would be beneficial to receive more support or direction when we’re facing complex issues so we can work through them more efficiently.”

Effective tips for delivering negative feedback

There are a few important things to keep in mind when passing negative feedback on to your team members.

Be specific and objective

When giving negative feedback, focus on concrete examples of behavior or performance, avoiding vague statements. For example, instead of saying, “Your work isn’t good enough,” say, “In the last project, the report you submitted had several formatting errors, and it was missing key data on customer engagement.”

Tip: Prepare specific examples before the conversation, and keep your feedback factual, focusing on observable actions rather than interpretations or assumptions.

Use “I” statements

Feedback phrased with “you” statements can feel accusatory and make the recipient defensive. Instead, use “I” statements to share your observations.

Tip: Reframe feedback like “You’re always late” to “I noticed that you arrived 15 minutes late this week. It’s affecting our team’s ability to start meetings on time.”

Focus on the behavior, not the person‍

Feedback should target actions or behaviors, not personal traits. Criticizing the person rather than their actions can lead to defensiveness and lower morale.

Tip: Instead of saying, “You’re unprofessional,” say, “In yesterday’s meeting, you interrupted others several times. In future meetings, let’s aim to give everyone the chance to speak.”

Avoid using absolutes‍

Words like “always” and “never” can exaggerate the issue and make the feedback feel unfair or exaggerated.

Tip: Replace absolutes with specific examples. Instead of “You never meet deadlines,” say, “Last month, the client report was submitted two days late, and it caused a delay in the project timeline.”

Be aware of your tone‍

Your tone and body language can influence how feedback is received. A calm, neutral tone helps ensure that the feedback is taken seriously and constructively.

Tip: Before delivering feedback, practice speaking in a calm, measured tone. Ensure your body language is open (e.g., avoid crossed arms or an impatient posture), and maintain good eye contact.

Use the feedback sandwich‍

This popular performance review technique focuses on sandwiching negative feedback in the middle of two positive pieces of feedback.

Always plan ahead‍

Planning your feedback in advance ensures it is constructive and balanced rather than emotional or reactive. This allows you to stay focused on key points and ensure you cover everything.
Tip: Write down the main points of your feedback and rehearse how you’ll deliver it. Anticipate possible reactions from the employee and prepare thoughtful responses to keep the conversation productive.

Follow up after the feedback

Feedback should be part of an ongoing conversation. After delivering negative feedback, check in with the employee later to see if they’ve implemented the suggestions or need further guidance.

Tip: Schedule a follow-up meeting or a quick check-in after two weeks to see how progress has been made and offer additional support if needed.

Be empathetic

Delivering negative feedback can be difficult for both parties. Being empathetic and showing that you understand the challenges the employee is facing can help them receive feedback more positively.

Tip: Begin by acknowledging their efforts or current challenges. For example, “I know you’ve been under pressure lately with multiple deadlines, and I appreciate your hard work. However, I’d like to address some concerns about the timeliness of your submissions.”

Examples for handling negative feedback

If it’s challenging to offer critical feedback, receiving it is even more difficult. But if you can learn to accept and receive negative feedback in a constructive way, it can be a valuable tool for helping you grow and develop in your career. In most cases, the person giving the feedback wants to see you thrive, so keep that in mind even if you’re feeling wounded.

Career Coach Ekua Cant suggests:

“Clarity can be gained by getting constructive feedback. The problem I have found is sometimes I am guilty of some of these listening sins, too:

• Predicting what I think will be said and not actually listening.
• Deciding the feedback holds no value for me and letting it wash over me without digesting it.
• Obsessing about the guilt, shame, or negative feelings and again not coming from a place of curiosity about the feedback being delivered.
• Not acting on really helpful feedback stings because it makes me question if I’ve been doing it right or what I had believed instead of being open to learning and growth.”

Here are some examples of how to respond to negative feedback.

• “I’ll be honest, I feel a little confused about the feedback, but I’m absolutely committed to doing a great job for the team. Can you give me some specific examples of what you’re referring to?”
• “This is really useful, thank you. I’d love to discuss this from my point of view and perhaps suggest some training opportunities I’m interested in. Would that be OK?”
• “Thanks for letting me know. This has given me a chance to consider exploring other roles in the company. Could we sit down and chat about the available opportunities?”
• “This is tough to hear, but I appreciate your honesty. I’m going to take some time to think about this and see if there’s anything I can do to improve. In the meantime, can we brainstorm some ideas for how I could delegate more effectively?”
• “Thank you for your feedback. It sounds like you think I could have handled the situation better. Can you give me some specific examples of what I could have done differently?”

How do you deal with an employee who doesn’t take feedback well?

Dealing with employees who struggle to accept feedback requires patience and a strategic approach:

1. Prepare for resistance: Expect pushback and be ready to calmly address their concerns or objections.
2. Focus on the issue, not the person: Ensure your feedback is directed at the behavior or performance, not the individual’s character.
3. Be consistent and clear: Clearly state the expectations and the specific areas where they need improvement, and ensure they understand the feedback.
4. Provide support: Offer guidance or resources to help the employee improve in the areas where they are struggling.
5. Document feedback: Keep a record of feedback given and the employee’s response, particularly if the issue persists, as this could be needed for future performance reviews or HR discussions.

Build a feedback and growth culture with Deel Engage

Implement recurring feedback reviews in your organization to allow employees to discover their strengths and weaknesses without waiting all year to find out. Use Deel Engage’s performance module for:

• (360°) performance reviews: Collect constructive feedback from multiple sources, ensuring your people know where they need to improve
• Goal setting: Collaborate on clear OKRs and goals, aligning company and individual goals
• Data-driven insights: Use proven analytics like bar and radar charts, 9-box grids, or skills matrices to stay on top of progress, identify patterns of exceptional job performance, recognize potential future leaders, and ensure consistent recognition and rewards

Use the feedback from performance reviews to help your team members develop their skillsets. Deel Engage’s career management module will help with:

• Development plans: Ensure your workers commit to a growth path, aligning their exceptional skills with organizational needs
• A world-class learning library: Offer relevant resources to help your workers develop their competencies
• Career growth: Engage and retain your workers with career growth opportunities—whether they want to pursue leadership roles or become technical experts

Additionally, Deel HR, our truly global HRIS solution, is always included for free.

Book a demo to see how our solutions will help you build a high-performance workforce.