Performance reviews: giving and receiving feedback politely
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Think about these questions before reading. Share your ideas with a partner.
- Think about the most memorable piece of feedback you've ever received, positive or negative. What made it stick with you?
- If you had to give a friend or colleague some difficult feedback, what specific steps would you take to ensure the conversation was productive and didn't damage your relationship?
- Beyond the workplace, in what other areas of life is the skill of giving and receiving feedback crucial for personal growth?
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Handling Professional Feedback
Listen to the dialogue. Notice how the vocabulary and grammar from the lesson are used.
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Answer these questions in your own words. Support your answers with evidence from the article.
01What specific communication skill within Business English is the main focus of the lesson described?
Sample answerThe main focus is on giving and receiving feedback in a professional setting, particularly how to do it politely and diplomatically.
02According to the article, why is it better to avoid direct commands when giving suggestions at work?
Sample answerThe article explains that direct commands can sound rude in a professional context, so it's better to use more polite language to maintain good working relationships.
03How do the key vocabulary terms, such as 'constructive criticism' and 'career aspirations', connect to the practical English scenario mentioned?
Sample answerThey are directly related because the scenario is about an employee in a performance review. In a review, a manager might give 'constructive criticism' to help an employee achieve their 'career aspirations'.
04Based on the different components described, what overall ability is a student expected to develop for handling professional feedback?
Sample answerThe goal is for a student to be able to handle the entire feedback process confidently. This means not only giving suggestions politely but also being able to receive both positive and negative feedback in a professional and constructive way.
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Key expressions for discussing feedback
Vocabulary
These expressions will help you communicate more naturally and professionally when giving or receiving feedback.
Examples
To take something on board — to understand and accept a suggestion or piece of criticism, and be prepared to act on it.
Usage note: This is a common and professional way to show you are listening to feedback. You can say, 'Thank you for the suggestion, I'll definitely take that on board.'
Actionable feedback — advice or criticism that is specific, clear, and provides concrete steps for improvement.
Usage note: This is a key business collocation. Vague feedback like 'be more proactive' is not actionable. 'Try to suggest one new idea in our weekly team meetings' is actionable.
Room for improvement — a polite way of saying that someone or something has weaknesses or is not perfect.
Usage note: This is a very common and diplomatic phrase used in performance reviews to soften criticism. For example, 'Your reports are good, but there's some room for improvement in the data analysis.'
To touch base — to briefly talk or connect with someone to get an update or maintain contact.
Usage note: This is a common business idiom, often used to suggest a short, informal meeting or call. For example, 'Let's touch base next week to see how you're getting on with the new targets.'
To pinpoint an area for development — to identify a very specific skill or aspect of performance that needs to be improved.
Usage note: This phrase is useful for managers giving constructive criticism. It shows the feedback is focused and not a general complaint. For example, 'In this review, I'd like to pinpoint client negotiation as an area for development.'
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Complete the sentences with words from the box. One word is extra.
Word bank
01Instead of just saying 'do better', please provide some feedback I can use.
02The manager noted that while my report was thorough, there was still room for in its visual presentation.
03During the review, we tried to the specific skills that needed further training.
04He found the criticism hard to hear at first, but he eventually took it on .
05I'm a bit busy this afternoon, but can we touch tomorrow morning to discuss the client's email?
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Grammar: Using the passive voice for diplomatic communication
Grammar
In professional settings like performance reviews, using the passive voice can make feedback sound more objective and less personal. It shifts the focus from the person giving the feedback (e.g., 'I think...') to the action or result itself, which feels more diplomatic.
Examples
It has been suggested that we could streamline the client onboarding process.
Using the passive ('It has been suggested') avoids directly naming who made the suggestion, making it a general observation rather than a personal command.
Instead of 'You didn't meet the sales targets', try 'The quarterly sales targets were not met'.
This passive construction focuses on the result (the targets) rather than blaming the individual ('You'), which is less confrontational.
It is generally felt that more training on the new software would be beneficial for the team.
This structure ('It is felt/thought/believed') is useful for presenting a group opinion diplomatically without singling anyone out.
Key points
- Use the passive to focus on the action or result, not the person doing it.
- Common diplomatic structures include 'It is said/thought/suggested that...'
- A common mistake is overusing the passive; active voice is often clearer for direct, positive statements or when responsibility is clear.
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Correct the mistake
Read the sentences below, which are all related to giving and receiving feedback at work.
Each sentence contains one error. Find and correct it.
01I appreciate your comments and will definitely take them in board for the next project.
Corrected version
I appreciate your comments and will definitely take them in on board for the next project.
02A few areas for development was pinpointed during my annual performance review.
Corrected version
A few areas for development was were pinpointed during my annual performance review.
03My manager suggested to take a course on public speaking to improve my presentation skills.
Corrected version
My manager suggested to take taking a course on public speaking to improve my presentation skills.
04It's much easier to improve when you receive specific, action feedback instead of vague comments.
Corrected version
It's much easier to improve when you receive specific, action actionable feedback instead of vague comments.
05We have touched base last Friday to align on the quarterly goals.
Corrected version
We have touched base last Friday to align on the quarterly goals.
06While your work is generally excellent, there is always room of improvement in time management.
Corrected version
While your work is generally excellent, there is always room of for improvement in time management.
07The feedback wasn't very helpful because it wasn't enough specific.
Corrected version
The feedback wasn't very helpful because it wasn't enough specific enough.
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Useful phrases: Responding to feedback in a performance review
Vocabulary
A performance review is a key opportunity for professional growth. Use these phrases to respond to your manager's feedback in a way that is professional, constructive, and shows you are engaged in your development.
Examples
"That's great to hear. I've put a lot of effort into [project/skill], so I'm glad it's showing." — Acknowledging positive feedback.
Register: Neutral/Formal. Use this to show appreciation for positive comments. Being specific about the area you've worked on shows you are self-aware and proactive.
"Thank you for bringing that to my attention. I appreciate the honest feedback." — Acknowledging constructive criticism.
Register: Neutral/Formal. This is a key phrase to show you are open to feedback and not defensive, even if the criticism is difficult to hear. It creates a positive tone for the rest of the conversation.
"Could you give me a specific example of when this happened? It would help me to fully understand." — Asking for clarification.
Register: Neutral/Formal. Use this when feedback is vague. Asking for concrete examples helps you get actionable advice and shows you are serious about understanding the issue.
"I see what you mean. From my perspective, the main challenge was..." — Politely offering a different viewpoint.
Register: Neutral/Formal. This is a diplomatic way to disagree or add context. It validates the manager's perspective ('I see what you mean') before you present your own view.
"That's a fair point. I'll make that a priority. Do you have any suggestions for a first step?" — Agreeing and committing to action.
Register: Neutral/Formal. Use this to show you accept the feedback and are ready to act. Asking for suggestions shows initiative and a collaborative spirit.
"This has been a really productive conversation. I feel I have clear goals to work towards now." — Closing the conversation positively.
Register: Neutral/Formal. A great way to end the review. It summarises the meeting as a positive experience and confirms that you are aligned on future expectations.
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Diplomatic phrases for feedback
In a professional setting, how we say something is as important as what we say. Direct statements can sometimes sound impolite.
Match the direct statement or situation on the left with a more diplomatic phrase on the right.
Drag or click to match
Definitions
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Words to take with you
Vocabulary
These expressions are not in the article but will help you discuss this topic more fluently.
Examples
A steep learning curve — an experience where you have to learn a lot of new and difficult things in a very short space of time.
Use this to describe the challenge of a new role or project. It can be used positively to show you've learned a lot. Example: 'The first three months in the new department involved a steep learning curve, but I feel much more confident now.'
To get up to speed — to learn all the current and necessary information about a project, situation, or new role so you can work effectively.
This is a common phrase for when you join a new team or project. Example: 'Could you send me the latest project files? I need to get up to speed before the meeting tomorrow.'
A two-way street — a situation or relationship that requires mutual effort and communication from both sides.
Use this to emphasize that feedback should be a dialogue, not a monologue. Example: 'Effective communication is a two-way street; I'm always open to hearing your suggestions as well.'
To flag something (as a concern) — to draw attention to something, often a potential problem or an important point that needs to be considered.
This is a professional and diplomatic way to raise an issue without being too direct or negative. Example: 'I just want to flag that the proposed deadline might be difficult to meet with our current resources.'
Valuable insight — a deep and useful understanding of a person or a complex situation.
This is a great way to respond positively to feedback, showing that you appreciate the other person's perspective. Example: 'Thank you for your comments. They've given me some valuable insight into how I can improve.'
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Discuss these questions with a partner. Try to use vocabulary from the lesson.
- Many companies use '360-degree feedback' systems where colleagues can give anonymous comments. Do you believe this system leads to more honest and actionable feedback, or does it risk creating a negative and untrusting environment?
- Thinking about professional communication styles in your country, is direct feedback generally preferred, or is a more indirect approach common? How does this cultural norm affect a manager's ability to pinpoint an area for development without causing offence?
- Imagine a manager tells you there's significant 'room for improvement' in your work, but their comments are not specific. What steps would you take to get more actionable feedback, and what is the most difficult part of having to take that criticism on board?