25 English Phrases for Giving Feedback Professionally

Professional feedback should tell someone what happened, why it mattered, and what to do next. These 25 phrases help you praise good work, raise a concern, and turn the conversation into a practical plan.

A Simple Formula for Clear Feedback

The Center for Creative Leadership recommends the Situation-Behavior-Impact (SBI) model: name the situation, describe observable behavior, and explain its impact. Keep judgments about personality out of the sentence.

In yesterday's client meeting [situation], you summarized the three options before recommending one [behavior]. That helped the client make a decision [impact].

After stating the impact, ask for the other person’s view. That final question can reveal missing context and make the feedback a two-way conversation.

25 Feedback Phrases at a Glance

#	Phrase	Best used for
1	What worked especially well was...	Naming a specific strength
2	You handled ... effectively by...	Connecting an action to a result
3	Your ... made it easier for us to...	Explaining a positive impact
4	I appreciated the way you...	Giving sincere recognition
5	Keep doing...	Reinforcing useful behavior
6	One thing that would make this stronger is...	Improving otherwise solid work
7	Could you try ... next time?	Requesting a different approach
8	I suggest focusing on...	Setting a clear priority
9	It would help if you...	Making a practical request
10	You might consider...	Offering an optional idea
11	I'd like to discuss what happened with...	Opening a difficult conversation
12	When ... happened, it affected...	Describing behavior and impact
13	The main issue is...	Keeping the concern focused
14	I need to see more consistency in...	Addressing a repeated pattern
15	This did not meet the agreed expectation because...	Comparing work with a clear standard
16	How did you see the situation?	Inviting another perspective
17	What got in the way?	Identifying an obstacle
18	What support would help?	Offering useful assistance
19	Is there anything I may be missing?	Checking your assumptions
20	What approach do you think would work better?	Inviting a solution
21	Let's agree on one change for next time.	Choosing a manageable action
22	Could you send the revised version by...?	Setting a concrete deliverable
23	I can review ... before you...	Committing support
24	Let's check in again on...	Scheduling follow-up
25	To confirm, you will ... and I will...	Recording shared ownership

Recognize Good Work

Specific praise shows the person which behavior to repeat. Replace broad comments such as Great job with an action and its result.

1. What worked especially well was…

Use this to direct attention to the strongest part of a task, presentation, or decision.

Example: What worked especially well was the way you opened the report with the customer's main question.

2. You handled … effectively by…

Name both the situation and the action that worked.

Example: You handled the disagreement effectively by restating both options before asking the team to vote.

3. Your … made it easier for us to…

Use this when you want to explain the practical effect of someone’s work.

Example: Your summary made it easier for us to compare the vendors and approve the purchase.

4. I appreciated the way you…

This phrase is warm but still professional. Complete it with a specific behavior rather than a personality trait.

Example: I appreciated the way you gave the new team member time to finish her explanation.

5. Keep doing…

Use this to reinforce a behavior that should become part of the person’s regular work.

Example: Keep adding a one-line recommendation to your weekly update; it helps us decide quickly.

Suggest Improvements

State the change you want instead of hiding it behind vague praise. These phrases suit work that is basically sound but could be clearer, faster, or more complete.

6. One thing that would make this stronger is…

Use this when one focused revision would materially improve the work.

Example: One thing that would make this proposal stronger is a cost estimate for each option.

7. Could you try … next time?

This collaborative request works well for a behavior that can change in the next meeting or task.

Example: Could you try sending the agenda one day earlier next time so everyone can prepare?

8. I suggest focusing on…

Use this when the person needs a clear priority, especially when too many details compete for attention.

Example: I suggest focusing on the three customer risks and moving the background research to the appendix.

9. It would help if you…

Explain how the requested action will help the reader, team, or project.

Example: It would help if you labeled each chart with the reporting period so readers can compare the figures.

10. You might consider…

Use this for a genuine option, not a hidden requirement. If the change is required, say so directly.

Example: You might consider opening with the result and moving the methodology to the second slide.

Address Problems Directly

Focus on work and observable actions, not character. Harvard Professional & Executive Development advises giving specific examples, stating facts rather than judgments, and listening to the employee’s perspective.

11. I’d like to discuss what happened with…

Use this neutral opening to identify the topic without announcing a verdict.

Example: I'd like to discuss what happened with Friday's handoff and understand why the final file was not included.

12. When … happened, it affected…

This phrase follows the SBI pattern by linking an event to its effect.

Example: When the figures changed after approval, it affected the finance team's ability to submit the forecast on time.

13. The main issue is…

Use this to separate the central problem from smaller mistakes or emotions around it.

Example: The main issue is that the client received two different prices for the same service.

14. I need to see more consistency in…

Reserve this phrase for a repeated pattern. Mention recent examples so consistency does not sound like a vague criticism.

Example: I need to see more consistency in status updates; the last two were sent after the project meeting.

15. This did not meet the agreed expectation because…

Use this when the standard was already clear. State the gap and avoid exaggerations such as always or never.

Example: This did not meet the agreed expectation because the final spreadsheet was missing the source data and approval notes.

If timing is the problem, use a specific date and next action from these English phrases for negotiating deadlines instead of saying the work was simply late.

Invite Their Perspective

Feedback can fail when the speaker assumes intent. Ask one clear question, pause, and listen before deciding on the solution.

16. How did you see the situation?

This open question lets the other person describe the same event from their point of view.

Example: How did you see the situation when the client rejected the second draft?

17. What got in the way?

Use this to identify a process, resource, skill, or communication problem without supplying the answer yourself.

Example: What got in the way of completing the review before Thursday's release?

18. What support would help?

Ask this only when you can discuss realistic support, such as clearer priorities, training, access, or review time.

Example: What support would help you prepare the monthly figures without working past the deadline?

19. Is there anything I may be missing?

This signals that your view may be incomplete while keeping the concern on the table.

Example: I saw that three customer messages went unanswered yesterday. Is there anything I may be missing?

20. What approach do you think would work better?

Use this after both sides understand the problem. It invites ownership of the solution.

Example: What approach do you think would work better for checking translations before they reach the client?

When the reply reveals that you understood the request differently, use a phrase from this guide to clarifying misunderstandings at work before agreeing on a fix.

Agree on Next Steps

End feedback with an action, an owner, and a follow-up point. A conversation that ends with Please improve gives neither person a usable standard.

21. Let’s agree on one change for next time.

Choose one behavior that is small enough to observe and important enough to matter.

Example: Let's agree on one change for next time: send the draft to Legal before sharing it with the client.

22. Could you send the revised version by…?

Name the deliverable, date, and time when a correction is required.

Example: Could you send the revised version by 2 p.m. Thursday with the missing references added?

23. I can review … before you…

Use this to make your own support concrete rather than saying Let me know if you need anything.

Example: I can review the first two slides before you finish the rest of the deck.

24. Let’s check in again on…

Set a follow-up date that gives the person enough time to act.

Example: Let's check in again on September 18 to review the next two customer calls.

25. To confirm, you will … and I will…

Close by recording what each person owns. This works especially well in a follow-up email.

Example: To confirm, you will update the forecast by Tuesday, and I will ask Finance to verify it on Wednesday.

For written feedback, keep the message short and use the structure in our guide to writing a professional email. The OpenL Grammar Checker can check grammar, spelling, and punctuation before you send it; you still need to confirm that the examples, expectations, and deadlines are accurate.

Sources

• Center for Creative Leadership: Improve Talent Development With Our SBI Feedback Model - guidance on describing the situation, observable behavior, and impact, then asking about intent.
• Harvard Professional & Executive Development: How to Give Negative Feedback to Employees - guidance on specific examples, neutral language, listening, support, and follow-up.
• Acas: Problems with an Employee’s Performance - guidance on understanding the reasons behind a performance issue and agreeing on support.
• British Council: Giving and Receiving Positive Feedback - English-learning material on reinforcing good performance and giving positive feedback outside formal reviews.
• OpenL Grammar Checker - official product page for grammar, spelling, and punctuation checks.