Draft HR feedback for [RECIPIENT ROLE AND CONTEXT] concerning [ISSUE OR TOPIC]. The relevant observed facts are [OBSERVED FACTS]. The expected standard, job requirement, or policy language is [EXPECTED STANDARD OR POLICY]. The prior feedback, support, and employee response are [PRIOR CONTEXT]. The purpose and format are [PURPOSE AND FORMAT]. Use only the facts I provide. First, separate direct observations from reported concerns, interpretations, and allegations that need investigation. If this concerns protected characteristics, harassment, discrimination, retaliation, safety, leave, medical information, accommodation, legal claims, termination, or discipline, state that the draft requires HR or legal review and avoid reaching a legal conclusion. Produce a draft with these sections: 1. Purpose and neutral opening. 2. Specific situation-behavior-impact examples, including dates or work outputs when supplied. 3. The expected standard and why it matters to the role or team. 4. The recipient’s perspective or a question inviting it, where the facts are incomplete. 5. Required improvement or next steps, concrete support available, owner, and review date. 6. A concise close documenting how progress will be assessed. Match the tone to [PURPOSE AND FORMAT]: respectful and direct, without labels such as “bad attitude,” speculation about intent, comparative claims about coworkers, or promises of an employment outcome. Provide a separate manager preparation note with three questions to ask and two phrases to avoid. Before answering, check that each evaluative statement is supported by an observed fact and that requested actions are measurable and consistent with the stated standard. Ask up to 3 clarifying questions only if a required input is missing.
Fill in
| Placeholder | What to enter | Example |
|---|---|---|
| [RECIPIENT ROLE AND CONTEXT] | Describe who will receive the feedback and the working relationship or meeting context. | Customer support specialist in a one-on-one with their manager |
| [ISSUE OR TOPIC] | State the performance, conduct, communication, or customer-feedback issue being addressed. | Repeated late handoffs of escalated customer cases |
| [OBSERVED FACTS] | Provide dated examples, work outputs, direct quotes if documented, and relevant impact without interpretation. | On August 4, 11, and 18, escalation notes were added 6-14 hours after the stated two-hour handoff target; two enterprise customers received no status update that day |
| [EXPECTED STANDARD OR POLICY] | Paste the applicable job expectation, team norm, policy excerpt, or service standard. | Support escalation standard: acknowledge the customer within one hour and hand off cases with complete notes within two hours |
| [PRIOR CONTEXT] | Describe previous conversations, training, support, and the person’s response or explanation. | Manager reviewed the standard on July 28 and offered a checklist; employee said the routing labels were confusing |
| [PURPOSE AND FORMAT] | Specify whether this is coaching, a written follow-up, performance review input, investigation intake, or another HR process. | Coaching conversation followed by a written recap, not formal discipline |
How to use
- Paste dated behaviors and impact, then paste the exact expectation or policy rather than summarizing it from memory.
- Remove conclusions about attitude or intent unless they are direct, documented statements relevant to the process.
- Have the manager confirm the facts and ask for context before sending a written recap.
- Follow up with: “Rewrite this as a 90-day performance review comment using only the documented examples and no new claims.”
Variations
Performance review comment
Use when converting documented work evidence into a fair review comment.
Write a performance review comment for [EMPLOYEE ROLE] on [COMPETENCY OR GOAL]. Evidence from the review period is [DOCUMENTED EVIDENCE], and the expected level is [EXPECTATION]. Produce 150-220 words with observed contribution, impact, development area if supported, and a forward-looking goal. Distinguish results from effort and avoid rating-language not supported by evidence. Do not compare the employee to unnamed peers or diagnose motives. End with one measurable expectation for the next review period. Ask up to 3 questions only if required evidence is missing.
Customer feedback summary
Use when customer feedback may inform coaching but needs to be summarized fairly.
Summarize customer feedback about [EMPLOYEE OR TEAM ROLE] from [SOURCE AND PERIOD]. The raw feedback is [FEEDBACK NOTES], and the service standard is [SERVICE STANDARD]. Produce a neutral summary that separates recurring themes from isolated comments, names only documented examples, and explains the operational impact if supported. Add discussion questions for the manager and suggested fact-finding steps. Do not treat anonymous or unverified feedback as established fact, identify customers unnecessarily, or recommend discipline. Flag issues that may need HR review.
Difficult conversation script
Use when a manager needs a spoken structure for a sensitive but routine feedback meeting.
Create a conversation guide for a manager giving feedback about [ISSUE] to [EMPLOYEE ROLE]. The documented facts are [FACTS], expected standard is [STANDARD], and support available is [SUPPORT]. Write a 10-minute script with an opening, factual examples, pause for the employee’s perspective, agreed next steps, and close. Include likely employee responses and neutral manager replies. Avoid legal conclusions, threats, promises about employment status, and speculation about intent. Mark any point that requires HR consultation before the conversation.
Tips
- Use situation-behavior-impact language: identify when and where it happened, what was observed, and the business or team effect.
- Keep reported customer comments distinct from manager observations; both can matter, but they carry different evidentiary weight.
- State the expected behavior and the support available in the same document so feedback is not merely a record of failure.
- For potential policy violations or protected-topic concerns, preserve original notes and route the matter through the appropriate HR process rather than asking AI to determine fault.
FAQ
Can AI write a performance improvement plan or disciplinary notice?
It can help organize documented facts and expectations, but formal performance or disciplinary documents should be reviewed by HR and, where appropriate, counsel for consistency with policy and local law.
How can I make feedback fairer?
Use comparable, documented examples; connect them to a known standard; invite the employee’s context; and avoid assumptions about personality, intent, or protected characteristics.
Should customer feedback be quoted directly?
Use direct quotes only when they are documented, necessary, and appropriate to share. Usually a neutral summary that preserves the underlying facts is safer and more useful for coaching.