What to say when giving difficult feedback
Deliver critical feedback clearly and constructively without damaging trust. Fill in your details below, copy the prompt, and paste it into ChatGPT, Claude, or Gemini.
Giving feedback is something most managers and colleagues either avoid for too long, then deliver in a way that feels like an ambush, or soften so heavily that the message does not land. The discomfort around giving critical feedback is understandable, but the cost of not giving it is almost always higher.
Effective feedback is specific, timely, and focused on behavior rather than character. "In the last two project updates, the data was missing context the stakeholders expected" is useful. "Your communication could be stronger" is not. The clearer and more specific the observation, the easier it is for the person to act on it.
Fill in what the feedback is, who it is for, and what you want them to do differently. The prompt below will write a script for the conversation that is direct without being harsh.
Fill in your details
Your prompt
You are helping me prepare to give difficult feedback to someone. Here are the details: My role: [MY_ROLE] Person I am giving feedback to: [RECIPIENT] The issue: [ISSUE] The impact it is having: [IMPACT] What I want to change: [DESIRED_CHANGE] Write a professional script for delivering this feedback in a 1:1. Include: how to open the conversation, how to describe the issue and its impact clearly (not personally), what behavior change I want to see, and how to close with a constructive path forward.
Copy this prompt and paste it into ChatGPT, Claude, Gemini, or any AI tool.
Tips for this conversation
- 1Focus on specific behaviors and their impact, never on personality or character.
- 2Use the SBI framework: Situation, Behavior, Impact. It keeps feedback objective.
- 3Close with a question: "What do you think?" invites their perspective and avoids defensiveness.
Common questions
How do I give feedback without making someone defensive?+
Lead with the specific situation and observable behavior, not your interpretation of their intent. "In last week's standup, you were absent three days without notice" is specific. "You are unreliable" is a judgment that triggers defensiveness.
When is the right time to give difficult feedback?+
As soon as possible after the relevant event. Delayed feedback is harder to connect to behavior and can feel like a gotcha. Private 1:1s are almost always the right setting.
How do I use this prompt?+
Fill in your details using the form above. The placeholders in the prompt update live as you type. When you are ready, click “Copy prompt” and paste it into ChatGPT, Claude, Gemini, or any AI tool. The AI will write a personalised script based on your specific situation.
Which AI tool works best for these conversation scripts?+
Claude and ChatGPT both work well. Claude tends to produce more nuanced, natural-sounding language that is closer to how people actually speak. ChatGPT is strong for structured, direct output. Try both with your details and compare the results.
Should I use the AI output word for word?+
Use it as a strong draft, then edit it to sound like you. The AI gives you the structure and language to work from. Reading it out loud before the actual conversation is one of the best ways to catch anything that does not feel natural for your voice.
Can I adapt the prompt for a written message instead of a conversation?+
Yes. Before copying the prompt, add a line specifying the format you need: “Write this as an email” or “Write this as a short Slack message.” The variants above also cover different tones and formats for many situations.
Related situations
What to say when receiving critical feedback
Respond to critical feedback professionally without becoming defensive.
What to say when resolving a conflict at work
Address workplace conflict directly and constructively before it escalates.
What to say when addressing underperformance
Have a clear, direct conversation about performance gaps with your team member.