How to give constructive feedback to a colleague in English
Reviewed 19 Sept 2026
Feedback in a second language tends to come out either too blunt (“this part is bad”) or so padded with compliments that the point disappears. Both come from the same problem: judging the work instead of describing it.
Describe what you observed, say what effect it had, and suggest one change. Description is easier to say politely than judgement, and much easier for the other person to hear.
The structure: permission, observation, effect, suggestion
- Permission
Ask whether now is a good time. It takes five seconds and changes how the rest is received.
- Observation
One specific thing you saw or read, described without adjectives.
- Effect
What it caused for you, the reader or the customer.
- Suggestion
One change, offered as your view, followed by a question.
Before and after
“Yeah it's good, really good, I liked it. Maybe just, I don't know, it's a bit confusing in some parts? And a bit long. But good job overall!”
- “Confusing in some parts” does not say which parts or why.
- The praise is as vague as the criticism, so neither is useful.
- There is no suggestion the colleague can act on tonight.
“Do you have five minutes for feedback on the slides? The first three slides work well: the client's problem is stated in their own words. One thing I'd change: slides four to nine each show a different chart, and I lost track of which one supports the recommendation. If it were my presentation, I'd keep the two charts that support it and move the rest to an appendix. What do you think?”
Phrases you can use
- “Do you have five minutes for some feedback on…?”
- “Can I share one observation?”
- “I noticed that…”
- “On slide four,…”
- “In the meeting, when the client asked about price,…”
- “The effect on me as a reader was…”
- “I lost the thread at that point.”
- “I think the client heard that as…”
- “One thing I'd try is…”
- “If it were mine, I'd…”
- “What do you think?”
Common mistakes
People learn to wait for the “but”. Give real, specific praise when it is deserved, and give criticism separately and plainly.
“Confusing”, “weak” and “unprofessional” are judgements. Say what you saw and what happened as a result.
Choose the one change that would make the biggest difference. Three points at most.
Talk about this piece of work, this time.
A ten-minute drill
- Think of a real piece of work you reviewed recently.
- Record 45 seconds of feedback: one thing that works and why, one observation with its effect, and one suggestion.
- Check the transcript for adjectives that judge. Replace each with what you observed.
- Record again, and end with a question.
Questions people ask
How do I give feedback to someone more senior?
The same way, with the permission step done carefully: “Would it be useful if I shared one observation from the client's point of view?” Senior people rarely get specific feedback and often value it.
What if they become defensive?
Go back to the observation and the shared goal: “I may be wrong. I'm telling you where I got lost as a reader, because I want the client to say yes.” Then listen.
Is written feedback safer than spoken?
Written comments are good for detail. For anything that could be taken personally, say it out loud first, because tone is easier to control in speech than in a comment box.