Written feedback examples to improve team performance

Giving feedback can feel a bit like walking a tightrope without a safety net. You want to be honest enough to spark change, but supportive enough to keep morale high. Finding the perfect example of written feedback is often the hardest part of a manager’s week, especially when you’re trying to balance clarity with empathy.

We’ve all been there – staring at a blank screen, trying to figure out how to tell a high performer they’re being a bit too blunt in meetings, or helping a struggling team member find their feet. The words we choose matter because written feedback lives much longer than a passing comment in the hallway. It becomes a record of growth, a guide for development, and sometimes, a source of unnecessary stress if handled poorly.

The problem with vague feedback

Most of us have received feedback that left us more confused than when we started. Phrases like "good job" or "needs improvement" might be quick to type, but they don't actually tell someone what to do next. Vague feedback is a missed opportunity for growth and can lead to a culture of uncertainty where people are guessing what success looks like.

When you provide a specific example of written feedback, you’re giving your team a roadmap. You’re moving away from subjective opinions and focusing on observable behaviours. This shift is vital for building trust. If your team knows exactly what they did well or where they took a wrong turn, they feel empowered to take control of their own career path.

At Compono, we believe that understanding people at their core is the secret to making work more personal and productive. When feedback is aligned with how someone naturally works best, it stops being a chore and starts being a catalyst for potential. Let’s look at how to get it right.

Written feedback examples for positive reinforcement

Positive feedback shouldn't just be a pat on the back. To be effective, it needs to highlight the specific action and the impact it had on the business or the team. This reinforces the right behaviours and encourages people to keep smashing their goals.

Consider this example of written feedback for a project milestone: "I was really impressed with how you managed the stakeholder meeting yesterday. Your ability to simplify the technical data into clear action steps helped the client feel confident in our direction. It saved us at least two follow-up sessions."

Another example for team collaboration might look like this: "Thank you for stepping in to help the marketing team with their data analysis this week. Your willingness to share your expertise not only got the project back on track but also boosted the team's confidence. It’s a great example of our value of supporting each other."

By being specific, you show that you’re paying attention. You aren't just ticking a box; you’re recognising their unique contribution. This kind of detail helps employees understand their own strengths, which is a core part of the Compono Culture, Engagement & Performance Model.

Constructive feedback examples for growth

Constructive feedback is where most managers get nervous. The trick is to focus on the behaviour, not the person. Use the 'Situation-Behaviour-Impact' (SBI) model to keep things objective and professional. This prevents the recipient from feeling attacked and keeps the conversation focused on solutions.

Here is an example of written feedback for missed deadlines: "During the last three weekly sprints (Situation), I noticed that the final reports were submitted 24 hours after the deadline (Behaviour). This meant the senior leadership team didn't have enough time to review the figures before our Friday briefing (Impact). Going forward, let’s look at your current workload to see if we need to adjust your priorities."

For a behaviour-based shift, you might try: "In our recent team brainstorms, I noticed you frequently interrupted colleagues before they finished their points. This has led to some team members becoming quieter during sessions. I’d love to see you use your strong analytical skills to listen first and then weigh up the options once everyone has shared."

Notice how that last example suggests a path forward based on their natural style? This is where understanding work personality becomes a superpower. When you know a team member is naturally an 'Evaluator', you can frame feedback in a way that appeals to their logic.

You can learn more about these types here.

How to give feedback to different work personalities

Not everyone hears feedback the same way. A 'Pioneer' might love an idea for a radical new approach, while an 'Auditor' might find that same feedback overwhelming if it lacks structure. Tailoring your written feedback to the recipient's work personality makes it much more likely to be accepted and acted upon.

For 'The Doer', keep it punchy and action-oriented. They value efficiency and results. An example of written feedback for them might be: "Great work on the Q3 report. You hit every deadline and the data was spot on. Next time, try to include a brief executive summary at the start to save the leadership team time during their review."

For 'The Helper', focus on the team impact and harmony. They care deeply about how their work affects others. Try: "Your support during the recent office move was invaluable. You made sure everyone felt heard and looked after, which kept morale high during a stressful week. We really value the empathetic approach you bring to the team."

Understanding these nuances is what we call people-science. Compono helps you uncover these insights through our Engage platform, allowing you to see the strengths and blind spots of every individual. When you speak their language, your feedback hits home.

Best practices for documenting written feedback

Where you put the feedback is almost as important as what you write. For casual praise, a quick message on your internal chat tool is fine. But for performance-related growth, it should be documented in a way that allows for easy reference during reviews. This ensures there are no surprises when 'judgement day' (as some call it) rolls around.

Always ensure your written feedback is timely. Don't wait three months for a formal review to mention a behaviour that happened in week one. The closer the feedback is to the event, the more relevant it feels. It also allows the employee to make incremental changes rather than trying to fix everything at once.

Finally, make it a two-way street. End your example of written feedback with a question. "What are your thoughts on this?" or "How can I support you in making this change?" encourages a dialogue. It transforms feedback from a top-down directive into a collaborative coaching moment.

Key takeaways for better written feedback

• Be specific: Avoid vague praise or criticism; highlight the exact action and its impact.
• Focus on behaviour: Use objective models like SBI to keep the conversation professional and non-personal.
• Tailor the tone: Consider the recipient's work personality to ensure the message resonates.
• Be timely: Deliver feedback as close to the event as possible for maximum relevance.
• Encourage dialogue: Use feedback as a starting point for a coaching conversation, not just a one-way statement.

Where to from here?

• Explore: Compono Platform
• Talk to an expert: Book in a 15-minute chat to get a walkthrough of Compono.