Delivering a negative performance review is one of the toughest tasks for any manager. It can feel uncomfortable to point out mistakes, and many managers worry about demoralizing employees or harming the working relationship. However, giving feedback the right way is essential. A negative performance review, when done correctly, can help employees understand their gaps, improve their performance, and contribute more effectively to the team.
In this guide, we’ll show you step by step how to prepare, structure, and deliver a negative performance review. You’ll also find real-world examples and scripts you can use, so your feedback stays professional, constructive, and actionable.
Why Performance Reviews Are Important
Performance reviews are essential for both employee development and overall company success. They give managers a structured way to assess an employee’s strengths, achievements, and areas that need improvement.
Negative performance reviews play a key role in growth. They highlight gaps in performance, skills, productivity, or behavior so employees know exactly where to focus. When feedback is honest and constructive, it helps employees improve before small problems become bigger issues. In fact, according to a report by SHRM published by Harvard Business Review, 72% of employees believe their performance would improve if their managers provided corrective feedback.
Regular reviews in the form of performance review periods also build accountability and transparency. Employees understand what is expected of them, which reduces confusion and ensures the team can meet its goals. Positive feedback celebrates achievements, while negative feedback guides employees toward better performance, creating a balance that supports continuous improvement.
Ultimately, the goal of any performance review, whether positive or negative, is to help employees reach their full potential while addressing challenges that may be holding them back.
Challenges of Giving Negative Feedback
Giving negative feedback is one of the most common challenges for managers. Studies show that about 37% of managers struggle to deliver critical feedback effectively, often because they worry about upsetting employees or damaging relationships. Avoiding these conversations may feel easier in the short term, but it can lead to bigger problems, such as lower team productivity, missed deadlines, or declining morale.
A key challenge is striking the right balance between being honest and staying constructive. Managers must address underperformance without making the employee feel attacked. For example, telling a team member, “You’re not a hard worker,” targets the person rather than the behavior and can lead to defensiveness. Instead, focusing on specific actions, like “Your reports have been submitted late three times this month, which affects the team’s deadlines,” keeps the feedback objective and actionable.
Delivering negative performance reviews is a leadership skill that can be developed. When managers focus on observable behaviors, provide clear examples, and approach the conversation as a chance for growth, negative feedback becomes a tool for improvement rather than a source of conflict.
Preparing for a Negative Performance Review
Thorough preparation is essential for delivering a constructive and effective negative performance review. This process involves collecting facts, making sure your feedback is specific, and setting the right tone to encourage a productive conversation. A well-prepared manager can approach the review with confidence and ensure the discussion leads to positive outcomes.
Let’s break these points down in more detail.
Gathering Evidence and Documentation
Before delivering a negative performance review, gather specific examples of the employee’s underperformance. This could include missed deadlines, poor work quality, or inappropriate behavior. Detailed, documented evidence ensures your feedback is objective and fact-based. It also reduces the risk that the employee will perceive the feedback as biased or personal.
For example, instead of vague criticism, you could say, “Your last three reports were submitted late, impacting the team’s deadlines.” Specific examples provide clarity and context, making it easier for the employee to understand exactly what needs improvement.
Understanding the Employee’s Perspective
Consider any external factors that may have contributed to the employee’s performance issues, such as personal challenges or a lack of resources. This perspective helps ensure the review is fair and constructive.
Before the meeting, gather relevant context from team members or review the employee’s work environment. Showing awareness of potential challenges fosters a more supportive atmosphere. Employees are more likely to respond positively to feedback when they feel their perspective has been considered and their concerns acknowledged.
Setting the Right Time and Environment
Choose a private, quiet space for the review where you won’t be interrupted. Avoid scheduling it during high-stress periods or at the end of the workday, when emotions may run high. Sometimes it is best to have performance review cycles so everyone receives feedback regularly.
Set aside enough time so the conversation doesn’t feel rushed, allowing space for both feedback and discussion. A comfortable environment helps reduce tension and lets both parties focus on the conversation and potential solutions.
Reviewing the Company’s Policies and Procedures
Before the review, familiarize yourself with your company’s performance management policies. This ensures your feedback aligns with HR procedures and legal requirements, which is especially important if the review could lead to formal actions like a Performance Improvement Plan.
Following company policies ensures consistency across reviews and protects the organization from potential claims of unfair treatment. Referring to these policies during the review also helps the employee understand expectations and potential consequences. By following established procedures, you maintain fairness and transparency throughout the process, building trust with the employee.
How to Structure a Negative Performance Review
A clear structure helps make a negative performance review productive and professional. Organizing the conversation ensures the employee understands the issues, sees concrete examples, and leaves knowing how to improve.
Start with Positives (The “Compliment Sandwich” Technique)
Starting with positive feedback helps employees stay open to hearing negative points. The “compliment sandwich” begins with a positive, presents the negative feedback in the middle, and ends with encouragement.
Example script:
“I appreciate your dedication to the team and the effort you put into client reports. I’ve noticed that several deadlines were missed last month, which affected the team’s workflow. I’m confident that with some focus on planning and time management, you’ll get back on track and continue contributing to the team’s success.”
Ending on a positive note keeps the conversation balanced and maintains motivation while addressing key issues.
Be Direct but Constructive
Negative feedback should be clear and actionable. Avoid vague statements or sugarcoating that can confuse the employee. Focus on what needs to change, not on feelings or assumptions.
Example script:
“Your recent project reports had multiple errors, which delayed the team’s review process. Let’s discuss ways to prevent these mistakes in the future.”
Being direct doesn’t mean harsh. Maintain a professional and supportive tone to help the employee focus on solutions.
Address Specific Issues with Examples
Specific examples make feedback actionable. Avoid statements like, “You’re not performing well,” which leave employees guessing.
Example script:
“Over the past two months, three project deadlines were missed, and two reports required major revisions. These delays affected the team’s schedule and client deliverables.”
Providing concrete examples helps employees understand exactly what to improve and shows that the feedback is based on observable actions, not opinions.
Focus on Behaviors, Not Personal Traits
Feedback should target actions and results rather than personality. Criticizing traits can make employees defensive, while addressing behaviors encourages change.
Example script:
Instead of: “You’re disorganized.”
Say: “I’ve noticed that your project timelines haven’t been consistent, which has caused delays in deliverables.”
Focusing on behaviors keeps the conversation objective and allows the employee to take actionable steps toward improvement.
Negative Performance Review Examples (By Situation)
Providing examples helps managers give feedback clearly while maintaining professionalism. Below are common situations and ways to handle them.
Negative Performance Review Examples for Missed Deadlines
Context: An employee repeatedly misses project deadlines, affecting team performance.
What NOT to say:
“You never meet deadlines. You’re holding the team back.”
How to give feedback in a professional way:
“Over the past month, you missed three project deadlines. This affected the team’s workflow and client deliverables. Let’s discuss strategies to help you manage your deadlines more effectively, such as creating a shared timeline or prioritizing tasks.”
Poor Performance Review Examples for Low-Quality Work
Context: An employee submits work that requires frequent corrections.
What NOT to say:
“Your work is always sloppy. You need to do better.”
How to give feedback in a professional way:
“Several of your recent reports contained errors that required additional revisions, which delayed the project. To improve, consider using a checklist or reviewing your work before submission. I’m happy to provide guidance to help you meet quality standards consistently.”
Negative Performance Review Examples for Attitude or Behavior Issues
Context: An employee shows a negative attitude in meetings or disrupts team collaboration.
What NOT to say:
“You’re rude and make the team uncomfortable.”
How to give feedback in a professional way:
“I’ve noticed interruptions during team meetings and some dismissive comments, which can affect collaboration. Let’s discuss other ways to communicate and contribute positively to team discussions.”
Bad Performance Review Example (and How to Improve It)
Context: A review that is vague and overly personal.
What NOT to say:
“You’re not a good employee and need to shape up.”
How to give feedback in a professional way:
“In the last quarter, you missed multiple deadlines, and the quality of your reports has required additional revisions. These issues have impacted the team’s overall performance. I’d like us to set specific goals to improve your time management and work quality, and we can schedule regular check-ins to track progress.”
These examples show how you can deliver negative feedback in a professional way that is constructive. They keep the focus on behaviors and outcomes, not personal traits. This type of feedback gives the person receiving a clear path for improvement.
How to Deliver Negative Performance Feedback Effectively
Delivering negative feedback is not just about what you say, it’s also about how you say it. The goal is to ensure the employee understands the issues, stays engaged, and knows how to improve.
Use Clear and Objective Language
Performance review phrases should be specific and factual, as seen in the example scripts above. Vague or emotionally charged statements can be easily misinterpreted, so avoid these during performance reviews. Use objective language. It keeps the focus on performance and makes feedback actionable.
Stay Calm and Professional
Maintain a steady tone, even if the employee becomes defensive or emotional. Your composure sets the tone for the conversation.
If necessary, it may help to say something like: “I understand this feedback may be difficult to hear. Let’s focus on solutions and ways to improve your performance going forward.”
Encourage a Two-Way Conversation
Make the review a dialogue rather than a lecture. Invite the employee to share their perspective.
A few questions may help:
“What challenges have you faced in completing these tasks?”
“How do you feel about this feedback?”
Having a honest and open conversation helps uncover obstacles you may not have realized are holding an employee back. Listen to your employees and make them feel heard. Showing you care helps build a positive culture at your organization and engages your team in improving.
Avoid Blame and Judgment
Focus on actions and behaviors, not personality. Avoid language that assigns fault.
As seen in the example scripts, it helps to phrase your feedback carefully.
Instead of: “You’re always late with your work.”
Say: “I noticed that several reports were submitted past the deadline. How can we work together to ensure deadlines are met?”
Keep feedback judgment-free to encourage problem-solving and reduce defensiveness.
Turning a Negative Performance Review into Improvement
After delivering a negative employee performance review, the next step is to focus on solutions and ensure the employee has the tools and support they need to improve.
Here are a few best practices to help with this.
Offer Support and Resources
Once the feedback has been delivered, it’s important to offer support and resources to help the employee improve. This could include additional training, mentoring, or access to tools that will help them address their performance issues. For instance, if time management is a problem, you might recommend timeboxing or setting relevant weighted goals.
Offering support shows that you’re invested in their success and willing to help them overcome challenges. This approach transforms the review from a purely critical conversation into a constructive one, where the focus is on finding solutions and encouraging development. It helps the employee feel supported rather than discouraged.
Set SMART Goals for Improvement
Setting SMART goals (Specific, Measurable, Achievable, Relevant, and Time-bound) will help employees focus on tangible steps for improvement. During the negative employee performance review, collaborate with the employee to set realistic goals aligned with their role. Metrics help objectivity when measuring performance.
For example, if deadlines are an issue, a SMART goal could be:
“Submit all reports one day before the deadline for the next three months.”
Clear, specific goals provide a roadmap for success and make it easier to track progress. SMART goals also ensure that the employee has a clear understanding of what is expected, promoting accountability and making it easier to assess improvement over time.
Develop a Performance Improvement Plan
For more serious performance issues, creating a Performance Improvement Plan (PIP) provides a structured path for the employee to follow. A PIP outlines specific areas of underperformance, the steps the employee needs to take to improve, and a timeline for completing those improvements.
It also includes regular check-ins to review progress and provide support. While a PIP is often seen as a last resort, it can also be a valuable tool for helping employees get back on track. By formalizing the improvement process, both the employee and manager have a clear understanding of expectations and consequences, creating accountability and a focused action plan for success.
Schedule Follow-up Meetings
Regular follow-up meetings are essential after a negative performance review to monitor the employee’s progress. These check-ins provide an opportunity to assess whether the employee is meeting their performance goals, offer additional support, and adjust the improvement plan if necessary.
Follow-up meetings also show the employee that you are committed to their development and are available to provide guidance along the way.
How to Handle Emotional Responses
Emotional responses during a negative performance review are common, and it’s important for managers to handle them professionally. Managing emotions effectively keeps the conversation focused on improvement rather than conflict.
Here are key strategies:
Acknowledge Emotions
If an employee becomes upset, recognize their feelings without escalating the situation.
“I understand this feedback may be difficult to hear. Let’s focus on ways we can work together to improve performance.”
Acknowledging emotions helps the employee feel heard and reduces tension.
Stay Calm and Composed
Your tone and demeanor set the stage for the discussion. Staying calm, even if the employee becomes defensive or emotional, encourages a constructive conversation.
“I can see this is upsetting. Let’s take a moment and then discuss actionable steps to move forward.”
Encourage Expression
Invite the employee to share their thoughts. Open-ended performance review questions give them space to process feedback and contribute to solutions.
Example questions:
“How do you feel about this feedback?”
“Are there challenges that are affecting your performance?”
This approach helps identify obstacles and creates a more balanced dialogue.
Give Them Time
If emotions run high, allow a brief pause. Giving the employee time to collect themselves prevents escalation and keeps the conversation productive.
Focus on Solutions
Shift the discussion toward actionable next steps. Turning emotional responses into a constructive conversation emphasizes improvement and growth rather than blame.
“Let’s talk about the specific steps we can take to help you improve in these areas.”
Legal and Ethical Considerations of Performance Reviews
When delivering a negative performance review, it’s essential to follow legal and ethical guidelines to ensure fairness and prevent potential disputes.
Here are a few key considerations to keep the process compliant and fair:
Avoid discrimination: Make sure your feedback is based purely on performance and behavior, not on personal characteristics like race, gender, age, or disability. Treat all employees consistently and base your review on documented evidence of their work.
Document the review: Keep detailed records of the feedback, the employee’s responses, and any improvement plans discussed. Documentation protects both the manager and the organization in case of future disputes or legal issues.
Maintain confidentiality: Performance reviews, especially negative ones, should be handled discreetly. Share the details of the review only with relevant parties to maintain the employee’s privacy.
Follow company policies: Adhere to your company’s HR policies and procedures when conducting negative employee performance reviews. This ensures that your feedback is aligned with organizational standards and legal requirements, reducing the risk of conflicts.
Provide fair opportunities for improvement: Give the employee a reasonable chance to improve their performance by offering clear goals and support. This demonstrates that the review is aimed at development, not punishment, and helps avoid claims of unfair treatment.
How Factorial’s Performance Management Software Can Support Better Reviews
Giving a negative employee performance review can be challenging. Fortunately, tools like Factorial’s performance management software can streamline the process and help managers deliver feedback that is clear, fair, and actionable.
Here’s how Factorial supports better performance reviews:
- Customizable review templates: Factorial offers a variety of templates that can be tailored to your company’s needs, ensuring consistency and clarity in feedback.
- Continuous feedback: The software allows managers to provide feedback throughout the year, not just during formal reviews. This enables real-time coaching and more effective performance improvement.
- Goal setting and tracking: Factorial makes it easy to set SMART goals and track progress, giving employees clear, measurable objectives to work toward after receiving feedback.
- Automated reminders: Never miss a follow-up meeting with automated reminders, helping managers stay on top of employee progress and provide timely check-ins.
- Comprehensive documentation: Factorial stores performance data, feedback, and improvement plans in one place. This ensures all actions are recorded, transparent, and accessible, critical for legal compliance.
- 360-degree reviews: Gather feedback from multiple sources to give employees a well-rounded view of their performance and help managers deliver balanced, objective negative performance reviews.
With Factorial’s tools, managers can confidently navigate negative employee performance reviews, ensuring the process is both constructive and legally sound while promoting continuous improvement.
