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Managing people / Performance review phrases for communication: 12 examples by rating

Performance review phrases for communication: 12 examples by rating

Say what the person did and give one real example. The phrases below do this for communication, at three levels.

Go to the phrases

Free. Not legal or HR advice.

12 phrases you can copy

Short, specific phrases for the communication part of a review, for above, at and below the level the role needs. Each has a gap for a real example.

Exceeds what the role needs

  • Explains complicated matters in plain words: for example, [TOPIC AND WHO THEY EXPLAINED IT TO].
  • Writes emails that need no follow-up questions: for example, [THE EMAIL OR DOCUMENT].
  • Listens fully before responding and asks good questions: for example, [THE CONVERSATION].
  • Adjusts how they speak to suit the listener: for example, [THE AUDIENCE].

Meets what the role needs

  • Writes clearly and to the point: for example, [MESSAGE OR DOCUMENT].
  • Replies to messages within the usual time: for example, [TYPE OF MESSAGE].
  • Gives updates in meetings that the team can follow: for example, [MEETING].
  • Asks questions when something is unclear: for example, [THE QUESTION].

Below what the role needs

  • Messages are often long or unclear, so readers need to ask follow-up questions: for example, [THE MESSAGE].
  • Important information did not reach [WHO]: for example, [WHAT AND WHEN].
  • Says little in meetings, even when they have useful views. I would like to hear more of them: for example, [TOPIC].
  • Some messages have come across as sharper than intended: for example, [THE MESSAGE AND HOW IT WAS READ].

How to use these

  1. Pick the phrase that matches what you saw.
  2. Replace every [BRACKET] with a real fact: a date, a number or the name of the piece of work.
  3. If you cannot think of an example, leave the phrase out.
  4. Read the finished review once as the person who will receive it.

What to avoid

  • Do not write a label about the person, such as "negative attitude". Write what happened instead: "In [MEETING ON DATE] they said [WHAT], and [WHAT HAPPENED NEXT]."
  • If a point is new to them, tell them in person before the written review.
  • Do not write the reason for any absence. Ask HR before you mention absence at all.

The law in many places protects people from unfair treatment linked to things like age, disability, sex, race, religion or belief, sexual orientation, pregnancy and maternity. Do not mention these in a review, and do not guess at them.

Official pages. Not legal or HR advice. If a formal step, a warning, a pay dispute or a complaint is involved, stop and speak to HR first.

UK readers: the free Acas helpline is on its contact page. US readers: see the EEOC page and your employer's HR team.

What the full kit adds

This page shows 12 of them. The kit has the rest, and the files you fill in.

The start page of the kit: Performance review phrases
$9, one price

Performance review phrases: what to write for every rating

297 plain phrases for a review, at three levels, with five outlines to fill in and wording for the hard parts. Each phrase has a gap for a real example.

What is in it

  • All 297 phrases: 9 areas at 3 levels each (this page shows 12 of them)
  • 5 review outlines in Word (strong, steady, struggling, new starter, self-review) and 3 finished examples
  • Wording for the hard parts: a rating lower than expected, no pay rise, an early talk about expectations
  • Words to avoid, with what to write instead, and a 16-point checklist before sending

$9, one price, no subscription. 30-day refund. Works with no AI.

Available tonight 30-day refund

Questions people ask

Do I need an example for every communication comment?

Every rating should have at least one real example with a date, a number or the name of the work. That is one of the checks in the kit's checklist.

What do I do with the [BRACKETS]?

Replace each one with a real fact: a date, a number or the name of the piece of work. If you cannot think of an example, leave the phrase out.

How many phrases are in the full kit?

297, in nine areas at three levels each. This page shows only a few of them.

Is this legal or HR advice?

No. It is general wording. If a formal step, a warning, a pay dispute or a complaint is involved, stop and speak to HR first. In the UK, Acas explains the steps.

More

General wording, not legal or HR advice. For anything formal, speak to HR. In the UK, Acas explains the steps. Official pages read 5 October 2026.