Good feedback is concrete and actionable. This template uses a simple situation–behaviour–impact structure that works for both recognition and development.
Template overview
It captures the context, the observed behaviour, its impact and a forward-looking next step — kept factual and respectful.
When to use it
- Preparing for a one-to-one or review conversation.
- Giving recognition or developmental feedback consistently.
- Recording feedback so follow-up is possible.
Key elements
- Situation: when and where it happened
- Behaviour: what was specifically observed
- Impact: the effect on work or others
- Next step: a clear, agreed action or continuation
Best practices
- Be specific — describe behaviour, not personality.
- Balance recognition with development.
- Make it timely and forward-looking.
- Agree a concrete next step and revisit it.
Printable template
Copy the block below and replace every [bracketed] placeholder. It is intentionally neutral so you can adapt it to your organisation and jurisdiction.
Employee: [name] Date: [date] Type: [recognition / development]
Situation: [when / where / context]
Behaviour: [what was specifically observed]
Impact: [effect on work, team or outcomes]
Next step: [agreed action or continued behaviour]
Employee comments: ________________________________
Follow-up date: [date]
For informational purposes only. This is an educational template, not legal advice and not a contract. HR and employment laws vary by jurisdiction, industry and contract. Adapt the wording to your situation and have qualified HR or legal professionals review it before use.