What’s the best way to respond difficult or negative feedback at work?

Start by taking a breath. Then listen, clarify if needed, and take time to reflect. This infographic walks you through the full process — including what to say and how to follow up.

Why does employee feedback feel so personal?

It’s completely normal to feel defensive — especially if the feedback touches on your leadership style. But most feedback is about behaviour, not identity. With the right mindset, even negative feedback can lead to growth.

What if I don’t agree with the feedback?

Not all feedback will feel fair or accurate. But responding calmly and asking thoughtful questions can help you understand the feedback giver’s point of view, even if you don’t fully agree. That’s what builds trust, professionalism and a healthy feedback culture.

What does "feedback culture" mean?

A healthy feedback culture is part of a strong company culture — where giving feedback is normal, expected and encouraged at every level. It’s not just about formal reviews. Providing feedback becomes part of the day-to-day, with team members offering regular feedback that’s kind, respectful and focused on growth. In teams that embrace continuous feedback, people feel valued, stay connected to their work, and have more opportunities to develop. That kind of meaningful feedback helps improve employee engagement, boosts job satisfaction and creates a sense of shared ownership across the team. When feedback is open, honest and two-way, it helps people communicate effectively, build stronger relationships and create a more engaged, motivated team.

How do I handle feedback from direct reports?

Upward feedback is just as important as peer or manager feedback. This infographic gives you phrases and a mindset to help you stay open, even when the feedback comes from someone more junior.

What if I freeze when someone is giving feedback and don’t know what to say?

That’s common. This infographic includes a few simple employee feedback example responses to help you stay grounded. Even a short pause and “Thanks for sharing that” can make giving feedback easier for the feedback giver and offer you a chance to pause and respond to critical feedback calmly.

What are some examples of constructive feedback responses?

It could be something as simple as, “Thanks for being honest — I’ll take some time to think about that,” or “I hadn’t realised how that came across. I’ll work on it going forward.” These kinds of responses show openness and a willingness to improve — and they help encourage more constructive feedback.

Infographic: How To Respond To Difficult Feedback

How to handle feedback that stings

Receiving feedback that stings isn’t easy - especially when it’s about how you lead. But responding well is one of the fastest ways to build trust with your team. Here’s a practical guide to help you handle difficult feedback constructively.

Before the conversation (if possible):

Take a breath. Feedback might feel personal, but it’s almost always about behaviour, not identity.
Remember: feedback is a chance to grow and show your team you listen.

During the conversation - use this simple flow:

Acknowledge - “Thanks for sharing that - I appreciate your honesty.”
Clarify (if needed) - “Could you give me a bit more detail or an example, so I can better understand?”
Reflect - “That’s helpful - I hadn’t seen it that way. I can see how that might have impacted you.”
Respond calmly - “I’ll take some time to reflect on that and think about how I can approach it differently.”
Follow up - Later that week: “I’ve thought more about what you said - here’s what I’ve taken away and what I’m going to do differently.”

Tip: Keep your body language open, make eye contact, and don’t interrupt. The way you listen matters as much as what you say.

Download infographic

Want to feel more confident handling feedback conversations?

Our blog shares even more practical tips to help you respond to feedback as a manager. And if you want to keep those conversations going, Breathe’s performance tools can help make regular check-ins easier - for you and your team.

See how Breathe supports performance conversations

Why does feedback matter - and how does continuous feedback help?

Employee feedback plays a huge role in how your team grows, connects and performs. It’s not just for end-of-year reviews - regular feedback helps keep teams on track and focused on continuous improvement.

When you’re giving feedback often - whether it’s positive, constructive or somewhere in between - you create space for honest conversations, quicker course corrections, and stronger working relationships.

Continuous feedback helps people feel valued, seen and supported. It encourages ongoing improvement and builds trust, which is key for employee engagement and long-term motivation.

Done well, effective feedback also shows your team you’re listening and investing in their growth. It keeps communication clear and helps everyone move in the right direction.

Over time, this helps build a culture of positive feedback and constructive criticism, where everyone feels comfortable sharing ideas and learning from one another.

A step-by-step visual guide to help you respond better to constructive criticism and employee feedback

Whether it comes from a peer, a direct report or during a performance review, receiving critical feedback - especially when it’s negative - can knock your confidence.

But feedback is one of the most valuable tools for employee development, continuous improvement and better team dynamics. The key is learning how to hear feedback in a way that helps you grow - not shut down.

This free infographic offers a simple effective feedback framework you can use when:

You're in the moment and the feedback feels personal
You need to respond professionally but don't know what to say
You want to follow up with care, not defensiveness

You can use it in 1-2-1s, after a performance review, or in any feedback conversation that feels challenging or unexpected.

Keep building your leadership skills with Breathe

This infographic is just one of the ways we support line managers to lead with confidence and build stronger teams.

The Breathe Growth Academy is a free online hub, full of practical courses and tools to help you with everything from giving and receiving feedback and using positive feedback to boost motivation and morale.

You'll also find guidance on leading effective performance reviews and additional ways to support employee growth and professional development.

Whether you’re building confidence as a new manager or looking to strengthen your leadership skills, there’s something to help you support your people - and yourself.

Go to the academy

Constructive feedback FAQs

What’s the best way to respond to difficult or negative feedback at work?

Start by taking a breath. Then listen, clarify if needed, and take time to reflect. This infographic walks you through the full process - including what to say and how to follow up.
Why does employee feedback feel so personal?

It’s completely normal to feel defensive - especially if the feedback touches on your leadership style. But most feedback is about behaviour, not identity. With the right mindset, even negative feedback can lead to growth.
What if I don’t agree with the feedback?

Not all feedback will feel fair or accurate. But responding calmly and asking thoughtful questions can help you understand the feedback giver’s point of view, even if you don’t fully agree. That’s what builds trust, professionalism and a healthy feedback culture.
What does "feedback culture" mean

A healthy feedback culture is part of a strong company culture - where giving feedback is normal, expected and encouraged at every level.

It's not just about formal reviews. Providing feedback becomes part of the day-to-day, with team members offering regular feedback that's kind, respectful and focused on growth.

In teams that embrace continuous feedback, people feel valued, stay connected to their work, and have more opportunities to develop. That kind of meaningful feedback helps improve employee engagement, boosts job satisfaction and creates a sense of shared ownership across the team.

When feedback is open, two-way and rooted in trust

It's about having a team or company culture where feedback is encouraged - where giving feedback feels like a normal, trusted part of day-to-day work. Providing feedback isn't limited to formal reviews. Everyone offers regular feedback to one another in a way that is kind and respectful.

In teams that offer continuous feedback, people grow, feel valued and stay connected. This culture of meaningful, clear feedback supports employee engagement, boosts job satisfaction and creates a sense of shred ownership.

When feedback is open, honest and two-way, it helps people communicate effectively, build stronger relationships, and a more engaged, motivated team.
How do I handle feedback from direct reports?

Upward feedback is just as important as peer or manager feedback. This infographic gives you phrases and a mindset to help you stay open, even when the feedback comes from someone more junior.
What if I freeze when someone is giving feedback and don’t know what to say?

That’s common. This infographic includes a few simple employee feedback example responses to help you stay grounded. Even a short pause and “Thanks for sharing that” can make giving feedback easier for the feedback giver and offer you a chance to pause and respond to critical feedback calmly.
What are some examples of constructive feedback responses?

It could be something as simple as, “Thanks for being honest - I’ll take some time to think about that,” or “I hadn’t realised how that came across. I’ll work on it going forward.” These kinds of responses show openness and a willingness to improve - and they help encourage more constructive feedback.

Infographic: How to respond to difficult feedback - whether it's from senior leaders or your direct reports