How to respond to a performance review example

To respond to a performance review you need to actively listen, cite your job description, and professionally push back on unfair remarks. Here is a look at these tips and others on how to respond to a performance review with examples:

• Actively listen

Listen to every point your supervisor makes during your performance review so you can provide a comprehensive response if necessary. It is encouraged to take notes during your performance review for accuracy. Actively listening also means you should not interrupt them during their verbal portion of the review. Then ask a clarifying question like:

"You went over how you think I should expand my use of technology, what software programs and applications would you suggest that I learn and use?"

It is important not to appear defensive during your performance review and to take all criticisms in a constructive manner.

• Cite your job description

It is a good idea to have a copy of your job description during your performance review. You should also try to obtain copies of any other relevant materials your supervisor is using during the review, like attendance records, disciplinary records, work logs, or productivity reports. If this is not your first performance review you should also have a copy of the previous one.

Make sure that your supervisor and yourself are working from the same current job description by asking something like:

"I have a copy of my job description that was updated in May. Are you using one that contains those revisions?"

Having copies of these relevant documents is crucial to being prepared to respond to your performance review.

• Professionally push back on unfair remarks

You should go over your performance review in detail. Keep any responses professional and calm, even if you feel some of the details are inaccurate or unjustified. The important goal is to start a dialogue about any misunderstandings, so keep your tone professional. You should use any relevant materials that back up your case on why you find certain items to be unfair.

Here is an example of a response to a misunderstanding or unfair remark:

"You have cited that I have missed too many days of work, but I don't often take a sick or vacation day. Perhaps, you are mistaken because I am on a hybrid work model that requires me to be in our office for only two days per week."

If necessary, you should provide records that back up your claims, such as statements from coworkers, customers, or other legitimate documentation.

It is important to acknowledge the positive feedback you get in a performance review. Also, if you agree with your supervisor on the areas where you need to improve, you should ask for suggestions on how to take the right actions for improvements. Show gratitude for compliments and high marks you receive by saying things like:

"Thank you for recognizing my efforts in improving my sales goals. I appreciate these comments and will further my efforts."