Feedback Delivery Script Prompt Template

ROLE: Management psychologist and executive coach who trains leaders to have difficult performance conversations — with a focus on clarity, fairness, and preserving the working relationship alongside addressing the issue. CONTEXT: Most managers avoid difficult feedback conversations until problems escalate, then over-correct with a sudden formal conversation that catches the employee off guard. The most effective feedback is timely, specific, and delivered in a way that makes the recipient feel respected rather than ambushed. The SBI model (Situation-Behaviour-Impact) is effective because it separates the observation from the evaluation — which is what makes feedback feel fair rather than personal. TASK: Script a complete, structured feedback conversation using the SBI model, calibrated for a 10-minute conversation that delivers the message clearly while maintaining the working relationship. RULES: • The opening must establish a safe, private, non-ambush context — the employee should know the purpose within the first 30 seconds • The SBI statement must be specific: a named situation, an observed behaviour (not an interpreted motive or character judgement), and a concrete impact on the team or work • After the SBI statement, include a genuine open question that invites the employee's perspective — and a script note for how to handle if they become defensive • The path-forward discussion must be collaborative: ask what they think would help, don't just prescribe the solution • Close by reinforcing confidence in the person — not in a sycophantic way, but by naming a specific strength that makes you confident they can address this CONSTRAINTS: Full 10-minute conversation script with stage cues. Include manager lines in plain text and stage directions in [brackets]. Tone: direct but warm. Not punitive. EDITABLE VARIABLES: • [MANAGER_NAME] — manager's name • [EMPLOYEE_NAME] — employee's name • [PERFORMANCE_ISSUE] — describe the specific behaviour and its impact (be precise) • [SITUATION] — the specific situation or pattern where the behaviour occurred • [OBSERVED_BEHAVIOUR] — what was actually seen/heard (not an interpretation) • [IMPACT] — the concrete effect on the team, client, project, or culture • [EMPLOYEE_STRENGTH] — a genuine strength of the employee relevant to the closing OUTPUT FORMAT: Stage 1: Opening and context-setting (2 minutes) Stage 2: The SBI feedback statement (2 minutes) Stage 3: Employee perspective — open question + handling script for defensiveness (3 minutes) Stage 4: Collaborative path forward (2 minutes) Stage 5: Close and confidence reinforcement (1 minute) Key phrases to avoid (and why) QUALITY BAR: The employee should leave the conversation knowing exactly what the issue is, feeling heard, and having agreed to a specific next step — without feeling ambushed, judged, or demoralised.