In the first 24 hours
It is normal to feel upset. What you do right after the review matters, so slow down before you respond.
Do not sign in the moment
Ask whether signing means you received the review or that you agree with it. You can ask for time to read it.
Get a copy
Ask for a copy of the written review and any ratings or scores behind it.
Write down what was said
Note the date, who was there, and the main points. Log it in Wrk Receipts while it is fresh.
Wait before replying
Take a day. A reply written in frustration is hard to take back.
Find where the review does not match the facts
A strong response points to specific facts. Gather them before you write anything.
Ask for examples
Ask your manager for specific examples behind each criticism. Vague feedback is hard to fix and hard to measure.
Pull your results
Collect numbers, completed projects, and praise from the review period that the review leaves out.
Compare against the standard
Check your goals and job description. Were you judged on what you were actually asked to do?
Look for patterns
Note whether others in similar roles were rated by different standards. Different treatment can be a warning sign.
Write a short, factual rebuttal
Many companies let you add a written response to your file. Use it. It becomes part of the record.
Lead with what you agree with
Acknowledging fair points makes the rest of your response more credible.
Address each point with facts
For each item you disagree with, give the date, the result, and the evidence. Keep feelings out of it.
Ask for what you need
Request clear goals, regular feedback, or resources that would help you meet expectations.
Keep it short
One or two pages is usually enough. Save a copy and note when you sent it.
What to do next
A review is often followed by closer attention. Plan for the next few months, not just this conversation.
Use the formal process
If your company has an appeal or rebuttal process, follow it and keep copies of what you submit.
Send meeting recaps
After each feedback meeting, email a short recap so there is a shared record.
Watch for a PIP
If a PIP follows, our PIP guide walks through your options step by step.
Keep tracking
Log new feedback, goals, and check-ins in Wrk Receipts so you can see what changed over time.
Want guidance on your situation?
Book a $125 Discovery Call. You'll spend 30 minutes one-on-one with an independent HR professional to talk through your situation, understand the HR process, and get clear on your options.
Book a Discovery CallMore guides
Caged Bird HR is not a law firm. This guide is general HR information, not legal, tax, or financial advice, and reading it does not create a consultant or attorney relationship. Laws and deadlines vary by state. For legal advice about your situation, talk to a licensed employment attorney.