What's the best way to handle negative feedback in emails and memos?

1 Understand the purpose

The first step to handle negative feedback in emails and memos is to understand the purpose behind it. Is it meant to help you improve your performance, correct a mistake, or resolve a conflict? Or is it an unfair or personal attack that has nothing to do with your work? By identifying the intention of the feedback, you can decide how to respond appropriately and constructively. If the feedback is valid and constructive, you can use it as an opportunity to learn and grow. If the feedback is invalid or destructive, you can ignore it or address it diplomatically.

2 Acknowledge the feedback

The second step to handle negative feedback in emails and memos is to acknowledge the feedback and show that you have read and understood it. This does not mean that you have to agree with everything or accept blame for something you didn't do. It simply means that you respect the sender's opinion and appreciate their input. You can acknowledge the feedback by thanking them for their time, expressing your interest in their perspective, or summarizing their main points. This can help you build rapport and avoid misunderstandings.

3 Ask for clarification

The third step to handle negative feedback in emails and memos is to ask for clarification if you are unsure or confused about something. Sometimes, negative feedback can be vague, unclear, or incomplete, which can make it hard to understand what the sender expects from you or how you can improve. Asking for clarification can help you get more specific and actionable information, as well as show that you are willing to listen and learn. You can ask for clarification by requesting examples, details, or suggestions, or by asking open-ended questions.

4 Respond positively

The fourth step to handle negative feedback in emails and memos is to respond positively and professionally. This does not mean that you have to pretend that everything is fine or that you have no concerns or objections. It means that you avoid negative or defensive language, such as blaming, complaining, or making excuses. Instead, you focus on the positive aspects of the feedback, such as the benefits, opportunities, or solutions. You can respond positively by expressing your gratitude, agreement, or commitment, or by proposing a plan of action, a follow-up, or a resolution.

5 Learn from the feedback

The fifth step to handle negative feedback in emails and memos is to learn from the feedback and apply it to your work. This is the most important and rewarding part of handling negative feedback, as it can help you improve your skills, performance, and results. Learning from the feedback means that you reflect on your strengths and weaknesses, identify your areas of improvement, and set your goals and strategies. It also means that you monitor your progress, seek feedback regularly, and celebrate your achievements.

6 Handle emotions

The sixth and final step to handle negative feedback in emails and memos is to handle your emotions in a healthy and constructive way. Negative feedback can trigger a range of emotions, such as anger, frustration, disappointment, or sadness, which can affect your mood, motivation, and productivity. Handling your emotions means that you acknowledge and accept them, rather than suppress or deny them. It also means that you find positive ways to cope with them, such as talking to someone, writing them down, or doing something relaxing or enjoyable.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?