Last Updated on July 26, 2026 by Status.net Editorial Team

Table of Contents

• Performance Review Questions: Communication Skills Part 1
• Outstanding (5) Part 2
• Exceeds Expectations (4) Part 3
• Meets Expectations (3) Part 4
• Needs Improvement (2) Part 5
• Unacceptable (1) Part 6
• Core Communication Skills to Evaluate in Every Review Part 7
• Evaluating Written Communication Skills Part 8
• Evaluating Verbal and Listening Communication Skills Part 9
• Writing a Self-Evaluation for Communication Skills Part 10
• Communication Review Examples by Job Role Part 11
• How to Give Constructive Feedback on Communication Skills Part 12
• Setting Communication Improvement Goals After a Review Part 13

Clear, confident communication is the backbone of every high-performing organization. It shapes workplace culture, strengthens collaboration, and ensures that ideas move efficiently from concept to execution. While some professionals possess a natural aptitude for articulating their thoughts and engaging others, many benefit from structured feedback and intentional development to refine this essential skill.

Performance reviews offer a strategic opportunity to assess and elevate communication capabilities across teams. When approached thoughtfully, they go beyond evaluation and serve as a catalyst for growth, alignment, and stronger leadership at every level.

This article outlines a practical framework of performance review phrases and sample feedback focused specifically on communication skills. Designed to encourage constructive dialogue and measurable improvement, it provides managers with the tools to set clear expectations and empower employees to communicate with clarity, confidence, and impact, ultimately contributing to a more cohesive and high-performing workplace.

Part 1Performance Review Questions: Communication Skills

Before assigning a rating, evaluators should take a structured and intentional approach to assessing communication skills. Asking the right questions, and answering them honestly, creates a more objective foundation for evaluation. This practice not only reduces bias but also promotes consistency when reviewing multiple employees across teams and roles. A standardized set of guiding questions helps managers move beyond general impressions and focus on observable behaviors. For example:

1. Does the employee communicate effectively with team members, managers, and clients?
2. Does the employee actively listen and provide thoughtful responses?
3. Does the employee express ideas and opinions clearly and concisely?
4. Does the employee use appropriate tone and language in written and verbal communication?
5. Does the employee adapt their communication style to different situations and audiences?

Based on your assessment of the employee’s performance in these areas, you can assign a rating that reflects their communication skills. For example, if the employee consistently communicates effectively, listens actively, and adapts their communication style to different situations, they may receive a high rating. Conversely, if the employee struggles to communicate clearly or appropriately, they may receive a lower rating.

When evaluating communication, it helps to consider written and verbal interactions separately, since an employee can excel in one while struggling with the other. Reviewing how someone communicates with peers as well as with supervisors and clients also reveals whether their communication style shifts appropriately based on the relationship and the stakes involved.

How Communication Rating Scales Vary

Rating scales vary across organizations. Some use a simple three-point scale (needs improvement, meets expectations, exceeds expectations), while others use a five-point scale like the one in this guide, or descriptive tiers such as “developing,” “proficient,” and “exemplary.” Whatever scale a company uses, the value comes from applying it consistently so that a rating means the same thing regardless of who is writing it.

Words That Describe Strong and Developing Communication Skills

Choosing precise language makes ratings and written comments easier for employees to act on. The following words are commonly used to describe communication skills at different performance levels.

• Strong communicators are often described as: articulate, clear, concise, persuasive, engaging, responsive, diplomatic, transparent, approachable, and confident.
• Developing communicators are often described as: inconsistent, vague, abrupt, hesitant, unclear, disorganized, unresponsive, or reactive.

Performance Review Phrases and Paragraphs Examples for Communication Skills

Part 2Outstanding (5)

Employees who earn an Outstanding rating in communication skills consistently demonstrate exceptional clarity, professionalism, and impact in their interactions. They do more than exchange information. They elevate conversations, strengthen collaboration, and foster trust across teams and stakeholders.

The following performance review phrases and paragraph examples highlight the behaviors and outcomes that define top-tier communicators.

Example Phrases

• Exceptional ability to convey complex ideas in a simple and easily understandable manner.
• Consistently demonstrates active listening skills and responds appropriately.
• Facilitates open and honest discussion, promoting a positive work environment.
• Consistently communicates expectations with clarity, reducing misunderstandings and improving team efficiency.
• Demonstrates exceptional confidence and poise when presenting to large or senior audiences.
• Skillfully tailors messages to align with organizational goals and audience priorities.
• Encourages collaborative dialogue by inviting diverse perspectives and thoughtfully integrating feedback.
• Provides clear, structured meeting summaries that keep projects aligned and on track.
• Uses storytelling effectively to make messages memorable and impactful.
• Communicates change initiatives with transparency, helping teams adapt quickly and confidently.
• Builds trust through honest, respectful, and consistent communication practices.
• Anticipates questions or concerns and addresses them proactively in communications.
• Delivers feedback in a constructive and motivating manner that drives performance improvement.
• Excels at mediating discussions and guiding teams toward mutually beneficial outcomes.
• Maintains consistent and professional communication across all platforms and formats.
• Ensures key messages are reinforced and understood by following up appropriately.
• Demonstrates exceptional clarity and precision in written correspondence.
• Communicates strategic vision in a way that inspires commitment and action.
• Keeps stakeholders informed with timely, relevant, and well-organized updates.
• Frequently praised for engaging communication style and active listening skills.
• Leveraged excellent communication skills to resolve conflicts effectively and efficiently.
• Regularly sought out for advice regarding effective communication strategies.
• Has a natural gift for breaking down complicated topics so everyone can easily follow along and stay engaged.
• Consistently picks up on what people really mean and responds in ways that move conversations forward productively.
• Naturally creates an environment where people feel comfortable sharing ideas and speaking up about concerns.
• Has become the person everyone turns to when they need help communicating difficult messages or navigating tricky conversations.
• Effortlessly connects with people at all levels of the organization and makes everyone feel heard and valued in discussions.
• Demonstrated exceptional skill in written and verbal communication across multiple channels.
• Proactively communicates project updates, ensuring all stakeholders are well-informed and aligned.
• Consistently adapts communication style to effectively engage with diverse audiences and stakeholders.
• Exhibits outstanding ability to synthesize information from various sources and communicate key insights clearly and concisely.
• Consistently demonstrates exceptional diplomacy and tact in navigating sensitive or challenging conversations.
• Proactively seeks and provides constructive feedback, fostering a culture of continuous improvement and growth.
• Demonstrates exceptional ability to inspire and motivate others through powerful and engaging communication.
• Consistently goes above and beyond to ensure clear, timely, and transparent communication within and across teams.
• Exhibits outstanding ability to actively listen, ask clarifying questions, and ensure full understanding before responding.
• Consistently demonstrates exceptional skill in creating compelling and persuasive written content, from reports to presentations.
• Proactively initiates and facilitates productive discussions, ensuring all voices are heard and valued.
• Demonstrates exceptional ability to communicate technical concepts to non-technical stakeholders in a clear and accessible manner.
• Consistently leverages advanced communication skills to build and maintain strong relationships with clients, partners, and colleagues.
• Exhibits outstanding ability to communicate effectively and empathetically in high-pressure or crisis situations, maintaining composure and clarity.
• Encourages open communication channels that strengthen cross-functional collaboration.
• Demonstrates strong nonverbal communication skills that enhance verbal messaging.
• Responds thoughtfully and thoroughly to questions, ensuring complete understanding.
• Creates presentations that are clear, engaging, and tailored to the audience’s needs.
• Communicates priorities effectively, helping the team stay focused on critical objectives.
• Demonstrates cultural awareness and sensitivity in all communications.
• Transforms complex data into clear insights that support decision-making.
• Maintains composure and clarity when addressing unexpected challenges publicly.
• Models transparent communication practices that strengthen team trust.

Example Paragraph 1

“David consistently demonstrates exceptional communication skills in both routine interactions and high-stakes situations. He communicates expectations with clarity and precision, ensuring everyone understands their roles and responsibilities. His presentations are engaging, well-structured, and tailored to the audience, making complex information accessible and actionable. David also excels at fostering open dialogue, encouraging participation from all team members, and reinforcing alignment through clear follow-up and thoughtful summaries.”

Example Paragraph 2

“Jane consistently displays outstanding communication skills. She is able to take complex ideas and present them in a simple, easy to understand manner, allowing her team to effectively grasp new concepts. She actively listens to others, showing genuine interest in their input and responds with thoughtfulness. Her ability to facilitate open and honest discussion fosters a positive and inclusive work environment.”

Example Paragraph 3

“Emily sets the standard for outstanding communication within the organization. She proactively shares updates, anticipates questions, and addresses concerns before they escalate. Her written communication is concise, polished, and impactful, while her verbal communication inspires confidence and trust. Emily’s ability to listen attentively, provide constructive feedback, and navigate sensitive conversations with professionalism strengthens collaboration and builds lasting relationships across teams.”

Example Paragraph 4

“John consistently demonstrates outstanding communication skills. His ability to articulate complex concepts in a simple and understandable manner is truly exceptional. He actively listens during conversations and is well-regarded for his engaging communication style. His skills in conflict resolution and providing guidance in effective communication strategies are frequently sought out by his peers. John has shown mastery in communicating across multiple channels, with excellent verbal and written communication.”

Part 3Exceeds Expectations (4)

Employees who receive an Exceeds Expectations rating in communication skills consistently perform above the established standard. They communicate clearly and professionally, contribute positively to team dialogue, and demonstrate strong listening skills in a variety of settings.

The following performance review phrases and paragraph examples illustrate how these individuals add value through effective communication. They provide managers with language to recognize above-average performance while encouraging continued growth toward an even higher level of impact.

Example Phrases

• Communicates goals and expectations clearly, helping the team stay aligned and productive.
• Regularly checks for understanding to ensure messages are received as intended.
• Encourages open dialogue and welcomes questions to strengthen team collaboration.
• Provides thoughtful and balanced feedback that supports improvement and accountability.
• Keeps stakeholders informed with relevant updates while respecting their time.
• Demonstrates confidence when presenting ideas and responds well to follow-up questions.
• Adapts tone and messaging appropriately depending on the situation and audience.
• Helps prevent misunderstandings by clarifying details early in discussions.
• Shares information proactively to avoid surprises and maintain transparency.
• Builds strong working relationships through consistent and respectful communication.
• Organizes meetings effectively, keeping conversations focused and outcome-driven.
• Communicates changes clearly and explains the reasoning behind decisions.
• Shows patience and understanding when addressing concerns or confusion.
• Encourages participation by inviting quieter team members to share their perspectives.
• Handles difficult conversations with professionalism and fairness.
• Effectively conveys thoughts and ideas, making sure everyone is on the same page.
• Promotes a positive work environment by openly communicating with team members.
• Regularly steps up to facilitate team discussions and keeps everyone focused while making sure all voices are heard.
• Consistently follows through on communication commitments and keeps people in the loop without overwhelming them with unnecessary details.
• Shows genuine interest in understanding different perspectives and finds ways to bridge gaps when team members have conflicting viewpoints.
• Effectively uses both formal and informal communication channels to build rapport and maintain strong working relationships across the organization.
• Enhanced team communication by introducing new collaboration tools and techniques.
• Created a positive and inclusive environment by communicating effectively with team members.
• Consistently communicates project updates and important information in a timely and efficient manner.
• Demonstrates a strong ability to adapt communication style to effectively engage with different stakeholders and team members.
• Excels at synthesizing complex information and communicating key points clearly and concisely.
• Consistently demonstrates tact and diplomacy when addressing sensitive or challenging topics.
• Proactively seeks and provides constructive feedback to support the growth and development of team members.
• Demonstrates a strong ability to motivate and inspire others through engaging and persuasive communication.
• Consistently ensures clear, transparent, and effective communication within and across teams.
• Excels at active listening, asking clarifying questions, and ensuring full understanding before responding.
• Consistently creates compelling and well-structured written content, from emails to reports and presentations.
• Proactively initiates and facilitates productive discussions, encouraging input and participation from all team members.
• Demonstrates a strong ability to communicate technical concepts to non-technical stakeholders in an accessible and understandable manner.
• Consistently leverages strong communication skills to build and maintain positive relationships with clients, partners, and colleagues.
• Excels at communicating effectively and empathetically in high-pressure or challenging situations, maintaining composure and clarity.
• Summarizes key discussion points and next steps to ensure accountability.
• Demonstrates reliability in responding to messages and requests promptly.
• Strengthens cross-team collaboration by maintaining open and consistent communication channels.
• Communicates feedback in a way that motivates positive action.
• Maintains clarity and professionalism in virtual and in-person settings alike.
• Helps align team efforts by reinforcing priorities and shared objectives.
• Shows strong listening skills by reflecting back key points during discussions.
• Contributes to a culture of transparency by sharing relevant information openly.

Example Paragraph 1

“Sarah consistently exceeds expectations in her communication skills. She provides clear and timely updates that keep projects moving forward and stakeholders well informed. Sarah adapts her messaging thoughtfully depending on her audience, ensuring clarity whether she is speaking with senior leaders, peers, or clients. She handles sensitive conversations with tact and professionalism, and her ability to encourage open dialogue strengthens trust and collaboration within the team.”

Example Paragraph 2

“John exceeds expectations in his communication skills. He effectively shares his thoughts and ideas, ensuring everyone on the team is aligned and informed. John actively listens to his colleagues, offering constructive feedback and support. His open communication style contributes to a positive work environment and strong team dynamics.”

Example Paragraph 3

“David demonstrates communication skills that regularly exceed expectations. He is proactive in sharing important information and takes the initiative to clarify details before misunderstandings arise. His written communication is organized and precise, and his verbal contributions during meetings are focused and constructive. David also creates space for others to contribute, helping the team reach well-informed decisions while maintaining a respectful and positive environment.”

Part 4Meets Expectations (3)

Employees who receive a Meets Expectations rating in communication skills demonstrate reliable and effective communication in most situations. The following performance review phrases and paragraph examples reflect solid, consistent performance. They help evaluators acknowledge dependable communication skills.

Example Phrases

• Shares relevant information with the team in a timely manner.
• Expresses ideas clearly during one-on-one and group conversations.
• Listens to others without interrupting and responds appropriately.
• Keeps communication professional and respectful in all interactions.
• Follows established communication processes and protocols.
• Clarifies expectations when instructions or goals are unclear.
• Provides updates on assigned tasks as requested.
• Responds to emails and messages within a reasonable timeframe.
• Demonstrates understanding of key points discussed in meetings.
• Uses appropriate tone and language for different audiences.
• Accepts feedback openly and applies it when appropriate.
• Communicates changes or challenges to the appropriate person.
• Keeps meeting contributions relevant and focused on the topic.
• Documents information accurately and shares it with relevant stakeholders.
• Asks questions to ensure understanding before proceeding with tasks.
• Maintains consistent communication with direct team members.
• Adjusts explanations when others need additional clarification.
• Summarizes action items to confirm shared understanding.
• Handles routine communication tasks competently and knows when to escalate issues that need additional attention.
• Participates appropriately in meetings and team discussions, contributing relevant ideas and staying engaged with the topics at hand.
• Maintains professional tone in all interactions while being approachable enough that colleagues feel comfortable coming with questions or concerns.
• Effectively balances active listening and speaking during discussions.
• Demonstrates good written and verbal communication skills.
• Proactively seeks to improve communication skills through feedback from colleagues.
• Successfully adapts communication style to various situations and audiences.
• Regularly provides project updates and relevant information to keep team members informed.
• Adequately synthesizes information and communicates key points in a clear and understandable manner.
• Consistently demonstrates tact and diplomacy when addressing sensitive topics or navigating challenging conversations.
• Provides and accepts constructive feedback to support the growth and development of self and others.
• Demonstrates an ability to motivate and encourage others through positive and supportive communication.
• Ensures clear and effective communication within the team and with other departments.
• Engages in active listening, asking questions to clarify understanding and ensure accurate interpretation.
• Consistently produces clear and well-organized written content, including emails, reports, and presentations.
• Participates in and facilitates productive discussions, encouraging input and ideas from team members.
• Demonstrates an ability to communicate technical concepts to non-technical stakeholders in a clear and accessible manner.
• Maintains positive relationships with clients, partners, and colleagues through effective communication.
• Communicates effectively and calmly in high-pressure or challenging situations, maintaining professionalism and clarity.
• Communicates concerns constructively and respectfully.
• Demonstrates reliability in routine communication responsibilities.
• Engages in discussions without dominating conversations.
• Maintains confidentiality when handling sensitive information.
• Supports team collaboration by sharing necessary information.
• Demonstrates awareness of how communication impacts others.
• Uses clear subject lines and organized formatting in written correspondence.

Example Paragraph 1

“Maria meets expectations in her communication skills. She shares relevant updates with her team in a timely manner and ensures that key information is communicated clearly. Maria participates constructively in meetings and maintains a respectful and professional tone in her interactions. She listens to others’ perspectives and responds appropriately, contributing to steady and effective team collaboration.”

Example Paragraph 2

“Susan meets expectations in her communication skills. She adequately conveys her thoughts and ideas to coworkers, and generally engages in active listening, responding to feedback when necessary. Susan keeps open lines of communication with her team members and contributes to a positive work environment.”

Example Paragraph 3

“James meets expectations for communication in his role. He expresses his ideas clearly in day-to-day interactions and follows established communication processes. James responds to messages within a reasonable timeframe and seeks clarification when instructions are unclear. His written correspondence is generally well organized and professional, supporting smooth coordination within the team.”

Part 5Needs Improvement (2)

A Needs Improvement rating indicates that communication skills do not consistently meet workplace standards. While the employee may demonstrate capability in certain situations, there are noticeable gaps in clarity, listening, tone, or adaptability that affect effectiveness.

The following examples are designed to provide constructive feedback.

Example Phrases

• Struggles to clearly convey thoughts and ideas to coworkers.
• Frequently provides incomplete explanations, requiring others to seek clarification.
• Tends to rely on vague language that can lead to misunderstandings.
• Has difficulty organizing thoughts before speaking, resulting in unclear messaging.
• Often overlooks the need to confirm whether others understand key points.
• Communication style can sometimes appear abrupt or overly brief.
• Does not consistently adjust tone to suit the audience or situation.
• May interrupt others during discussions, limiting collaborative dialogue.
• Struggles to prioritize important information when delivering updates.
• Written communication occasionally contains errors that affect clarity.
• Fails to proactively share relevant information with stakeholders.
• Avoids difficult conversations instead of addressing issues directly.
• Sometimes misinterprets feedback and responds defensively.
• Does not always keep team members informed of changes or delays.
• Has trouble summarizing discussions and identifying clear next steps.
• Reluctant to ask clarifying questions when instructions are unclear.
• Occasionally shares sensitive information without appropriate discretion.
• Inconsistent participation in meetings reduces overall team alignment.
• Often leaves out important details when explaining processes or projects, which leads to confusion and follow-up questions.
• Has trouble reading the room during meetings and sometimes shares information that isn’t quite relevant to the discussion at hand.
• Tends to wait too long to speak up when issues arise, missing opportunities to address problems before they get bigger.
• Sometimes comes across as dismissive or impatient when colleagues ask for clarification or additional information.
• Inconsistently follows up on conversations and commitments, leaving team members uncertain about next steps or expectations.
• Struggles to clearly articulate thoughts and ideas.
• Inconsistent in providing timely responses to messages and inquiries.
• Often fails to provide timely project updates or important information, causing confusion or delays.
• Demonstrates limited ability to tailor communication approach to effectively engage with different stakeholders.
• Struggles to synthesize complex information and communicate key points clearly and concisely.
• Occasionally lacks tact or diplomacy when addressing sensitive topics or navigating challenging conversations.
• Inconsistently provides or accepts constructive feedback, hindering personal and team growth.
• Has difficulty motivating or inspiring others through communication, sometimes causing disengagement or confusion.
• Inconsistently ensures clear and effective communication within the team or with other departments.
• Sometimes fails to engage in active listening, missing important details or failing to clarify understanding.
• Produces written content that sometimes lacks clarity, organization, or professional tone.
• Rarely initiates or contributes to productive discussions, often remaining passive or disengaged.
• Struggles to effectively communicate technical concepts to non-technical stakeholders, causing confusion or frustration.
• Inconsistently maintains positive relationships with clients, partners, or colleagues due to communication challenges.
• Sometimes delays responses, slowing down team progress.
• Needs to improve clarity and structure in presentations.
• Struggles to communicate priorities effectively.
• Occasionally uses informal language in situations requiring professionalism.
• Does not acknowledge or validate others’ perspectives.

Example Paragraph 1

“Mark needs improvement in his communication skills to fully support team effectiveness. He does not consistently provide timely updates, which can lead to delays or misalignment. Mark sometimes struggles to organize his thoughts clearly, particularly in group settings, making it difficult for others to follow his message. He would benefit from preparing key points in advance, confirming understanding during discussions, and being more proactive in sharing relevant information.”

Example Paragraph 2

“Emily’s communication skills require further development. Her written communication sometimes lacks clarity and structure, and she does not always seek clarification when expectations are unclear. By improving message organization, and responding more consistently to inquiries, Emily can strengthen her effectiveness and overall contribution to the team.”

Example Paragraph 3

“Lisa’s communication skills require focused improvement to meet role expectations. She frequently leaves out key details when explaining processes or providing project updates, which creates confusion and requires colleagues to follow up for clarification. Lisa tends to be inconsistent in her follow-through on communication commitments, leaving team members uncertain about next steps or project status. During meetings, she sometimes shares information that isn’t directly relevant to the discussion, and she occasionally comes across as impatient when others ask for additional details or clarification. To succeed in her role, Lisa needs to work on being more thorough in her communications, improving her active listening skills, and developing better awareness of what information her audience needs to be effective.”

Part 6Unacceptable (1)

An Unacceptable rating reflects serious and consistent communication challenges that negatively impact team dynamics, productivity, or professional relationships. Immediate and focused improvement is required to meet organizational expectations.

The following performance review phrases and paragraph examples assist evaluators in addressing significant deficiencies with clarity and professionalism.

Example Phrases

• Regularly withholds critical information, resulting in serious project setbacks.
• Frequently spreads inaccurate or unverified information that misleads others.
• Demonstrates a pattern of ignoring direct questions or requests for clarification.
• Openly dismisses others’ ideas without consideration or respectful dialogue.
• Uses confrontational or aggressive language during disagreements.
• Fails to document or communicate decisions, causing repeated confusion.
• Shows unwillingness to participate in essential meetings or discussions.
• Responds to feedback with hostility rather than professionalism.
• Creates conflict through careless or inflammatory remarks.
• Does not acknowledge mistakes in communication, even when errors are evident.
• Repeatedly misses deadlines due to failure to communicate progress or obstacles.
• Communicates expectations unclearly, leading to repeated performance issues.
• Shows disregard for organizational communication standards and policies.
• Frequently sends incomplete or poorly structured messages that require correction.
• Fails to inform leadership of critical risks or issues in a timely manner.
• Routinely provides conflicting or contradictory information that creates confusion and forces others to spend time clarifying basic details.
• Consistently interrupts others during meetings and conversations, showing little respect for colleagues’ input or ideas.
• Regularly makes commitments in conversations but fails to follow through, damaging trust and reliability with team members.
• Frequently uses inappropriate tone or language in professional settings, making colleagues uncomfortable and undermining team dynamics.
• Consistently avoids difficult conversations that need to happen, allowing problems to escalate and negatively impact team performance.
• Ignored or dismissed valuable feedback from colleagues regarding communication issues.
• Disrespectful and unprofessional communication with peers and supervisors.
• Habitual absence or disengagement during team meetings and discussions.
• Frequently fails to effectively communicate thoughts and ideas.
• Does not engage in active listening or provide appropriate responses to feedback.
• Negatively impacts the work environment through a lack of effective communication.
• Consistently fails to provide project updates or important information, causing significant confusion and delays.
• Frequently lacks tact and diplomacy when addressing sensitive topics, causing offense or damaging relationships.
• Consistently fails to provide or accept constructive feedback, significantly hindering personal and team growth.
• Consistently demotivates or discourages others through negative or counterproductive communication.
• Frequently causes breakdowns in communication within the team or with other departments, leading to errors and conflicts.
• Consistently fails to engage in active listening, regularly missing critical information and failing to clarify understanding.
• Produces written content that is consistently unclear, disorganized, or unprofessional, reflecting poorly on the team.
• Actively avoids or disrupts productive discussions, negatively impacting team collaboration and progress.
• Consistently fails to communicate technical concepts to non-technical stakeholders, leading to significant confusion and frustration.
• Regularly damages relationships with clients, partners, or colleagues due to poor communication skills.
• Consistently becomes hostile, defensive, or incoherent when communicating in high-pressure or challenging situations.
• Publicly criticizes colleagues in an unprofessional manner.
• Demonstrates an inability to maintain confidentiality when required.
• Regularly escalates minor issues through inappropriate communication.
• Shows no effort to improve communication skills despite repeated guidance.
• Contributes to a toxic environment through negative or disrespectful interactions.
• Leaves stakeholders uninformed about major decisions or changes.
• Refuses to engage in necessary performance or feedback conversations.
• Communicates in a way that consistently undermines team cohesion.
• Fails to respond to urgent communications, causing operational disruption.
• Exhibits behavior that significantly damages trust and credibility within the organization.

Example Paragraph 1

“Michael’s communication performance is unacceptable and is negatively affecting team effectiveness. He routinely provides inconsistent or incomplete information, forcing others to spend additional time clarifying basic details. Michael often responds defensively to feedback and fails to engage in productive dialogue during meetings. His unwillingness to adapt his tone or approach to the situation has created tension within the team. Immediate and sustained improvement in clarity, professionalism, and responsiveness is required.”

Example Paragraph 2

“Devon’s communication performance is unacceptable. He consistently fails to provide project updates or share important information, causing significant confusion and delays across multiple teams. His written content is consistently unclear and disorganized, reflecting poorly on our department. Devon needs to immediately work on developing active listening skills, providing timely updates, and improving the clarity and professionalism of his communications.”

Example Paragraph 3

“Angela’s communication skills fall well below acceptable standards for her role. She frequently withholds critical information and does not respond to messages in a timely manner, resulting in missed deadlines and operational disruptions. Angela’s written and verbal communication often lacks professionalism and tact, which has damaged working relationships. Without significant and immediate improvement in transparency, accountability, and respectful interaction, her effectiveness within the organization will remain severely limited.”

Part 7Core Communication Skills to Evaluate in Every Review

A meaningful communication rating rarely comes from a single impression. It comes from looking at several distinct skills that combine to shape how an employee exchanges information, builds relationships, and moves work forward. When managers break communication into its component parts, feedback becomes more specific and easier for employees to act on.

Verbal and Written Communication

Verbal communication covers how someone speaks in meetings, one-on-ones, and presentations, including pace, tone, and clarity under pressure. Written communication covers emails, reports, chat messages, and documentation. Many employees are stronger in one than the other, so reviewing both separately often surfaces development needs that a single, general communication rating would hide.

Active Listening and Responsiveness

Listening well means an employee can restate what a colleague said, ask relevant follow-up questions, and respond to the actual concern rather than a rehearsed talking point. Responsiveness, such as replying to messages within a reasonable window, signals respect for other people’s time and keeps projects moving.

Nonverbal Cues and Presence

Tone of voice, eye contact, posture, and facial expression shape how a message lands, often as much as the words themselves. In video calls and in-person meetings, an employee’s presence can either reinforce their message or undercut it, so this dimension deserves a mention when it stands out in either direction.

Adaptability Across Audiences

The same message often needs to change shape depending on the audience: executives, peers, new hires, or external clients. Employees who instinctively adjust vocabulary, level of detail, and tone for each audience tend to build trust faster and reduce the back-and-forth that comes from mismatched expectations.

Part 8Evaluating Written Communication Skills

Written communication leaves a permanent record, so quality matters in a different way than a spoken conversation does. When evaluating written communication, look at whether messages are organized, free of errors that obscure meaning, and appropriately concise for the format, whether that is a two-line message or a multi-page report.

• Clear subject lines and a logical structure that let the reader find key information quickly.
• Appropriate length for the format: long enough to cover the necessary detail, and short enough to respect the reader’s time.
• Consistent tone that matches the audience and purpose, whether that’s a formal report or a routine internal update.
• Accuracy and attention to detail, including correct grammar, spelling, and data.
• Effective use of formatting, such as headers, bullet points, and bold text, to improve readability.

Example Phrases for Written Communication

• Writes emails and reports that are clear, concise, and well organized.
• Produces documentation that colleagues can follow without needing additional clarification.
• Uses appropriate formatting and structure to make long documents easy to scan.
• Written messages occasionally lack the detail needed for the reader to act without follow-up questions.
• Would benefit from proofreading written communication more carefully before sending.
• Adjusts writing style effectively for different audiences, from technical documentation to executive summaries.

Part 9Evaluating Verbal and Listening Communication Skills

Spoken communication happens in real time, which makes it harder to revise but easier to observe directly. When rating verbal communication, consider how an employee performs in meetings, presentations, and informal conversations, and pay attention to whether they invite input or simply deliver information.

Example Phrases for Verbal Communication

• Speaks clearly and at an appropriate pace, even when explaining complex topics.
• Uses concise language in meetings and avoids unnecessary jargon.
• Presents ideas confidently to groups of varying size and seniority.
• Sometimes rushes through explanations, leaving listeners with unanswered questions.
• Could improve delivery by pausing for questions rather than moving straight to the next point.

Example Phrases for Listening Skills

• Listens attentively and paraphrases key points to confirm understanding.
• Asks clarifying questions before responding, reducing the chance of misinterpretation.
• Gives colleagues space to finish their thoughts before responding.
• Occasionally responds before fully processing what a colleague has said.
• Could work on maintaining focus during longer meetings rather than multitasking.

Part 10Writing a Self-Evaluation for Communication Skills

Self-assessments give employees a chance to reflect on their own communication patterns before a manager weighs in, and thoughtful self-reflection often leads to a more productive review conversation. When writing a self-evaluation, employees can focus on specific examples rather than general impressions, and note both strengths and areas they are actively working on.

• Reference specific projects or meetings where communication made a measurable difference.
• Mention any feedback received from colleagues and how it was applied.
• Acknowledge one or two areas for growth alongside genuine accomplishments.
• Connect communication habits to outcomes, such as fewer misunderstandings or faster decisions.

Self-Assessment Phrases for Communication Skills

• “I made an effort to keep my team updated on project status through weekly summaries.”
• “I actively sought feedback on my presentation style and incorporated suggestions from my manager.”
• “I am working on being more concise in written updates so colleagues can scan them quickly.”
• “I asked clarifying questions more often this quarter, which reduced rework on assigned tasks.”
• “I want to continue improving how I communicate technical details to non-technical stakeholders.”

Part 11Communication Review Examples by Job Role

Communication expectations shift depending on the role. A retail associate needs to communicate clearly with customers in short interactions, while an administrative professional depends on consistent phone and email communication to keep an office running. Tailoring feedback to the realities of the role makes it more relevant and easier to apply.

Retail and Customer-Facing Roles

“Communicates product information clearly to customers and adjusts explanations based on customer questions. Handles customer complaints calmly and escalates issues to a supervisor when appropriate, keeping the interaction professional throughout.”

Administrative and Front-Desk Roles

“Answers phone calls promptly and directs inquiries to the correct department without unnecessary back-and-forth. Keeps visitors and callers informed when there are delays, and documents messages accurately for follow-up.”

Healthcare and Clinical Roles

“Explains care instructions to patients in plain language and checks for understanding before ending the conversation. Communicates changes in patient status to the care team promptly and documents observations clearly in patient records.”

Part 12How to Give Constructive Feedback on Communication Skills

Feedback about communication can feel personal, since it touches on how someone comes across to others. Framing it around specific, observable behaviors helps the conversation stay constructive.

1. Describe a specific situation instead of a general pattern. Referencing an actual meeting or email gives the employee something concrete to reflect on.
2. Explain the impact. Connect the behavior to a real outcome, such as a missed deadline or a confused client, so the feedback feels relevant.
3. Offer a specific alternative. Suggest what a stronger version of the interaction would have looked like.
4. Invite the employee’s perspective. They may already be aware of the gap, or they may share context that changes how the situation looks.
5. Follow up. Check in after a few weeks to acknowledge improvement or revisit the conversation if the pattern continues.

Preventing miscommunication during the review itself matters as much as the content of the feedback. Scheduling enough time, avoiding rushed conversations at the end of a busy day, and confirming the employee understood the key takeaways all reduce the chance that the feedback gets lost or misread.

Part 13Setting Communication Improvement Goals After a Review

A review that identifies a communication gap is only half the work. Pairing the rating with a clear, achievable improvement goal turns feedback into a plan the employee can actually follow.

• Set one or two specific goals rather than a long list, so the employee can focus their effort.
• Attach the goal to a behavior that can be observed, such as sending project updates every Friday or summarizing action items after each meeting.
• Agree on a timeframe for checking progress, such as thirty or sixty days.
• Offer resources or support, such as a mentor, a writing guide, or attendance at a workshop focused on presentation skills.
• Revisit the goal in the next one-on-one rather than waiting for the next formal review cycle.

Example Improvement Goal Phrases

• “Send a brief written summary after each client call to confirm shared understanding of next steps.”
• “Practice presentations with a peer before delivering them to senior leadership.”
• “Pause during meetings to ask if others have questions before moving to the next topic.”
• “Draft emails, then review them once for clarity and tone before sending.”

Frequently Asked Questions

How do you rate communication skills in a performance review?

Most managers rate communication skills by comparing observed behaviors, such as clarity, listening, tone, and responsiveness, against a defined scale. Using specific examples from the review period, rather than relying on a general impression, makes the rating easier to justify and easier for the employee to accept.

What are the best phrases to use for communication skills feedback?

The most useful phrases describe a specific, observable behavior rather than a personality trait. Phrases like “communicates project updates clearly and on schedule” or “would benefit from confirming understanding before moving to the next topic” give the employee something concrete to build on.

How do you write feedback for an employee with poor communication skills?

Focus on specific incidents and their impact rather than general criticism. Pair each concern with a concrete example, then close with a suggested next step, such as a communication goal the employee can work toward before the next check-in.

How should written communication be evaluated differently from verbal communication?

Written communication can be reviewed for structure, grammar, and clarity since it leaves a lasting record, while verbal communication is better judged in the moment through tone, pacing, and how well the employee responds to questions. Evaluating both separately often reveals strengths or gaps that a single combined rating would miss.

What is a good self-evaluation comment for communication skills?

A strong self-evaluation comment names a specific action and its result, such as “I introduced weekly written status updates, which reduced the number of status-check emails from my team.” Comments like this show initiative and measurable impact rather than a vague self-assessment.

How can an employee improve communication skills after a needs-improvement rating?

Improvement usually starts with one or two focused habits, such as summarizing action items after every meeting or reviewing emails once for clarity before sending. Checking progress with a manager every few weeks helps keep the effort visible and on track.

What words describe someone with excellent communication skills?

Words like articulate, clear, concise, responsive, diplomatic, and confident are commonly used to describe strong communicators. Choosing a specific word tied to an example, rather than a generic compliment, makes the feedback more meaningful.

How often should communication skills be assessed?

Formal ratings typically happen during scheduled performance reviews, but informal feedback on communication works best when it is given close to the moment it happens. Waiting for the annual or quarterly review to raise a communication issue often means the specific details have faded for everyone involved.

What questions can I ask to evaluate someone’s communication skills?

Useful questions include whether the person communicates clearly with different audiences, listens actively, adapts tone appropriately, and follows through on communication commitments. Asking colleagues who work closely with the employee can add perspective that a manager alone might miss.

How do you evaluate listening skills during a review?

Listening is easiest to evaluate through indirect evidence: does the employee ask relevant follow-up questions, accurately summarize what others said, and adjust their response based on new information shared in a conversation. These behaviors are more reliable indicators than simply appearing attentive.

What is the difference between “meets expectations” and “exceeds expectations” for communication?

An employee who meets expectations communicates reliably and professionally in routine situations. An employee who exceeds expectations goes further by proactively sharing information, adapting their style for different audiences, and helping others communicate more effectively, often before being asked.