# Feedback conversation script prompt: free ChatGPT template > Plan a short, direct feedback talk with a teammate: the specific moment, why it mattered, a question to hear their side and one agreed next step. Source: https://learn.ynteractive.com/content/prompts/feedback-conversation-script-prompt · Updated 2026-10-06 · Free from Stepthrough (https://learn.ynteractive.com) [Hiring and HR](https://learn.ynteractive.com/content/prompts#job-hiring-and-hr) · [Operations](https://learn.ynteractive.com/content/prompts#industry-operations) · Works in ChatGPT, Claude, Gemini and Copilot Updated October 6, 2026 · By [Robert Breen](https://learn.ynteractive.com/content/about) Use this before a conversation you've been putting off, when something a teammate did needs to change and you want to say it clearly without a lecture. The prompt builds a short script around one specific moment: what happened, the effect it had, a real question so they can explain, and a next step you agree on together. It also gives you calm lines for when they push back. ## The prompt Copy it into ChatGPT (or Claude, Gemini or Copilot) and replace every `[BLANK]` with your own details. It uses the four parts from [Prompt Writing 101](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format): Role, Context, Task and Format. Copy prompt ```text Role: You are a coach helping a manager at [COMPANY] prepare a short, respectful feedback conversation. Context: I am talking to [TEAMMATE]. What happened, as specifically as I can say it: [MOMENT]. The effect it had on the team or customers: [IMPACT]. What I'd like to happen next time: [NEXT TIME]. Something they do well that I mean sincerely: [STRENGTH]. How long we have: [LENGTH]. Task: Write a script for a private conversation that fits the time. Open by saying what the talk is about in one sentence. Describe the moment and its impact using only the facts above, with no labels for the person. Ask one open question and leave room for their answer. Agree on one next step with a date. Give me two calm replies for if they disagree or get defensive. Mention the strength in the opening or the close, not sandwiched around the problem. Format: Short lines I can say out loud, under 250 words, with labels: Open, What happened, Your side, Next step, If they push back, Close. No emoji. ``` ## Fill in the blanks **`[COMPANY]`** Your business name. **`[TEAMMATE]`** Their first name and role. **`[MOMENT]`** One specific event, with the day. Not "you always". **`[IMPACT]`** What it caused: a late order, a confused customer, extra work for someone. **`[NEXT TIME]`** The behavior you want, in one sentence. **`[STRENGTH]`** Something true and specific they do well. **`[LENGTH]`** Such as "10 minutes before opening". ## Example, filled in **A made-up example** from the free lesson [Summarize a Meeting Transcript with ChatGPT](https://learn.ynteractive.com/content/chatgpt-summarize-meeting-transcript). Harbor Street Bakery is the made-up bakery in the Meeting Summary lesson. In its team meeting, Sam agreed to put together a breakfast quote for Oakwood Library but no due date was set. In this made-up follow-on, the owner, Dana, wants to talk with Sam about how the quote went. Copy example ```text Role: You are a coach helping a manager at Harbor Street Bakery prepare a short, respectful feedback conversation. Context: I am talking to Sam, who handles catering. What happened, as specifically as I can say it: Sam said "I'll do the quote" for Oakwood Library's breakfast for 80 people on October 20, but the quote went out eight days later, after the library emailed twice to ask. The effect it had on the team or customers: the library almost booked someone else, and Luis had to fit the order into the dough schedule at short notice. What I'd like to happen next time: when Sam takes on a quote, he says when it will go out, and tells me early if it will slip. Something they do well that I mean sincerely: customers love his catering setups. How long we have: 10 minutes before opening. Task: Write a script for a private conversation that fits the time. Open by saying what the talk is about in one sentence. Describe the moment and its impact using only the facts above, with no labels for the person. Ask one open question and leave room for their answer. Agree on one next step with a date. Give me two calm replies for if they disagree or get defensive. Mention the strength in the opening or the close, not sandwiched around the problem. Format: Short lines I can say out loud, under 250 words, with labels: Open, What happened, Your side, Next step, If they push back, Close. No emoji. ``` ## What a good answer looks like - An opening line that says plainly it's about the Oakwood Library quote, so Sam isn't left guessing. - The facts as given: the quote went out eight days later and the library emailed twice. No "you're unreliable". - An open question such as "What got in the way?", followed by a pause. - One next step with a date, such as giving a send-by date for every quote starting with the next one. ## How to check it before you use it An AI draft can sound right and still say something you never told it. Use the habit from the [Reply Faster lesson](https://learn.ynteractive.com/content/chatgpt-reply-to-customer-emails): check every promise, name, date and number against what you gave it before anything goes out. - Read the script aloud and rewrite any line you'd never say. - Cut any sentence that guesses at Sam's motives or brings up old issues you didn't list. - Plan to listen more than you talk in the "Your side" part. The script is a guide, not a speech. - If the issue keeps coming back or touches pay, discipline or leave, talk to HR before the conversation. ## Practice it in the free lesson **[Summarize a Meeting Transcript with ChatGPT](https://learn.ynteractive.com/content/chatgpt-summarize-meeting-transcript)**: Paste a long meeting transcript into ChatGPT and get the decisions, an action items table with owners and due dates, and a follow-up email ready to send. You do every step yourself in a practice copy of ChatGPT, and nothing touches your real accounts. [Start the free lesson](https://learn.ynteractive.com/modules/chatgpt-meeting-summary) Also useful: [Prompt Writing 101: Role, Context, Task, Format](https://learn.ynteractive.com/content/prompt-writing-101-role-context-task-format) ## Terms used here [One-on-one meeting](https://learn.ynteractive.com/content/glossary/one-on-one-meeting) · [Action items](https://learn.ynteractive.com/content/glossary/action-items) · [Performance review](https://learn.ynteractive.com/content/glossary/performance-review) ## Related prompts - [Performance improvement plan draft prompt](https://learn.ynteractive.com/content/prompts/performance-improvement-plan-draft-prompt): Draft a performance improvement plan from documented facts: the gap, what good looks like, the support offered and check-in… - [One-on-one meeting prep prompt](https://learn.ynteractive.com/content/prompts/one-on-one-meeting-prep-prompt): Prepare a one-on-one from your notes: what you owe them from last time, specific wins, questions that let them talk first, and… - [Employee recognition message prompt](https://learn.ynteractive.com/content/prompts/employee-recognition-message-prompt): Write a short, specific thank-you to an employee for the team chat or a huddle: what they did, why it mattered, in your voice… ## More hiring and hr prompts - [First-week training plan prompt](https://learn.ynteractive.com/content/prompts/first-week-training-plan-prompt): Turn your SOPs into a day-by-day first-week plan for a new hire: learn, watch, do with help, then show it, with a trainer… - [Hiring manager intake prompt](https://learn.ynteractive.com/content/prompts/hiring-manager-intake-prompt): Turn a hiring manager's intake notes into a role brief: must-haves vs nice-to-haves, pay, interview steps, open questions and… - [Internal job posting prompt](https://learn.ynteractive.com/content/prompts/internal-job-posting-prompt): Write a job opening for current staff only: what the role is, who can apply, how to apply quietly and what happens to their… [All free prompt templates](https://learn.ynteractive.com/content/prompts) · [AI glossary](https://learn.ynteractive.com/content/glossary)