Recipients of information respond in ways that mirror the first part of the cycle. The sender must remain attentive during this phase to evaluate the effectiveness of the transmission.
The decision to send feedback
Most of the time feedback is deliberate. The recipient needs to make a conscious decision to respond to a message received, although technically, failing to provide feedback is also feedback, especially when it can be confirmed that the message was received by the recipient.
Formulating the feedback
When responding to a message, the recipient decides what feedback is appropriate and what words to use in its expression. Ideally, the feedback is composed that addresses the original message. For example, if asked a question, the answer to the question would be fitting. If information was sent, feedback acknowledging its receipt would be helpful.
Feedback that does not seem relevant or logical often can create significant barriers to communication.
Transmitting the feedback
An appropriate medium for sending feedback should be selected. This involves some discernment. Most of the time, replying to a message the same way the message was sent is appropriate. Feedback for a telephone message might be best made via a telephone call while feedback concerning an email might be made via email.
Of course, when communication is unclear, or when feedback becomes urgent, the means of transmission may change.
Feedback is received
The cycle of communication is complete when feedback is received by the original sender. It is the original sender's responsibility to determine if the feedback is appropriate or if further clarification is necessary. If the feedback is unclear, often the originator must re-initiate the cycle of communication.