When the reviewer needs an explanation, connect your decision to the task requirement and ask about the concern behind the suggestion if unclear. Consider another revision that addresses that concern. Clarify final decision authority and keep the response proportionate to the comment and review process.
A reviewer suggests changing a section, but you decide to keep it. If they are responsible for approving the work, silent omission may leave them wondering whether you saw the comment.
Explain the choice briefly and connect it to the task's requirements or the information available. Ask about the concern behind the suggestion if you may have misunderstood it. You can sometimes answer that concern through a different revision.
Confirm the decision authority
In shared work, clarify who has the final say. A personal preference and a required correction need different handling. Use the agreed process if the point remains unresolved.
Keep the explanation proportionate. You do not need to defend every optional note in a casual review. Focus on changes that affect the work or the reviewer's responsibility. Thank them for the contribution and show the final version where appropriate. The conversation should make the editing decision understandable, including which requirement it serves and whether any important concern still needs attention.
Keeping an example while addressing the reviewer's concern
An illustrative exampleSuppose a reviewer suggests removing an example from a guide. You think the example helps the intended reader recognise the situation, but ask what prompted the suggestion. They explain that it makes the section too long. You shorten the background and keep the practical decision, then explain: "I kept the example because this reader needs a concrete use case, and shortened it to address the length concern." If the reviewer has final approval, you use the agreed review process for any remaining disagreement. A casual optional comment may require less explanation. The final version is shared where appropriate, showing the actual change instead of leaving the reviewer to infer whether the feedback was seen.
Explain the decision where it matters
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When the explanation turns into a defence of every sentence
Focus on decisions that affect the purpose of the work or the reviewer's responsibility. You do not need a lengthy reply to every optional preference. Separate factual corrections from stylistic suggestions and clarify authority when those categories are disputed. If you keep a passage, give the concise reason and show the final version where appropriate. If you misunderstood the concern, revise your decision using that information. Keep the conversation about what the reader or task needs, with enough detail to make the remaining issue clear.
A concise feedback response
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