How to Write an Email to Your Boss About a Problem (With 20+ Samples)

If you’re like most people, you probably dread having to email your boss about a problem. But it doesn’t have to be that way!

With some guidance, you can frame the conversation in a helpful and positive way.

According to several professionals, the following are the best ways to email your boss about a problem at work, along with a few examples.

Learn to “sandwich” the problem and take advantage of psychological biases

The issue with communicating to your boss about a problem is what is called “Psychology Anchoring.”

When you trigger an emotion in someone, they associate it with you. So if the problem triggers a negative emotion in your boss, and he associates that negative emotion with you, this won’t be good for your career and your prospects of promotion.

To avoid this, we have to place the problem within our emails where it is least triggering to the receiver:

Use the first impression bias

Humans pay more attention to the first bit of information we receive than what we hear in the middle of a message.

Therefore, begin the email with something positive. 

The best opening lines focus on a trait your boss has that will make it possible to solve the problem you will communicate, so the boss feels validated and sees the problem as a challenge rather than as bad news.

Related: 25+ Good Examples of Problem Solving in the Workplace

In the middle of the email, mention the problem

Do not be apologetic or try to explain it away, as that adds more emotional charge to the issue and brings attention to this part. Just say things in the most objective way possible.

End it with something motivating

The Recency Bias states that “what we hear last stays on our minds for a while, so you cannot end on a bad note.”

And, in many ways, view yourself as a coach to everyone around you, even your boss. That is the true meaning of leadership. So end up by inspiring that shows you are both on the same team, ready to tackle this problem.

In summary, we have the power to control how people perceive and receive the information we share.

It all comes down to the frame we use to show reality.

Determine why you’re sending the email

Determine why you’re calling your supervisor before you write your email. This can help you stay on track while writing your email and ensure that all pertinent information is included.

If you want to seek a project deadline adjustment, for example, give the old deadline, the new proposed deadline, and the rationale for the change.

Include a relevant subject line

Your email’s subject line should convey the reason for your communication in a few words. Sending an email with a relevant subject line makes it easier for your supervisor to find the email, understand what to expect, and prioritize it based on priority and urgency.

Add a greeting

The greeting appears directly below the subject line of your email. Determine the preferred name and title for your supervisor and include it in the email greeting.

If your boss wants to be addressed by their first name, for example, you can address them as such. You can use your supervisor’s last name if you’re not sure what name and title they prefer.

Explain why you’re sending the email

Include an opening line after your greeting that says why you’re emailing. The email will be succinct and clear if you begin by describing your argument.

Explain the situation

If possible, give specifics or an explanation for why you’re emailing. Although you can exclude any irrelevant or personal details, it may be good to include an explanation so that your supervisor understands the context of a situation.

Make a list of the tasks you’d like your boss to perform

After you’ve explained everything, make sure to include any chores you’d like your supervisor to conduct after reading your email. This could involve things like accepting a project proposal or a deadline adjustment, checking your time off benefits, or making a project choice.

Finish with a strong statement

The concluding line of your email is where you might express gratitude for your supervisor’s time, reiterate essential information, or welcome them to ask any questions about the substance of your email.

Sign the document

Include your entire name and job title in your signature so that your boss can recognize you.

Keep the email short and sweet

Keep your email’s content succinct, containing only the most important elements and removing any extraneous material. Use short, clear sentences to explain your point so that your boss understands the purpose of your email fast.

Use your company’s email address

To stay professional and guarantee that your supervisor receives your email in a timely manner, email your supervisor using your work email. Emails from a person’s personal email account are sometimes filtered out at work.

Make sure it’s simple to comprehend

Because supervisors receive a variety of emails throughout the day, make sure yours is simple to grasp in case they need to scan or read it fast. You can have a trustworthy colleague read it through to see how easy it is for them to comprehend.

Proofread your email before sending

Make sure to proofread your email before sending it to catch any spelling problems, grammatical errors, or formatting issues. Sending an error-free email to your supervisor demonstrates professionalism and guarantees that your message gets understood.

Here are a few examples:

Request for time off

Request for a deadline extension

Writing an email to your boss about a problem you have encountered in the workplace can prove to be an awkward situation. Being perceived as a complainer can leave you feeling vulnerable and a target for bullying from other staff.

However, there are times when speaking up is the best option to increase productivity and resolve conflicts.

Here are some tips on how to write an effective email to your boss:

Wait until you have calmed down before drafting your email

If you are highly emotional, you might want to wait until you have calmed down before drafting your email. This is especially important if the problem you face is direct with your boss.

Being rude will likely cause more damage than good, and as the saying goes, “You can catch more flies with honey than with vinegar.”

Use a respectful tone when writing this type of email.

Explain your problem clearly

The more detail you provide about the issue you are facing, the easier it will be for your boss to understand precisely what is troubling you. Being vague will most likely result in your email being ignored simply because you have not painted a clear enough picture.

On the other hand, repeatedly mentioning the problem until you have written a 3,000-word email isn’t ideal either.

Your explanation should be thorough but not tiresome to read.

Suggest a solution and the positive outcomes it would have

Your boss may not have a solution for the problem you are facing. For example, if it is a highly technical issue, resolving it may require the assistance of a manager who has the appropriate level of experience.

Therefore, it would be in your best interest to propose a solution to the problem, mentioning a specific course of action that can be taken.

If possible, don’t directly blame specific people

The last thing you want to do is have someone hold a grudge against you for the next few years because you chose to complain about them.

If there is an issue you are facing with a specific person, don’t blame them directly; instead, as per the paragraph above, propose a solution on how the two of you can work together to resolve the issue.

Email is one of the most effective ways to communicate any perceived problem in every workplace, especially when you can’t meet or have an in-person discussion with your boss.

Emails enable you to articulate your thoughts and also show proof of communication.

There are some important guidelines to adhere to when writing an email to your boss about an identified problem.

Be professional in your salutation

When writing to your boss about a problem, no matter the relationship you share with them, ensure to be professional, especially in your salutation.

Related: What Does It Mean to Be Professional at Work?

Use “Hi, Hello, or Dear” followed by your boss’s professional title and first name. For example, “Hi Dr. Maria” or “Dear Prof. James.” Avoid using informal greetings like “Hey” or “Yo” when writing to your boss.

Use a clear and direct subject line

The subject of your email should be clear and direct to get the attention of your boss. Do not write a lengthy subject line that doesn’t directly relate to the identified problem you want to talk about. Your email subject should be concise and direct.

Clearly and concisely state the problem

Go straight to the point and state the identified problem. If possible, try to capture the issue and its effect on you or the organization in a paragraph.

Suggest a solution

After outlining the problem, it is best to suggest a solution. Suggesting a solution to an identified problem makes you a resourceful employee.

Your closing email should contain important information

Your closing is an integral part of the email. Your email closing should contain any other important information you find necessary, appreciation, and a call to action.

Emails are a powerful tool in the workplace. They can be used to communicate a problem, ask for a favor, or offer feedback. When writing an email to your boss, it’s important to be concise and direct.

Here are three tips for writing an email that will get your message across.

Use simple language

When writing to a boss, it’s also important to use simple language. Avoid using complex grammar or vocabulary when possible — this can be confusing and make it difficult for the boss to understand what you are saying. Try to stick with terms that are common knowledge among most people.

In short — when writing an email to your boss about a problem, try to be concise and use simple language — this will help the boss understand what you are trying to say more easily.

Explain the cause of the problem

Use this example to explain the cause of the problem. It’s the most affected one.

Offer solutions if you can

When something goes wrong at work, it can be tempting just to let it simmer and stew. But if you want to keep your career on track and build a good relationship with your boss, it’s important to offer solutions instead of just complaining.

First, take a deep breath and remember that you’re not the only one who’s been affected by this issue. Your boss is probably feeling frustrated, too.

So start by expressing your concerns and laying out what went wrong. This will help them understand the situation and give them a chance to brainstorm possible solutions.

If you don’t have any solutions yourself, don’t be shy about asking for help from your boss or other employees in the office. The more people who are involved in finding a solution, the better off everyone will be.

And don’t forget to stay positive — conveying frustration only makes things worse.

Use a professional greeting

“Dear,” “Hello,” or “Hi,” followed by your recipient is some professional salutations you can use to welcome your boss (boss, superior, or supervisor).

You can also use their first name if you’re on a first-name basis. Otherwise, use a formal address such as “Professor Kegley,” “Dr. Goldstein,” or “Mr. Mark.” Then, after your recipient’s name, add a comma.

Use full names for your supervisor instead of salutations like “Hey,” “Hiya,” or “Yo,” which sound unprofessional.

Use a specific and concise subject line

Your supervisor is most likely a busy individual who receives several emails from various departments, clients, and business partners. Save them time and effort by making the purpose of your email crystal apparent in the subject line.

Always double-check that the content of your email corresponds to the subject line.

Make sure to state the problem clearly and directly

As previously stated, your employer is most likely overworked and overburdened. As a result, you must go right to the point by explaining the issue plainly and concisely.

• You don’t need to go into great depth; simply offer a general outline of the issue.
• You can briefly describe the issue and how it affects you or the company.
• If you have one in mind, you can also provide a solution in the email.

Suggest a solution if you have one

You can propose a solution when you bring a problem to your boss’s attention. Keep in mind that your boss is busy and will appreciate it if you can find a solution.

If you’ve already tried to tackle the problem, but your solution didn’t work, tell your manager what you did. By doing so, you are demonstrating to your manager that you are a problem solver who considers solutions rather than issues.

You can propose alternate solutions if your worries are likely to cost your boss money and damage their reputation.

Think about how you’ll explain the situation so that your boss will understand it

Have you run into a problem at work? Then it’s probably time to email your boss about it! No matter what, though, you need to make sure that you do it the right way.

But first, try to solve the problem on your own. If that doesn’t work, talk to a coworker or supervisor about it.

Next, prepare yourself for the conversation by thinking about why you think the problem exists and how you can address it.

If you’re feeling confident in your ability to solve the problem on your own, you can go directly to the boss and ask for help. But before you do that, think about how you’ll explain the situation so that your boss will understand it.

I’ll give you some tips on how to write an email to your boss about a problem.

Address your boss by their name

When you write an email to your boss, make sure you address them by name. This is important because it makes your boss feel as though they are being personally addressed.

State the problem clearly and concisely

You must state your problem as clearly as possible. Be sure to include any relevant information that might help your boss understand why the problem exists.

To make sure you do this, you should read over the email and make sure it is easy for your boss to understand what’s going on.

Explain what you have done to try to solve the problem

Give a brief outline of what you have done to try to solve the problem. Include all possible options that you’ve tried and explain why each option didn’t work.

Suggest a solution or ask for help in solving the problem

If you really can’t come up with an answer, then ask your boss for help. This can be as easy as asking if they have any ideas or suggestions. If you don’t know what to do, then ask them for some advice.

Thank them for their time and consideration

Once you’ve explained your problem and given them your suggestions, thank them for their time and consideration.

Use a personalized tone in your email

I personally like to see a personalized tone in the emails that my workers send me. I recommend that the style workers use in their emails should depend on their relationship with their boss but must also have a gist of formality.

Choosing the tone that lands best with your boss is essential as it helps them comprehend the email well. They will be able to read the email in your tone and understand your intentions better.

It is also always good to sign off your email with “Thank you” as it reflects your politeness and respect for your boss.

Choosing a tone can be very tricky, but as long as it is both professional and personal, you are good to go!

The email should be very brief and to the point

It is important that the emails have short paragraphs, each covering a different point. This makes it easy for bosses to follow you and understand your problems.

Bosses are always on tight schedules, and sending long emails will waste their time. They may not want to continue reading it if you trail off from the topic in the middle.

Therefore, keeping things simple and adding extra details that don’t contribute to the subject matter should be avoided.

For example, if you are writing to your boss about workplace discrimination, include all of the details that a boss needs to know in order to take appropriate action, as well as your intentions and expectations.

The email shouldn’t have any threats to the boss or to the person that has committed the act of disgrace, as this will make the email very unprofessional.

Don’t use the subject line of the email as clickbait

When writing me an email, most of my employees use the subject line as clickbait to get my attention right away. This is very unprofessional, and your boss may never choose to respond to you.

Doing stuff like this shows a lack of integrity in the individual, and you will never make it into your boss’s good books.

Another subject line error is using caps lock, i.e., ‘URGENT,’ which again is to grab the boss’s attention but portrays very unprofessional behavior.

If the matter really is urgent, contact your boss via phone call or schedule a meeting to discuss it instead of writing an email with a subject line, which sounds imperious.

When you have a problem at work, the best way to handle it is to talk to your boss about it. But how do you write an email to your boss about a problem?

Start by describing the problem

Be specific and concise, and include any relevant details. Talk about how the issue impacts your work and why you think it needs to be addressed.

Explain what you’ve done to try to solve the problem on your own

If you’ve tried multiple solutions, list them in order of how successful you think they were. This will show that you’ve taken the initiative and care about solving the problem.

Suggest a plan of action on how to solve the problem

Finally, suggest a plan of action for how you and your boss can work together to solve the problem. Be specific about what you need from your boss and what you’re willing to do to help solve the problem.

Make sure your tone is respectful and humble

Avoid speaking negatively about your boss or co-workers, even if they are part of the problem. Instead, focus on solving the issue at hand.

This shows your boss that you’re mature and professional and that you’re more interested in solving the problem than in placing blame.

It is important to know what type of concern exists

As a general rule, formal letters should be written in formal letter format and sent via email. You should send a copy of the communication to your home email address, depending on how sensitive the issue is.

Computers at your workplace are company property, and they have the right to lock you out at any time.

Consider being professional, not singling out anyone unless it is absolutely necessary, and keeping all emotions out of the correspondence. Additionally, think of possible solutions to the problems you are facing. Having solutions demonstrates initiative, dedication, and thoughtfulness.

Since I am not aware of what the “concerns” are, it is difficult to give specific advice.

Check to see that the content of your email corresponds to the subject line

There are a few essential pointers you need to keep in mind whenever you are communicating with your manager via email regarding an issue.

In business settings, sending and receiving emails continues to be one of the most efficient forms of communication.

Your manager is most likely a very busy individual who receives a large number of emails from colleagues in different departments, customers, and business partners.

You may save them time and effort by making the subject line of your email incredibly clear as to the purpose of the message. Always check to see that the content of your email corresponds to the subject line.

As it was mentioned previously, it’s likely that your employer is quite active and juggling a wide variety of responsibilities at the same time.

Therefore, you need to get right down to business by articulating the issue in a straightforward and uncomplicated manner. You don’t need to go into too much detail; instead, just provide an overarching description of the issue that you are facing.

You might give a concise explanation of the issue and how it is affecting the organization or you personally. You can also provide a solution to the problem in the email if you already have one in your head.

Begin the email by informing who you are

Emailing your boss may be a daunting thing to do. However, most bosses appreciate emails, especially when they are necessary for the health and growth of the company. Emails about real problems, whether about the processes or the employees are welcome.

Begin the email by informing who you are and from what department or team you are from. Proceed with the details of the problem and all the relevant background and context that can help your boss grasp the issue at hand.

Related: How to Introduce Yourself in an Email (18 Expert Tips and Examples)

Then, present your proposed solution. Be clear and concise in your writing, and avoid going off on tangents. If you have any supporting information or documentation, include that as well.

End the email by thanking your boss for their time and saying that you’re looking forward to hearing their thoughts on the matter.

Understand your boss’ communication style

When you’re writing about a problem to your boss, you should first understand what style of communicator your boss is. If they prefer to talk out problems in person, then sending a detailed email is just going to waste everyone’s time.

If your boss is someone who likes having all the details in front of them before you can discuss a solution, they’re going to be very annoyed if you keep asking them to set up meetings to discuss problems.

Once you know their style, it’s easy to craft an email that is clear and concise but efficient.

For example, you should include, at the very least, a summary of the nature of the problem, how you’ve attempted to resolve the issue, and the next steps. I’ve attached an example below.

How you write an email to your boss can depend on your relationship with them as well as the purpose of the email. If it is a formal request or you are asking for something, it is best to be polite and courteous.

Start the email with a greeting

Start the email with a greeting, such as “Dear Mr. Smith” or “Good morning.” State the purpose of the email right away so that your boss knows what they are reading about.

For example, “I am writing to request permission to work from home on Fridays.” Be clear and concise in your ask, and explain why this would be beneficial for you and your work.

Thank your boss in advance for their time

Thank them in advance for their time, and sign off with your name. If you have a good relationship with your boss and the email is more casual in nature, you can forgo the formalities.

One of the most difficult things to do in the workplace is to email your boss about a problem. Whether it’s an issue with a project, a colleague, or something else entirely, it’s hard to know how to broach the subject without seeming like you’re complaining.

With these tips in mind, you’ll be able to write an email to your boss about a problem that is both effective and professional.

Always be solution-focused

Even though you’re talking about a problem, which is something negative, always frame the email in a way that shows that you want to find a solution.

This way, you turn it into a team effort — i.e., let’s figure something out together — rather than just venting your frustrations.

Try to schedule an in-person or video call meeting

Complex problems require in-person communication because you can’t communicate the nuances of a difficult issue via email. In fact, it can often make it worse because it’s so easy to misread or misinterpret the tone of a message when it’s written down.

Instead, if you see the person, it’s easier to understand the tone and emotion that the person is trying to express about the problem.

So use the email as a way to describe the problem briefly and then end it by asking if you could schedule a quick 20-minute meeting to talk about it.

As an office professional with 25+ years of work experience, I have needed to write emails to my supervisors about problems. Every situation is different, which means every situation will necessitate a different response.

Here are some ways you can politely and professionally write an email to your boss about a problem.

Don’t be accusatory

One of the first things you will want to remember when reaching out to your boss is to try not to be accusatory.

Though your boss needs to know about an issue that is happening, you want your boss to know that you are level-headed and trying to see things from various aspects.

Do include details

Though you might think that your boss is already aware of the situation, this may not be the case. Also, if someone were to read your email in the future, it needs to make sense to them. And remember — your email may become part of your employee file.

For these reasons, you’ll want to ensure that you include as many details as possible.

Don’t merely complain

If you send an email that simply is you complaining about a situation, you might come across as either whiny or immature. Keep your emotions in check. In the email, do your best to be factual without sounding as if you are a petulant child.

Do be professional

No matter what the email talks about, it’s integral that you remain professional throughout. Use common courtesies, such as please and thank you, and refrain from being condescending.

When you are ready to email your boss about a problem, you must not react without thinking. Before sending the email, think about how large a problem it is.

Is this something you can handle by discussing the situation directly with the person who has caused the problem? Or have you already tried talking to someone to no avail?

Once you determine that an email is necessary, follow the advice above, and, more likely than not, your boss will respect you for it.

Tell your problem to your boss in a formal manner

Being humans means that at some point, there will come a time when you will require to take some time from your work. Employees are often scared to talk directly to their boss when it comes to conveying that they have a problem.

Here is how to write an email to your boss about your problem:

Start with a greeting

An email should begin professionally with small greetings ad shouldn’t look like you just forgot your manner while a problem arises in your life.

Promise that your work will not be affected

Begin by telling your boss about your current progress and any small achievement you got that month/week. Then promise that while you are away, your work will not be affected. Give a few solid reasons.

State the problem in a very straightforward way

Tell your problem to your boss in a manner that is formal. No need t get into tiny details. Get straight to the point.

Reporting a problem is best done in person

When it comes to giving your boss bad news, it is best done in person. As methods of communication become less about conversations and more about email, I do not recommend emailing business leaders about problems.

Walk to your boss’ office and have a conversation. Go in prepared with the facts and a proposed solution. If you are stuck on the solution, ask for help. If you work remotely, call your boss.

It is too easy to “read into” an email. Readers interpret email differently. It is important that your boss fully understands the issue. Achieving understanding will be more effective with a conversation.

I think it is perfectly acceptable to follow up the conversation with an email for documentation purposes. The email should outline the problem with the proposed solution.

I do not think it is ever acceptable to email a problem as a first step in the communication of the problem. Have the conversation.

Don’t beat around the bush

In the current workplace environment that is more hectic and subtle at the same time, it is quite common and normal to face circumstances that need modification and need the involvement of the manager to resolve the matters for a smoother operation.

Knowing any problem, the most important is to highlight it without burning the edges. It is all about what you have to say and how you say it. Some suggestions are:

It is never wise to make long texts in an email that states the problem. Make it clear, concise, and direct. Consider your boss may be busy, and therefore it is wise just to share an overview of the problem without beating about the bush.

You can make it clear from the subject line and can expand the line into two or three crisp sentences. Remember, the aim of the email should be highlighting, not the fighting.

Be sure to express the situation in a direct and understandable manner

There is a good chance that your employer is occupied and juggling a number of responsibilities at the moment. Therefore, you need to get right down to business by articulating the issue in a straightforward and uncomplicated manner.

You don’t need to go into too much detail; instead, just provide an overarching description of the issue that you are facing.

You might give a concise explanation of the issue and how it is affecting the organization or you personally. You can also provide a solution to the problem in the email if you already have one in your head.

Include actionable ideas that may provide solutions to the issue you are addressing

Reflecting upon what is making you feel stressed at work can reveal where the actual problem lies.

Whether you’re stuck on a particular project detail or you’re facing a technical challenge, taking some time to ponder the situation may bring clarity to factors that are contributing to it, what you can do to fix it, and what support and resources you’ll need for a successful outcome.

With this information, you can write an email that’s proactive rather than reactive. Be sure to include the problem as defined by fact rather than your opinion.

Offer at least two viable solutions with an analysis of the resources required for implementation, including time, data, personnel, and budget. And ensure that you will continuously measure progress and make adjustments as necessary.

Positioning yourself as a problem solver who focuses on positive results shows you are a valuable and trusted asset to the company, leaving a far better impression upon your boss when it comes time for a promotion.

Don’t divulge all of the problems in your email

Leave a lot open so that you can speak about the issue privately and in person.

Include enough in the email to get your boss’ attention. Make them want to discuss the issue with you in more detail.

What you don’t want to do is pile up too many grievances in the body of the email. You don’t want your boss thinking, “I didn’t realize (Employee X) felt this way.” It doesn’t feel good to be blindsided, and you don’t want to look unprofessional.

You want your boss to appreciate you having the courage to come forward.

Normally a grievance has to do with another individual. The subject of the email should not include that person’s name. Again, you don’t want to hit your boss over the head with the issue right away.

The subject line could include, “An issue we need to discuss” or “A disruption in the workflow.”

You can be more specific in the body of the email but not too specific. “I’m afraid performances will be affected by (Employee X’s) pattern of behavior. If you have time later this week to discuss it in more detail, let me know.”

If you have a recommended solution to the problem, it won’t hurt to notify your boss of that in your email, too.

Before emailing, you must have a record of everything

Keep track of dates, times, names, etc. Don’t forget to chronicle what happened and how it affected your work, as well as the work of those who were involved.

Most supervisors won’t care until you can explain how a perceived inefficiency negatively impacts you or someone else.

Construct a list of possible solutions. If you complain to management, they’ll ignore you. Having a solution, even a partial one, shows that you’ve considered the issue. Rough guidance will do.

If your solution requires a major process change, implement it in stages. People are more adaptable to small changes in stages than large ones.

You also have to be respectful. Be sure to be composed and not emotional. Give a straightforward account of what you found, with no exaggeration or elaboration.

In other words, don’t come out as someone who just wants to air their grievances, but as someone who is actively working to make the firm more efficient.

To be concise, instead of saying “here’s something you want to change,” offer “if you want ideas, I do have suggestions for adjustments we may make to increase our mutual efficiency” and then wait to be asked.

Frequently Asked Questions