How to Express Common Workplace Complaints in Professional Emails

Last updated on 2022-06-16
By Jessie

InternetWe are passionate about the Internet at MUO and we continue to search it out for the very best. Our picks of the top websites, tricks and hot trends on the web. This is how you can do it via email.

You're familiar with the difficulties of working in an office. It is common to be afraid of confronting problematic coworkers and stopping their behaviour. However, you are able express your professional views professionally as an employee or manager.

Sending an email is one of the easiest ways to express your feelings. This article will provide examples of workplace problems. Find out the best ways to communicate them, and other email tips that will help.

1. It's still my hope that you will complete this task.

It's not possible for everyone to work at the same speed, but that doesn't mean it is impossible for a co-worker to stall a project. You can encourage your coworker to submit their work if the task is dependent on them doing so.

These are professional approaches to addressing and expressing this complaint that you can adjust to fit your particular circumstances.

To avoid falling behind on our schedule, we need to streamline our work flow. Do you consider (date/time) to be a reasonable deadline? If so, then I will meet my deadline at (date/time).
Are you looking for help? The project must be completed on-time, therefore (coworker's nickname) offered assistance with problems you may encounter.

It's not the goal to offend your coworker. Instead, it's to establish targets and solve problems, while making clear that both of you are part of a team who is actively interested in getting things done.

As many suggestions as possible for meeting deadlines or finishing projects are important to have. You'll find it easier to help people when necessary.

2. Tomorrow is the deadline

Another common problem you may have is this: You can send an email to motivate your colleague if they are cutting corners too much, even if you have tried many times.

You are contacting them urgently. Your solutions must be direct if you want your coworker to consider the matter seriously.

These are some alternatives.

Although the project is due by tomorrow, there are still some loose ends. We can have a conference call with the team today to find solutions.
The project is expected to be completed by tomorrow. We are expecting you to deliver the project by tomorrow.

Although email is a great way to communicate difficult feelings, it doesn't have the same effect as talking in person. Your email should be clear and concise to get someone's attention if you want to improve their workflow.

3. Don't procrastinate

For all workplace problems, the same approach works best. It should be delivered calmly and in neutral language. While a coworker who procrastinates can cause problems in a company's work flow, they are not always doing it because they are lazy.

Check to see if they have too many distractions or are overwhelmed by assignments. Look for the issue and create an email with incentives and solutions. These are some examples to inspire you:

It can distract you from your work. Let's talk about how we can make it easier for you to concentrate on work.
Let's take a look at everyone's week so that we have more productivity next week.

Related Reading: How to Enable Dark Mode in Gmail

4. It's too time-consuming for me to do all these tasks

To avoid burnout, your email strategy needs to be modified. It is important to show that you are aware of your obligations and how you prioritize them.

Use expressions such as these to set limits in emails.

That task would be my pleasure. Do you mind if I wait until my other assignments are completed? These are due earlier.
If I take on any additional tasks, overtime will be required. Would you be able to discuss the matter with (executive's)?

It can be much easier to share all of your schedule if your company uses team management software. Asana can help you organize all your tasks, with their due dates and collaborators.

5. It's not my job to work for you

Coworkers who domineer can be too aggressive with their colleagues, expecting them to call you or take on extra work. Another situation that is in dire need of boundaries.

Try to reason with your colleague by sending them a thoughtful email. Your email should be professional but firm to establish your equality in the workplace. These are some examples of phrases you might consider:

It's a shame that you are overwhelmed by your work. You won't get my full attention due to my responsibilities. However, if you speak to your manager you might be able create a sustainable solution.
I am grateful for your consideration for me in this position, however it is better suited for someone else. They might be willing to collaborate with you if they are able.

6. Don't talk over people

It is inevitable that there will be competition in the workplace. It makes coworkers strive to be different, even though it may mean cutting into other conversations in order to share their thoughts. Sometimes people interrupt without realizing it and can be annoying.

You can use diplomatic methods to get them to change their behavior. You can appeal to their attention and encourage a team-oriented mindset, since they might be trying to get your attention.

These expressions might be helpful:

Your valuable contributions are often appreciated. We appreciate your proactive approach in finding solutions. Every employee is important and valued equally by the company. We value everyone's opinion in the office.
Clear communication and team effort are essential for the success of this project. Everyone participating in the discussion should have equal opportunity to share their thoughts. This will ensure smooth collaboration.

You could use an email group to establish ground rules for managing a project team with individuals who are prone to talking over one another. Use these tips to improve your written communication skills and create an environment that is friendly, but still productive.

7. You can't text me outside of work.

Is it possible for a boss or a colleague to contact you regarding your work time? It's a very common issue that involves texting. This is especially true if you don't know the person or they are trying to make friends while you relax.

You can send an email to these individuals explaining what you think. Your message must emphasize the value of professionalism and your time.

Take a look at the options available and consider how they can be adapted to suit your specific needs.

Due to my personal matters, I might not be available after-hours. When I get back to the office, I am happy to talk about work-related issues.
My work is very important to me but it can suffer if I do not take advantage of my free time. You will understand why I need to keep work-related communication for business hours.

8. Do not talk like that

Sometimes coworkers forget they are in a professional setting and may say or engage in inappropriate conversation. These behaviors can quickly make work environments uncomfortable.

These issues must be addressed before they become a source of friction or escalate. You can send a quick email to your coworkers if you are unable to take them aside immediately.

These expressions will inspire you:

We value friendship and cooperation. However, certain topics should be kept off the work place. We ask that you help us keep the workplace peaceful and refrain from discussing sensitive topics.
Staff members were made uncomfortable by an interaction that took place today. You will do your best for professional behavior and friendly collaboration.

You can help your coworker remember what you said so they know what to do next. You might also consider creating a document or webpage that details unwelcome behaviors and topics, which can be attached to your email or linked.

Here are some general tips for writing emails to solve workplace problems

When it comes to solving difficult office situations, emails can serve as your friend without having to confront staff face-to-face.

These are just a few additional suggestions that will make it easier.

Positive points can be used to balance out negativity in the email and encourage improvement.
Be sure that your formal language does not obscure the message you are trying to convey.
Be clear and concise—invaluable when writing long emails.
For future reference, keep the emails in your file.

You should be prepared to tackle different workplace challenges

Problems are common in teams, particularly when they're under stress. It doesn't matter if it is a digital or physical environment; whether it's the boss or the staff member responsible, it's important to know the best ways of changing your habits.

Email diplomacy is an effective strategy, provided you communicate your concerns clearly and professionally. Don't forget about digital tools that can make collaboration easier.