Dealing with unprofessional behavior at work can be challenging and stressful.
Whether it’s a coworker who consistently shows up late, a supervisor who belittles you in front of others, or a client who makes inappropriate comments, it’s essential to address the issue promptly and professionally.
One effective way to do this is by sending a well-crafted email that clearly outlines the problem and proposes a solution.
In this article, we’ll provide 20 sample emails you can use as templates when reporting various types of unprofessional conduct in the workplace.
Sample Emails Reporting Unprofessional Behavior at Work
Email to HR about a coworker’s offensive jokes
Subject: Reporting inappropriate humor in the workplace
Dear Human Resources,
I am writing to report a concern regarding my coworker, James Smith, and his repeated use of offensive jokes during team meetings and in the office. Over the past few weeks, I have noticed that James frequently makes jokes that are sexist, racist, and generally insensitive to others.
These comments create an uncomfortable and hostile work environment, making it difficult for me and other team members to focus on our tasks. I have attempted to address this issue with James directly, but he brushed off my concerns and continued with his inappropriate behavior.
I would greatly appreciate your assistance in addressing this matter. Please let me know if you require any additional information or if there are any specific steps I should take to help resolve this situation.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Email to the supervisor about a coworker’s consistent tardiness
Subject: Addressing chronic lateness of team member
Dear [Supervisor’s Name],
I hope this email finds you well. I am reaching out to discuss an ongoing issue with our team member, Sarah Johnson, and her consistent tardiness to work and team meetings.
Over the past month, Sarah has been late to the office by 20-30 minutes almost every day, and she regularly shows up 5-10 minutes late to our team meetings. This pattern of tardiness has started to impact our team’s productivity and morale, as we often have to delay the start of meetings or catch Sarah up on what she missed.
I understand that unexpected situations can arise, but Sarah’s chronic lateness seems to be a recurring problem. I wanted to bring this to your attention so we can work together to find a solution that ensures all team members are meeting their professional obligations and contributing to a positive work environment.
Please let me know if you would like to discuss this further or if there is any way I can assist in addressing this issue.
Thank you for your time and consideration.
Best regards,
[Your Name]
Email to client about a vendor’s missed deadlines
Subject: Addressing concerns regarding project delays
Dear [Client’s Name],
I am writing to update you on the status of our ongoing project and to address some concerns regarding the performance of one of our vendors, ABC Solutions.
As you may be aware, ABC Solutions has been responsible for delivering several key components of the project. However, they have consistently missed the agreed-upon deadlines over the past few weeks, which has caused significant delays in our overall progress.
We have reached out to ABC Solutions multiple times to discuss these issues and to find ways to get the project back on track. Despite our efforts, they have not been responsive to our communications and have failed to provide satisfactory explanations for the delays.
Please know that we are doing everything in our power to mitigate the impact of these delays on the final delivery of the project. We are actively seeking alternative solutions and will keep you informed of any developments.
I sincerely apologize for any inconvenience this may have caused and assure you that we are committed to delivering a high-quality product within the shortest possible timeframe.
If you have any questions or concerns, please don’t hesitate to reach out to me directly.
Best regards,
[Your Name]
Email to the manager about a subordinate’s insubordination
Subject: Reporting insubordinate behavior of team member
Dear [Manager’s Name],
I am writing to bring to your attention a serious concern regarding the behavior of one of my team members, John Doe. Over the past few weeks, John has repeatedly demonstrated insubordinate behavior, which is negatively impacting our team’s dynamics and productivity.
On multiple occasions, John has openly challenged my decisions and instructions in front of other team members, undermining my authority and creating confusion within the team. He has also been dismissive of feedback and resistant to constructive criticism, making it difficult to maintain a positive and collaborative work environment.
I have attempted to address these issues with John directly, but my efforts have been met with hostility and defiance. His behavior is not only disruptive to our team but also sets a poor example for other team members.
I would appreciate your guidance and support in addressing this situation. Please let me know if you would like to discuss this matter further or if there are any specific steps you recommend I take to resolve this issue.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Email to HR about a supervisor’s bullying behavior
Subject: Reporting bullying behavior by a supervisor
Dear Human Resources,
I am reaching out to report an ongoing issue with my supervisor, Jane Smith, and her bullying behavior towards me and other team members. Over the past several months, I have been subjected to constant criticism, belittling comments, and public humiliation by Jane.
In team meetings, Jane frequently singles me out for minor mistakes and openly questions my competence in front of my colleagues. She has also made disparaging remarks about my work performance to other team members, creating a hostile and toxic work environment.
This behavior has taken a significant toll on my mental well-being and has made it increasingly difficult for me to perform my job duties effectively. I have tried to address these concerns with Jane directly, but her behavior has only escalated.
I am requesting your assistance in addressing this situation and ensuring that all employees are treated with respect and professionalism in the workplace. Please advise me on the next steps I should take and any additional information you may require.
Thank you for your prompt attention to this matter.
Sincerely,
[Your Name]
Email to the client about a contractor’s breach of confidentiality
Subject: Urgent: Breach of confidentiality by contractor
Dear [Client’s Name],
I am writing to inform you of a serious breach of confidentiality by one of our contractors, XYZ Consulting. It has come to our attention that an employee of XYZ Consulting, who was working on your project, has shared sensitive information about your company with an unauthorized third party.
We take the protection of our client’s confidential information extremely seriously and are deeply concerned about this violation of trust. Upon learning of this incident, we immediately terminated our contract with XYZ Consulting and have launched a full investigation into the matter.
Please be assured that we are taking all necessary steps to mitigate any potential damage and prevent further unauthorized disclosures. We have also implemented additional security measures to ensure the safety of your information.
We sincerely apologize for this breach and any inconvenience it may have caused. We understand the gravity of the situation and are committed to making this right.
Please let us know if you have any questions or concerns, and we will be happy to provide you with further details and updates on our investigation.
Sincerely,
[Your Name]
Email to the supervisor about a coworker’s inappropriate attire
Subject: Concerns regarding inappropriate workplace attire
Dear [Supervisor’s Name],
I hope this email finds you well. I am writing to express concerns about the inappropriate attire worn by our coworker, Emily Johnson, in the office.
Over the past few weeks, I have noticed that Emily has been wearing clothing that is overly revealing and unprofessional for the workplace. This includes low-cut tops, extremely short skirts, and see-through blouses. Her choice of attire has made many of us feel uncomfortable and has led to distractions in the office.
I understand that our company has a business casual dress code, but I believe Emily’s clothing choices go beyond what is considered appropriate. I am concerned that her attire may give clients and visitors the wrong impression of our company and its values.
I would greatly appreciate your guidance on how to address this delicate situation. Perhaps a gentle reminder about our dress code policy would be helpful, or if you feel it’s necessary, a private conversation with Emily to discuss the impact of her attire on the professional environment.
Please let me know if you would like me to provide any additional information or if there is anything I can do to assist in resolving this matter.
Thank you for your time and consideration.
Best regards,
[Your Name]
Email to HR about a manager’s favoritism
Subject: Reporting concerns of favoritism by manager
Dear Human Resources,
I am writing to express serious concerns about the behavior of my manager, Mark Thompson, and his apparent favoritism towards certain team members. Over the past several months, I have noticed a pattern of preferential treatment that is creating an inequitable and demotivating work environment.
Mark consistently assigns high-profile projects and opportunities for advancement to a select few individuals, even though other team members are equally qualified and have expressed interest in these assignments. He also frequently praises and rewards these favored employees, while overlooking the contributions of others.
This favoritism has led to a sense of resentment and low morale among the rest of the team, who feel that their hard work and dedication go unnoticed and unappreciated. It has also created a perception that career growth within our department is based on personal connections rather than merit.
I have hesitated to come forward with these concerns, as I fear retaliation from Mark. However, I believe it is important to address this issue to ensure a fair and equitable workplace for all employees.
I would greatly appreciate your assistance in investigating this matter and taking appropriate action to address the situation. Please let me know if you require any additional information or if there are any specific steps I should take to help resolve this issue.
Thank you for your attention to this sensitive matter.
Sincerely,
[Your Name]
Email to client about a consultant’s breach of contract
Subject: Breach of contract by consultant
Dear [Client’s Name],
I am writing to inform you of a serious breach of contract by our consultant, Sarah Johnson, who was working on your project. We have discovered that Sarah has been engaging in activities that are in direct violation of the non-compete and confidentiality clauses in her contract.
Specifically, we have found evidence that Sarah has been providing consulting services to one of your direct competitors while still under contract with our company. She has also shared confidential information about your project with this competitor, which is a clear breach of her confidentiality obligations.
We are deeply concerned about this violation of trust and the potential impact it may have on your business. Please know that we are taking immediate action to address this situation, including terminating Sarah’s contract and pursuing legal remedies as necessary.
We assure you that we will do everything in our power to protect your interests and prevent any further damage from this breach. We have also launched a thorough review of our internal processes to identify any gaps in our security measures and prevent similar incidents from occurring in the future.
Please accept our sincerest apologies for this breach of trust. We value our relationship with you and are committed to making this right.
If you have any questions or concerns, please don’t hesitate to reach out to me directly. We will keep you informed of any developments in this matter.
Sincerely,
[Your Name]
Email to the manager about a subordinate’s poor performance
Subject: Addressing performance concerns of team member
Dear [Manager’s Name],
I am writing to bring to your attention the ongoing performance issues of one of my team members, David Brown. Despite multiple coaching sessions and performance improvement plans, David continues to struggle with meeting his job responsibilities and delivering quality work.
Over the past quarter, David has consistently missed project deadlines, resulting in delays for the entire team. His work often contains errors and requires significant revisions, which has placed an additional burden on other team members who have had to step in to correct his mistakes.
I have provided David with clear expectations, regular feedback, and resources to help him improve his performance. However, he has shown little progress and seems resistant to implementing the suggested changes.
I am concerned that David’s poor performance is not only impacting our team’s productivity but also jeopardizing the quality of our deliverables. I believe it is necessary to escalate this issue and consider more formal performance management measures.
Please let me know if you would like to discuss this matter further or if there are any specific actions you recommend we take to address David’s performance deficiencies.
Thank you for your guidance and support in this challenging situation.
Sincerely,
[Your Name]
Email to HR about a coworker’s harassment
Subject: Reporting harassment by a coworker
Dear Human Resources,
I am writing to report a disturbing incident of harassment by my coworker, John Smith. Yesterday afternoon, I was in the break room when John approached me and made several inappropriate and offensive comments about my appearance and personal life.
He made suggestive remarks about my clothing and asked intrusive questions about my relationship status. Despite my clear discomfort and attempts to change the subject, John persisted with his inappropriate behavior, making me feel extremely uncomfortable and violated.
This is not the first time John has engaged in such conduct. On several previous occasions, he has made unwelcome advances and comments of a sexual nature towards me and other female colleagues. His behavior creates a hostile and intimidating work environment that makes it difficult for us to feel safe and respected in the workplace.
I am requesting your immediate assistance in addressing this situation and ensuring that appropriate action is taken to prevent further incidents of harassment. Please advise me on the next steps I should take and any additional information you may require for your investigation.
Thank you for your prompt attention to this serious matter.
Sincerely,
[Your Name]
Email to the client about a vendor’s failure to deliver
Subject: Urgent: Vendor’s failure to deliver on project
Dear [Client’s Name],
I am writing to update you on a critical situation regarding our vendor, ABC Solutions, and their failure to deliver on the agreed-upon project milestones. Despite multiple assurances and commitments, ABC Solutions has consistently fallen short of its obligations, resulting in significant delays and jeopardizing the success of the project.
Over the past month, ABC Solutions has missed several key deadlines for delivering essential components of the project. They have provided little to no communication about the reasons for these delays and have been unresponsive to our attempts to resolve the situation.
We have now reached a point where their failure to perform is putting the entire project timeline at risk. We are deeply concerned about the impact this will have on our ability to meet our commitments to you and deliver the high-quality product you expect.
Please be assured that we are taking immediate action to address this situation, including escalating the matter to senior management at ABC Solutions and exploring alternative vendors who can step in to fill the gaps. We are also re-evaluating our internal processes to ensure better vendor management and risk mitigation in the future.
We sincerely apologize for any inconvenience or disruption this may cause to your business. We understand the gravity of the situation and are committed to finding a resolution as quickly as possible.
Please let us know if you have any questions or concerns, and we will keep you closely informed of our progress in addressing this critical issue.
Sincerely,
[Your Name]
Email to the supervisor about a coworker’s unprofessional behavior
Subject: Reporting unprofessional conduct by team member
Dear [Supervisor’s Name],
I am writing to express my concerns about the unprofessional behavior exhibited by our team member, Sarah Johnson, during our client meeting yesterday afternoon. Sarah’s conduct was not only disrespectful to our client but also reflected poorly on our team and the company as a whole.
During the meeting, Sarah repeatedly interrupted the client and dismissed their concerns without allowing them to fully express their thoughts. She also made several sarcastic and condescending remarks about the client’s ideas, which created a tense and uncomfortable atmosphere in the room.
Furthermore, Sarah arrived at the meeting 15 minutes late and was visibly unprepared, having not reviewed the agenda or relevant documents beforehand. Her lack of professionalism and disregard for the client’s time and input was highly concerning.
I believe Sarah’s behavior yesterday was a serious breach of our company’s values and standards for client interactions. It undermined our team’s credibility and jeopardized our relationship with this important client.
I would appreciate your guidance on how to address this situation and ensure that all team members uphold the highest standards of professionalism and respect in their interactions with clients and colleagues.
Please let me know if you would like to discuss this matter further or if there are any specific steps you recommend we take to prevent similar incidents in the future.
Thank you for your attention to this important issue.
Sincerely,
[Your Name]
Email to the manager about a subordinate’s lack of teamwork
Subject: Concerns regarding team member’s lack of collaboration
Dear [Manager’s Name],
I am writing to bring to your attention a growing concern about the lack of teamwork and collaboration demonstrated by one of my team members, John Doe. Over the past several weeks, I have noticed that John consistently prioritizes his tasks and goals over the needs of the team, resulting in a siloed and uncooperative work environment.
In team meetings, John rarely contributes ideas or offers support to his colleagues. When asked to collaborate on projects or provide input, he often responds with minimal effort or disengages entirely. This lack of participation and communication has led to missed opportunities for synergy and innovation within the team.
Furthermore, John’s reluctance to share information and resources has caused duplicate work and inefficiencies. He often withholds critical knowledge or insights that could benefit the team, instead focusing solely on his assignments.
I have attempted to address these concerns with John directly, encouraging him to be more proactive in his collaboration and emphasizing the importance of teamwork. However, my efforts have yielded little improvement in his behavior.
I am concerned that John’s lack of teamwork is not only hindering our team’s productivity but also damaging morale and trust among team members. I believe it is essential to address this issue promptly to foster a more collaborative and supportive work environment.
Please advise me on the best course of action to help John understand the value of teamwork and encourage his active participation in team efforts. I am open to any suggestions or strategies you may have to resolve this situation.
Thank you for your guidance and support.
Sincerely,
[Your Name]
Email to HR about a supervisor’s retaliation
Subject: Reporting retaliatory behavior by a supervisor
Dear Human Resources,
I am writing to report a disturbing incident of retaliation by my supervisor, Jane Smith, following my recent complaint about her management practices. Last week, I raised concerns to your department about Jane’s frequent use of intimidation and belittling behavior toward our team.
Since then, Jane has engaged in what I believe to be retaliatory actions against me. She suddenly removed me from high-profile projects and reassigned my tasks to other team members without explanation. Additionally, she has made several derogatory comments about my work performance in front of colleagues, even though my work has consistently met or exceeded expectations.
These actions have created a hostile and stressful work environment for me, and I fear that Jane’s behavior will only escalate. I believe her conduct is a direct result of my decision to speak out about her inappropriate management style.
I am deeply concerned about the impact of this retaliation on my career and well-being. I should not have to face punishment or adverse consequences for raising legitimate concerns about workplace issues.
I am requesting your immediate intervention to address this situation and protect me from further retaliation. Please advise me on the next steps I should take and any measures that will be put in place to ensure a safe and fair work environment.
Thank you for your prompt attention to this urgent matter.
Sincerely,
[Your Name]
Email to client about a contractor’s failure to meet quality standards
Subject: Addressing quality concerns with contracted work
Dear [Client’s Name],
I am writing to address serious concerns about the quality of work delivered by our contractor, XYZ Solutions, on your recent project. Upon reviewing the deliverables, we have identified several significant issues that do not meet our standards or your expectations.
The work submitted by XYZ Solutions contains numerous errors, inconsistencies, and deviations from the agreed-upon specifications. The code is poorly structured and lacks proper documentation, making it difficult for our team to understand and maintain. Additionally, the user interface falls short of the design guidelines and usability requirements we established at the outset of the project.
We take full responsibility for the subpar quality of this work, as we failed to properly vet and oversee the contractor’s performance. Please know that we are taking immediate action to rectify the situation and ensure that the final product meets your high standards.
We have engaged our internal team of experienced developers to thoroughly review and refactor the codebase delivered by XYZ Solutions. We will also be conducting rigorous quality assurance testing to identify and address any remaining issues.
To prevent similar problems in the future, we are re-evaluating our contractor selection and management processes. We will implement stricter quality control measures and provide closer oversight to ensure that all work meets our exacting standards before it is delivered to you.
Please accept our sincere apologies for this lapse in quality and the inconvenience it has caused. We are committed to delivering a product that exceeds your expectations and will keep you closely informed of our progress in addressing these issues.
If you have any questions or concerns, please don’t hesitate to reach out to me directly.
Sincerely,
[Your Name]
Email to the supervisor about a coworker’s excessive personal calls
Subject: Concerns regarding excessive personal phone use by team member
Dear [Supervisor’s Name],
I am writing to bring to your attention a concerning pattern of excessive personal phone use by our team member, Emily Johnson, during work hours. Over the past few weeks, I have noticed that Emily spends a significant portion of her day on personal calls, which is impacting her productivity and the overall team dynamic.
On average, Emily takes 3-4 personal calls per day, each lasting between 15-30 minutes. These calls often occur during peak work hours and disrupt the focus and flow of our team’s collaborative efforts. Additionally, the nature of these calls is often loud and distracting, making it difficult for nearby colleagues to concentrate on their tasks.
I have approached Emily discreetly about this issue, reminding her of our company’s policy on personal phone use during work hours. However, the situation has not improved, and her excessive personal calls continue to be a distraction and hindrance to our team’s effectiveness.
I understand that occasional personal calls may be necessary, but I believe Emily’s current level of phone use is excessive and detrimental to our work environment. I am concerned that her behavior is not only impacting her performance but also setting a poor example for other team members.
Please advise me on the best way to address this situation and ensure that all team members maintain a reasonable balance between work and personal matters during office hours.
Thank you for your guidance and support in fostering a productive and professional work environment.
Best regards,
[Your Name]
Email to the manager about a subordinate’s failure to follow instructions
Subject: Addressing team member’s failure to follow directives
Dear [Manager’s Name],
I am writing to express my concerns about the repeated failure of one of my team members, David Brown, to follow instructions and adhere to established procedures. Despite clear communication and multiple reminders, David continues to disregard directives, resulting in errors, delays, and inconsistencies in his work.
Over the past month, I have provided David with detailed instructions and guidelines for completing his assigned tasks. However, he consistently deviates from these instructions, often taking shortcuts or implementing his own methods without prior consultation or approval. This has led to several instances of subpar work that required significant revisions and rework by other team members.
Furthermore, David’s failure to follow instructions has caused confusion and miscommunication within the team. His actions have led to inconsistencies in our processes and outputs, making it difficult to maintain the high standards of quality and efficiency that we strive for.
I have addressed these issues with David directly, providing feedback and coaching on the importance of following established procedures. However, my efforts have not yielded the desired improvement in his behavior.
I am concerned that David’s continued disregard for instructions is not only impacting his individual performance but also undermining the cohesion and effectiveness of our team. I believe it is essential to address this issue promptly to ensure that all team members are aligned and working towards our common goals.
Please advise me on the appropriate steps to take to help David understand the importance of following instructions and adhering to established processes. I am open to any suggestions or interventions you may recommend to resolve this situation.
Thank you for your guidance and support in maintaining a high-performing and compliant team.
Sincerely,
[Your Name]
Email to HR about a coworker’s inappropriate social media posts
Subject: Reporting inappropriate social media activity by employee
Dear Human Resources,
I am writing to report a serious concern regarding the inappropriate social media activity of our coworker, John Smith. It has come to my attention that John has been making offensive and discriminatory posts on his personal social media accounts, which are publicly associated with our company.
In recent weeks, John has shared several posts containing racist, sexist, and homophobic content on his Facebook and Twitter profiles. These posts include derogatory language, harmful stereotypes, and inflammatory remarks targeting specific groups of people. His posts are not only deeply offensive but also in direct violation of our company’s values and code of conduct.
As an employee of our organization, John’s online behavior reflects poorly on our brand and reputation. His discriminatory posts could be easily discovered by clients, partners, and potential employees, leading to negative perceptions and potential legal liabilities for our company.
I believe it is essential to address this situation promptly to mitigate any damage to our company’s image and to ensure a respectful and inclusive work environment for all employees. John’s actions are not only unprofessional but also create a hostile and uncomfortable atmosphere for his colleagues.
I am requesting your immediate attention and action on this matter. Please advise me on the next steps I should take and any additional information you may require for your investigation.
Thank you for your prompt response and attention to this serious issue.
Sincerely,
[Your Name]
Email to client about a vendor’s data breach
Subject: Urgent: Data breach by vendor
Dear [Client’s Name],
I am writing to inform you of a critical security incident involving one of our vendors, ABC Tech Solutions, and a potential breach of your confidential data. We have recently been notified that ABC Tech Solutions has experienced a significant data security breach, and there is a high likelihood that your information may have been compromised.
According to the preliminary information provided by ABC Tech Solutions, the breach occurred due to a vulnerability in their systems, which allowed unauthorized access to sensitive data, including customer records and financial information. They have confirmed that the breach includes data related to your account and the projects we have been working on together.
Please be assured that we are treating this incident with the utmost urgency and seriousness. We have immediately suspended all data sharing with ABC Tech Solutions and have launched a comprehensive investigation into the extent and impact of the breach.
Our team is working closely with cybersecurity experts and legal counsel to assess the situation and determine the necessary steps to protect your information and mitigate any potential risks. We will be conducting a thorough review of our vendor management processes and implementing enhanced security measures to prevent future incidents.
We sincerely apologize for this breach of trust and any inconvenience or concern it may cause you. We understand the gravity of the situation and are committed to being transparent and keeping you fully informed as we work to resolve this issue.
Please be cautious of any suspicious emails, phone calls, or other communications you may receive about this incident. We recommend that you monitor your accounts and credit reports closely and report any unusual activity to the appropriate authorities.
If you have any questions or concerns, please don’t hesitate to reach out to me directly. We are here to support you and will provide regular updates on our progress in addressing this critical matter.
Sincerely,
[Your Name]
Wrap-up: Unprofessional Conduct at Work
Dealing with unprofessional behavior in the workplace can be challenging, but it is essential to address these issues promptly and effectively to maintain a healthy and productive work environment.
By using clear, concise, and professional communication, you can bring attention to the problem and work towards a resolution.
Remember, it’s important to document incidents of unprofessional conduct and follow your company’s policies and procedures for reporting and addressing these issues.
By speaking up and taking appropriate action, you can contribute to creating a workplace that values respect, professionalism, and integrity.