How to Write a Sample Concern Email to Manager: Examples and Tips

Are you feeling anxious about sending a concern email to your manager? You’re not alone. Whether you’re new to the job or a seasoned employee, knowing how, and when, to approach your boss with a concern can be a daunting task. But, fear not! With the right approach, you can effectively communicate your concern without damaging your relationship with your manager.

One of the keys to crafting a successful concern email is to be clear and concise. Start by acknowledging the value of your manager’s time and expressing gratitude for the opportunity to work for the company. Then, clearly state your concern, providing appropriate context and supporting evidence. Finally, offer a solution or suggest a course of action that you believe would address the issue.

To help guide you through this process, we’ve provided some sample concern emails that you can use as a starting point. Of course, each situation is unique, so feel free to modify and customize these templates as needed. With a little bit of effort and some careful thought, you can take the first step towards resolving your concern and improving your work environment.

The Best Structure for a Sample Concern Email to Your Manager

When it comes to communicating your concerns to your manager, it can be challenging to know the best approach. To ensure that your email is taken seriously, you need to craft a message that is clear, concise, and respectful. Here are some tips on how to structure your sample concern email to your manager in the most effective way.

Subject Line

Make sure your subject line is clear and descriptive. Avoid using vague or generic terms, as this may result in your email being overlooked. A good subject line should give your manager an understanding of the nature of your email at a glance.


Begin your email by addressing your manager in a professional and respectful tone. Express your appreciation for their time, and then introduce the issue that you would like to bring to their attention. Be brief and to the point, and use clear and straightforward language.


Provide a detailed description of the concern that you have. Use specific examples to illustrate your points, and provide evidence where necessary. Avoid using emotive or accusatory language, as this can create an atmosphere of defensiveness. Instead, focus on outlining the specific problems that you have identified.

Proposed Solutions

Offer some suggestions for how the problem might be addressed. Be constructive and positive in your approach, and show that you are willing to work collaboratively to find a solution. If you have any relevant expertise or experience, be sure to highlight this, as it can add weight to your proposal.


Close your email by thanking your manager for their time and attention. Reiterate your commitment to finding a solution, and ask for a response within a reasonable timeframe. Provide your contact information so that your manager can get in touch if they have any questions or concerns.

In conclusion, crafting a well-structured and respectful concern email to your manager can ensure that your concerns are heard and addressed in a timely and efficient manner. Remember to be clear, concise, and professional in your approach, and offer constructive proposals for finding a solution.

Sample Email Concerns to Manager

Concern about workload

Dear [Manager’s Name],

I hope this email finds you in good health and spirit. I wanted to reach out today with a concern regarding the workload of our team. Lately, I have noticed that our team has been taking on a lot of additional responsibilities and there seems to be no light at the end of the tunnel.

Our team is well-equipped to handle multiple tasks, but I feel that this level of workload has started to impact our productivity and, inevitably, the quality of our work. I suggest that we allocate more resources to our team to ensure that we are able to deliver the best results while keeping our work-life balance intact.

Thank you for your time and consideration.

Best regards,
[Your Name]

Concern about employee behavior

Dear [Manager’s Name],

I am writing to bring to your attention a serious concern regarding an employee’s behavior in the workplace. While I do not want to go into specifics, I have noticed that this behavior is impacting the morale of the team and creating a toxic work environment.

I suggest that we take action to address this issue as soon as possible to prevent it from spiraling out of control. It is important that we reinforce the importance of professionalism and mutual respect in the workplace and take necessary disciplinary action if required.

Thank you for your attention in this matter.

[Your Name]

Concern about office space

Dear [Manager’s Name],

I hope this email finds you well. I wanted to bring something to your attention that has been bothering me for some time now. Our office space seems to be getting more cramped each passing day, and I believe this is having a negative impact on our productivity.

I recommend that we explore options to provide our team with more space. This might include rearranging our current setup, renting out additional space or looking for a new office building altogether.

Thank you for your understanding. I look forward to hearing your thoughts on this matter.

Best regards,
[Your Name]

Concern about salaries

Dear [Manager’s Name],

I hope this email finds you doing well. I wanted to bring to your attention a concern our team has been having regarding our salaries. We have noticed that our salaries are not on par with industry standards and the rising cost of living.

I recommend that we conduct a salary review to ensure that our salaries are competitive and reflect our hard work and dedication to the company. I believe this will not only boost morale but also help us retain top talent.

Thank you for your time and attention in this matter.

[Your Name]

Concern about company policies

Dear [Manager’s Name],

I am writing to express my concern regarding a company policy that may be inadvertently harming employee morale. I believe that our current policy regarding [insert policy name] is in need of review.

I recommend that we revisit this policy to ensure that it is aligned with our company values and our commitment to creating a positive work environment. I believe this would go a long way in enhancing the company culture and retaining top talent.

Thank you for your attention in this matter.

[Your Name]

Concern about training opportunities

Dear [Manager’s Name],

I want to bring to your attention a concern that I have regarding training opportunities for our team. As you know, the industry is constantly evolving, and new skills are constantly emerging. However, I feel that our team has not been given adequate training to keep up with these changes.

I recommend that we explore more training opportunities to ensure that our team has the latest knowledge and skills. This will not only help us stay ahead of the competition but also boost our confidence in handling complex tasks.

I appreciate your attention to this matter.

Best regards,
[Your Name]

Concern about team communication

Dear [Manager’s Name],

I am writing to express my concern regarding team communication. It seems that there are some communication gaps that need to be addressed to ensure that we are all on the same page and working towards our common goals.

I recommend that we have regular team meetings and establish channels for open communication. This will help us stay informed about each other’s progress and ensure that we are all aligned with our team’s objectives.

Thank you for your time and consideration.

[Your Name]

Effective Tips for Writing Professional Concern Emails to your Manager

As an employee, you may have to communicate issues to your manager that require their attention or intervention. Writing an email to express your concerns can be critical, as the tone, language and content of the email can impact how your manager perceives the issue. In this article, we cover effective tips for writing professional concern emails to your manager.

Keep it Simple and Clear

The first rule in writing concern emails is to keep them simple and clear. Make sure you state the problem briefly and specifically. Avoid using jargons or technical terms that your manager may not understand. Use simple sentences, bullet points, and paragraphs to break down the information and make it easy to read. Being specific and clear about the problem will help the manager to develop an appropriate solution quickly.

Be Solution-Oriented

When you send concern emails to your manager, be sure to provide suggestions for potential solutions. This will show that you have thought about the problem and are willing to contribute towards resolving it. It also demonstrates your motivation and commitment to the organization’s goals.

Be Professional and Courteous

Writing a professional concern email is not just about the content; it’s also about the language used and the tone of the email. You should always maintain a courteous and professional tone in your email, avoiding any language that could be construed as threatening or disrespectful. Opening and closing your email with polite greetings and thanking your manager in advance for their attention is a great way to display professionalism.

Provide Relevant Information

It is essential to provide all relevant information related to the concern you are raising. This may include specific dates, times, locations, data or other relevant information your manager will need to address the problem. By providing sufficient details, you help your manager to make an accurate assessment of the situation and respond more effectively.

Consider Your Timing

Finally, you should always consider the timing of your email. Emailing your manager about your concern at the wrong time can be counterproductive. For example, if your manager is busy with a significant project or in a meeting, sending them an email about a problem could make them feel overwhelmed and frustrated. Therefore, choose a time when your manager is likely to be free to read and respond to your email.

By applying these tips, you can write a professional concern email that effectively communicates your concerns to your manager, invites action, and contributes positively to the productivity of the organization.

FAQs related to Sample Concern Email to Manager

What should I include in my sample concern email to my manager?

When writing a sample concern email to your manager, it is important to be clear and concise about the issue you are raising. Begin with a brief overview of the problem, followed by specific examples and any supporting evidence. Finally, suggest possible solutions or actions that can be taken to address the concern.

What is the best way to approach my manager if I have a concern?

The best way to approach your manager with a concern is to be direct but respectful. Choose a time when they are available and not busy, and clearly and calmly explain your concerns. Avoid blaming or accusing language and provide concrete examples to support your concerns.

What should I do if my manager doesn’t respond to my concern email?

If your manager doesn’t respond to your concern email, it may be best to schedule a meeting with them to discuss the issue face-to-face. Be persistent but respectful, and try to understand their perspective as well. If the issue remains unresolved, you may need to escalate it to higher management or HR.

Is it okay to cc other people in my concern email to my manager?

It is generally not recommended to cc other people in your concern email to your manager unless it is necessary. Adding others to the email can make the situation feel confrontational or adversarial, and may not be productive in resolving the issue. If you feel it is necessary to include others, consider escalating the issue through proper channels.

How much detail should I include in my concern email?

You should aim to provide enough detail in your concern email to clearly and concisely explain the issue and any supporting evidence. However, avoid including irrelevant or extraneous information that could confuse or distract from the main issue.

What should I do if I am uncomfortable raising my concern directly to my manager?

If you are uncomfortable raising your concern directly to your manager, consider talking to a trusted colleague or HR representative who can help you navigate the situation. Alternatively, you may be able to raise your concern anonymously through a company hot-line or feedback system.

Can I include emotional language in my concern email?

While it is understandable that you may feel frustrated, upset, or angry about the issue you are raising, it is generally best to avoid including emotional language in your concern email. Stick to the facts and provide specific examples to support your case.

When is the best time to send my concern email to my manager?

The best time to send your concern email to your manager is during regular business hours when they are likely to be available to read and respond. Avoid sending your email late at night or on weekends, as it may be overlooked or not read until the next business day.

Should I follow up with my manager after sending my concern email?

It is generally a good idea to follow up with your manager after sending your concern email to ensure that they received it and are taking actions to address the issue. Be polite and professional in your communication, and ask for an update on what steps have been taken or will be taken to resolve your concern.

Thanks for Checking out Our Sample Concern Email to Manager

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