How to say “this is not good” professionally
Why it can fall flat
“this is not good”
Hearing “this is not good”, the other person gets a verdict with no detail, so they can't tell what is wrong or how to fix it, and it can feel personal. The writer usually wants to say the work falls short, name the problem and agree the next step.
Say this instead
- 01
This draft isn't ready yet. The figures don't match the summary and the main point is hard to find. Can you fix those two things and send it back this afternoon?
Someone you manage · Chat
Use this when you manage the person, since it names the problems and the next step without attacking them.
- 02
I don't think this works as it is. The layout is hard to follow on a phone. Can we go through it together and sort it out?
Coworker · Chat
With a peer, this states the problem plainly and invites you both to solve it together.
- 03
Hi Eleanor, I have concerns about this plan. The timeline looks too tight for the scope, and I'd like to raise that before we commit. Do you have ten minutes today to talk it through? Thanks, Lesley
Boss · Email
Disagreeing upward is easier when you give a specific reason and ask for a conversation, as this does.
- 04
Thank you for sending this over. In its current form it doesn't meet the requirements we agreed, mainly the file format and the delivery date. These need to change before we can go ahead.
Client · Email
Clients respond well to this when their input misses the agreed brief, because it is firm, specific and still courteous.
- 05
Saw your update. It's not at the standard we need yet. Can we talk at 3 to go through what needs to change?
Someone you manage · SMS
Quick and direct, this suits a text when a call is the better place for the detail.
- 06
Thanks for the role details. The salary range and the location aren't a good fit for me, so I won't take this any further.
Recruiter / HR · Email
Declining an unsuitable offer is clearest when you state the reasons and stay polite, as here.
- 07
Quick heads up: the client deck has errors on slides 4 and 7. It shouldn't go out as is. Can you check it before 5?
Coworker · SMS
Time is short in this case, so it points to one specific flaw and asks for action by a set hour.
Examples
Hi Dylan, Thanks for sharing the first version of the report. I don't think it's ready to send to the client yet: the summary doesn't match the figures on page 3, and the recommendation is hard to find. Could you correct those and send me a new version by Thursday noon? Best, Maria
Hi Tariq, I looked at the landing page. I don't think it works yet: the headline is unclear and the sign-up button is easy to miss. Can we spend 15 minutes on it this afternoon?
What to avoid
- Giving a verdict without saying what specifically is wrong leaves the person guessing.
- Words that judge the person, such as careless or lazy, distract from the work you actually want to fix.
- Wrapping the problem in so much praise that the message gets lost defeats the purpose.
- Criticism sent in front of a group usually stings more than a private message would.
- Ending without a next step or a deadline leaves the problem where it started.