What to say instead of “we have a problem”

Say this instead

1. 01

   Quick heads-up: the supplier's delivery has slipped to next week, which affects Friday's launch. Do you have 10 minutes today to decide how we handle it?

   Boss · Chat

   Use this when you need a decision from your boss, since it names the issue, the impact and the next step.

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2. 02

   I need to flag an issue with the Q3 report: two of the data sources don't match. I'm checking which one is correct. Could we talk when you have a moment?

   Boss · Email

   Choose this when you are still investigating and want your boss informed early without overstating it.

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3. 03

   Something has come up with the handover files that could hold us both up. Can we look at it together after lunch?

   Coworker · Chat

   Pick this for a shared issue, because it says “both” and invites teamwork instead of assigning blame.

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4. 04

   I think we're not clear on who owns the client updates, and it's leading to duplicate work. Could we agree a split this week?

   Coworker · Email

   Reach for this when the real issue is a process gap and you want a specific fix rather than a vague complaint.

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5. 05

   I want to let you know about an issue with the delivery date. I'd like to walk you through what we know and the options. Are you free for a call tomorrow?

   Client · Email

   This suits a client who needs to hear bad news from you first, with a clear offer to talk it through.

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6. 06

   Can we find 15 minutes today to talk about the missing figures in the last few reports? I'd like to understand what's getting in the way.

   Someone you manage · Chat

   Try this when you manage someone and want to discuss a pattern with curiosity rather than accusation.

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7. 07

   Hi Mr. Ramsay, there's an issue with your order that we need to sort out. Please call us when you can so we can go through it.

   Customer · SMS

   This fits when the customer needs to get in touch but the details are better handled by phone.

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Examples

What to avoid

• Don't send the phrase alone and then go silent, because the message should say what the issue is right away.
• Starting a sentence with “you”, as in “you caused this”, puts people on the defensive, so describe the issue first and then move to fixes.
• Late Friday or just before a meeting is a poor time to send it, since people can't respond.
• Drama words like “disaster” or “crisis” make a manageable issue feel bigger than it is.
• A group channel is the wrong place for something that really needs a private conversation.

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