“You are not doing your job”: how to say it politely

Say this instead

1. 01

   The weekly report hasn't been in the shared folder for three weeks. It's part of your role, so I need it by Friday. What's getting in the way?

   Someone you manage · Chat

   Use this when a clear, repeated gap exists, since it names the task, sets a deadline and asks about blockers.

   Use for my message
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2. 02

   I've been picking up the client follow-ups that were meant to be yours, and it's slowing my own work. Can we agree today who owns them?

   Coworker · Chat

   Coworker duties that land on you call for this one, because it states the impact and asks for a decision.

   Use for my message
   Copy
3. 03

   Hi Isla, I want to raise a concern about the handover tasks Tegan owns. They haven't been done for two weeks and it's blocking my work. Could we talk about how to fix it?

   Boss · Email

   Escalating a colleague's gap suits this wording, since it sticks to facts and asks for help rather than assigning blame.

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4. 04

   Hi Tobias, the materials and approvals your team agreed to provide were due on the 12th and we haven't received them. Please confirm when we can expect them so we can plan.

   Client · Email

   Pick this when a client's delay is holding up your work, as it points to the agreement and asks for a date.

   Use for my message
   Copy
5. 05

   Hi Imran, I'd like to talk about your role. Several tasks that are part of it, like updating the tracker, haven't been done. Can we meet tomorrow to set clear expectations?

   Someone you manage · Email

   As a first formal heads-up before a meeting, it signals seriousness and keeps the focus off the person.

   Use for my message
   Copy
6. 06

   Hi Mo, the stock count was yours this week and it's not done. I need it before 5pm today, please. Can you confirm?

   Coworker · SMS

   Time-sensitive tasks fit this text, especially when a quick, direct message is how you normally reach each other.

   Use for my message
   Copy
7. 07

   Hi Asha, you said you'd send interviewer feedback after my second round, and I haven't heard anything. Could you update me by Thursday?

   Recruiter / HR · Email

   A recruiter who has dropped a promised step is a good case, because it is firm and gives a clear deadline.

   Use for my message
   Copy

Examples

What to avoid

• Opening with “you always” or “you never” invites an argument, so point to specific tasks and dates instead.
• Guessing at motives like laziness or not caring puts the person on guard, so describe what happened and its effect.
• Group chats and copied colleagues turn a work issue into public embarrassment, so speak to the person first.
• If you soften the message too much, the request disappears, so keep a clear task and deadline.
• Writing while angry tends to leak into the wording, so wait until you can stick to facts.

Related phrases

• Better ways to say “stop trash talking”→
• Alternatives to “stop messing around” at work→
• How to say “you're slacking off” professionally→
• Better ways to say “you talk too much in meetings”→
• A kinder way to say “do your job”→
• Alternatives to “you promised me a job” at work→