How to Write an Email Explaining a Problem

Every professional encounter situations where they need to convey issues or problems via email. This article will enlighten you on how to write an email explaining a problem, providing clear and concise information to your recipients.

To write an email explaining a problem, clearly identify the issue, gather relevant supporting evidence, describe the problem succinctly, include evidence, propose a solution or seek assistance, and close respectfully.

What To Do Before Writing the Email

Before you start drafting your email, there are several preparatory steps to ensure that the message is effective and well-received:

  • Identify the Problem: Clearly understand the issue at hand. This will help you describe it accurately in your email.
  • Collect Evidence: Gather any relevant supporting materials or data that illustrates the problem.
  • Consider Your Audience: Think about who will be receiving the email and adjust your language and tone accordingly.
  • Outline Your Email: Plan your email structure to ensure you cover all necessary points.

What to Include In the Email Explaining a Problem

When explaining a problem in an email, it’s important to be detailed yet concise. Here’s what to include:

  • Subject Line: Make it clear and concise, indicating the core issue.
  • Greeting: Use an appropriate salutation based on your relationship with the recipient.
  • Problem Description: Clearly describe the problem, its impact, and any relevant details.
  • Supporting Evidence: Include any data, screenshots, or other evidence that supports your description of the problem.
  • Proposed Solution or Request for Assistance: Suggest a solution if you have one or ask for assistance in addressing the issue.
  • Closing and Signature: Wrap up with a polite closing, and don’t forget to include your name and contact information.

Email Template – Explaining a Problem

Here’s a practical template you can adapt for your own use:

Subject: Issue with [Problem Area]

Dear [Recipient’s Name],

I hope this message finds you well. I’m writing to bring your attention to a problem we've encountered with [problem area]. The issue is [brief description of the problem].

[Provide a more detailed explanation of the problem, its impact, and any relevant details]

Attached/Included below are [describe any supporting evidence].

I propose that we [your proposed solution]. Alternatively, could you please assist in addressing this issue?

Thank you for your prompt attention to this matter.

Best Regards,
[Your Name]
[Your Contact Information]


Writing an email explaining a problem doesn’t need to be daunting. By adequately preparing before drafting the email, clearly describing the problem, and proposing a solution or asking for assistance, you can effectively communicate issues via email. Remember to always be clear, concise, and respectful in your communication.