Dealing with unprofessional behavior at work isn’t easy. Whether it’s inappropriate comments, constant lateness, or disruptive habits, it’s important to speak up the right way. A well-worded email can help address the issue without damaging your working relationships.
Still, many people hold back. They worry about possible backlash or simply don’t know how to bring it up. Unfortunately, that silence often lets the problem drag on—hurting team morale and overall productivity.
Need help saying something? These 15 email templates make it easier to report unprofessional behavior clearly, calmly, and respectfully.
Sample Emails Reporting Unprofessional Behavior
These carefully crafted templates cover different scenarios you might encounter. Each email follows best practices for professional communication while addressing specific workplace issues.
1. Reporting Inappropriate Comments to HR
Subject: Confidential: Inappropriate Comments in Team Meeting
Dear [HR Manager’s Name],
I’m writing to report an incident that occurred during yesterday’s marketing team meeting (May 15, 2025). During our discussion about the upcoming product launch, [colleague’s name] made several inappropriate comments of a sexual nature that made me and visibly several other team members uncomfortable.
Specifically, they referred to the product design using explicit terminology and made suggestive remarks about a female client representative. I found these comments highly unprofessional and contrary to our company’s code of conduct regarding workplace respect and professionalism.
I’ve attempted to address this privately with [colleague’s name] following our previous training on workplace communication, but the behavior has continued. I’m bringing this to HR’s attention as I believe it requires further action.
I’m available to discuss this matter further at your convenience and can provide additional details if needed.
Thank you for your attention to this concern.
Regards,
[Your name and position]
2. Addressing Chronic Lateness with a Team Member
Subject: Concerns Regarding Meeting Attendance
Hi [Colleague’s Name],
I hope this email finds you well. I wanted to reach out regarding something I’ve noticed over the past few weeks that’s impacting our team’s workflow.
I’ve observed that you’ve arrived 15-20 minutes late to our daily stand-up meetings consistently for the past two weeks. This has delayed our team’s ability to start projects promptly and has caused other team members to wait before beginning collaborative work.
Our morning meetings are scheduled from 9:00-9:30 AM specifically to align everyone’s priorities for the day. When team members arrive late, we either need to restart discussions or proceed without valuable input.
Could we talk about any challenges you might be facing with the meeting schedule? If there are conflicts or issues that make this time difficult, I’d be happy to discuss potential solutions.
Looking forward to your thoughts on this matter.
Best,
[Your name and title]
3. Escalating Bullying Behavior to a Department Head
Subject: Urgent Concern: Bullying Behavior in Marketing Department
Dear [Department Head’s Name],
I’m writing with significant concern regarding a pattern of behavior I’ve observed from [person’s name] toward junior team members in our department.
Over the past month, I’ve witnessed several instances where [person’s name] has publicly criticized new employees’ work using harsh and demeaning language. Last Tuesday (May 9), they interrupted [junior colleague’s name] during their presentation, calling their ideas “completely worthless” and suggesting they “shouldn’t be in this field.”
Yesterday, I observed them mocking another junior staff member’s accent when they believed no managers were present. Several team members appeared visibly upset by these interactions.
These behaviors appear to violate our workplace harassment policy, section 3.2, which prohibits “verbal conduct that degrades or shows hostility toward an individual.”
I’ve documented specific instances with dates and witnesses, which I can share if helpful. I bring this to your attention because the affected team members seem afraid to report this themselves, fearing career repercussions.
I appreciate your looking into this matter and am available to discuss it further.
Respectfully,
[Your name and position]
4. Notifying Management About Confidentiality Breach
Subject: Confidential Information Disclosure Concern
Dear [Manager’s Name],
I need to bring an important matter to your attention regarding a possible breach of confidentiality that occurred this week.
During our client strategy meeting on Tuesday afternoon, our team discussed sensitive pricing details for the upcoming Johnson account renewal. Today, I learned from our client contact that someone from our organization had contacted them directly with different pricing information than what we had agreed upon internally.
Based on the specifics shared by the client, it appears [colleague’s name] may have disclosed this confidential information prematurely and without authorization. This has created confusion with the client and potentially compromised our negotiation position.
As this appears to violate our confidentiality policy that all team members signed, I felt obligated to bring this to your attention promptly. I understand this is a sensitive matter that requires discretion.
Please let me know if you need additional information from me regarding this situation.
Thank you for your attention to this matter.
Sincerely,
[Your name and role]
5. Reporting Discriminatory Comments to a Supervisor
Subject: Concerning Comments During Project Planning Session
Dear [Supervisor’s Name],
I wanted to bring your attention to a concerning interaction that took place during yesterday’s project planning meeting for the Davidson account.
While discussing team assignments, [colleague’s name] stated that we “shouldn’t put any women on the technical side of this project because the client won’t take them seriously.” When I and others expressed concern about this statement, they doubled down by saying this approach would “give us the best chance of success” and that they were just “thinking strategically.”
This type of gender-based discrimination directly contradicts our company values of inclusion and equal opportunity. It also potentially violates our anti-discrimination policy and could expose the company to liability if job assignments are made based on gender rather than qualifications.
I’m particularly concerned as we have several highly qualified women on our technical team whose contributions would be valuable to this project.
I appreciate your guidance on addressing this situation.
Thank you,
[Your name and department]
6. Addressing Credit-Taking Behavior with a Peer
Subject: Clarification on Project Contributions
Hello [Colleague’s Name],
I hope you’re doing well today. I wanted to discuss something that’s been bothering me regarding the quarterly sales report presentation.
During yesterday’s department meeting, you presented the new customer acquisition strategy as your own work. While I appreciate your enthusiasm for the project, I need to point out that this strategy was primarily developed by me and [other colleague’s name] during our planning sessions last month. We spent considerable time researching competitors and creating the framework that was presented.
I value our working relationship and believe that accurate recognition of everyone’s contributions builds stronger teams. Moving forward, I’d appreciate if we could acknowledge all team members who contributed significantly to projects.
Would you be open to sending a quick clarification email to the team about the collaborative nature of this work? I’m happy to discuss this further if you’d like.
Thanks for your understanding,
[Your name and position]
7. Alerting IT Security to Potential Policy Violations
Subject: Possible Security Protocol Violation – Urgent
Dear [IT Security Manager’s Name],
I’m writing to report a potential security violation I observed today at approximately 2:30 PM in the finance department.
I noticed [employee’s name] sharing what appeared to be internal financial spreadsheets by uploading them to a personal cloud storage account (not our company-approved system). They were also taking photos of their computer screen displaying what looked like our Q2 financial projections.
As these actions seem to violate our data security policy (specifically sections 4.3 and 5.1 regarding data transfer protocols and photography in restricted areas), I felt it was important to alert you immediately.
I understand the sensitivity of this matter and have not discussed my observations with anyone else. Please let me know if you need any additional information from me as you look into this situation.
Thank you for addressing this promptly.
Regards,
[Your name and department]
8. Reporting Alcohol Use During Work Hours
Subject: Concern About Workplace Safety and Conduct
Dear [Manager’s Name],
I need to bring a concerning situation to your attention regarding workplace safety and professional conduct.
Today around 1:30 PM, I observed [colleague’s name] consuming what appeared to be alcoholic beverages in their office during working hours. After returning from lunch, they exhibited signs of impairment, including slurred speech during our team call and difficulty focusing on basic tasks. This is particularly concerning as they were scheduled to operate equipment later in the afternoon.
I’m reporting this out of concern for both [colleague’s name]’s wellbeing and the safety of our team. Our workplace policy clearly prohibits alcohol consumption during work hours (Employee Handbook, page 34).
I’ve maintained confidentiality about this observation and have only reported it through this proper channel.
I’m available to discuss this matter further as needed.
Respectfully,
[Your name and position]
9. Addressing Disruptive Behavior in Meetings
Subject: Team Meeting Conduct Concerns
Hi [Colleague’s Name],
I wanted to touch base with you directly about something I’ve noticed during our recent team meetings that’s been affecting our productivity.
During the past three project meetings, I’ve observed that you’ve frequently interrupted other team members while they were sharing ideas, particularly [team member’s name] and [team member’s name]. Yesterday, you dismissed [team member’s name]’s suggestion without allowing them to finish explaining their approach.
These interruptions have made it difficult for some team members to fully contribute, and I’ve noticed that several people appear hesitant to share their thoughts. This ultimately impacts our collective output and team dynamics.
Our team works best when everyone feels comfortable contributing their expertise. Could we work together to ensure all voices are heard during our discussions?
I’m happy to chat more about this if you’d like. My intention is simply to help us maintain a collaborative environment where everyone can participate fully.
Thanks for considering this feedback,
[Your name and role]
10. Reporting Inappropriate Social Media Posts to HR
Subject: Concerning Social Media Activity by Company Employee
Dear [HR Representative’s Name],
I feel obligated to bring to your attention some public social media posts made by a colleague that may reflect poorly on our organization.
[Employee’s name], who identifies themselves as an employee of [Company Name] in their profile, has recently posted several highly inappropriate comments on Twitter/X that include racist remarks and derogatory language about our clients. Specifically, on May 12th, they referred to one of our major clients using offensive terminology and suggested that our company was “scamming” them.
These posts are publicly viewable and directly reference their employment with our company. I’m concerned about potential damage to our company reputation and client relationships, as well as the hostile work environment such views might create.
I’ve taken screenshots of the relevant posts, which I can forward if needed. This appears to violate our social media policy that prohibits employees from posting content that could damage the company’s reputation or client relationships.
Thank you for your attention to this matter.
Sincerely,
[Your name and department]
11. Addressing Time Theft with Direct Reports
Subject: Timekeeping Accuracy Discussion
Dear [Employee’s Name],
I hope this message finds you well. I’m reaching out regarding a pattern I’ve noticed with your time reporting that we need to address.
Upon reviewing the past month’s time records, I’ve observed significant discrepancies between your reported hours and your actual presence in the office/system login records. Specifically, on May 5th, 7th, and 12th, you reported full 8-hour workdays, but building access logs and system activity show arrivals after 11:00 AM and departures before 3:00 PM.
Accurate time reporting is essential for client billing, project management, and team fairness. Our company policy requires all employees to honestly report their working hours.
I’d like to schedule a meeting tomorrow at 10:00 AM to discuss this matter and address any challenges you might be facing with your schedule. If there are circumstances I should be aware of, I’m open to discussing accommodations within company policy.
Please confirm you can attend this meeting.
Regards,
[Your name and managerial position]
12. Reporting Offensive Jokes in Team Communication
Subject: Concern About Team Chat Communications
Dear [Team Lead/Manager’s Name],
I wanted to bring your attention to some concerning messages that have been shared in our team Slack channel over the past week.
[Colleague’s name] has posted several jokes in the #project-alpha channel that contain offensive stereotypes about religious and ethnic groups. The most recent instance occurred yesterday at approximately 3:15 PM, when they shared content mocking religious practices of Muslim team members during Ramadan.
These messages have created an uncomfortable atmosphere for several team members, including myself. Two team members have privately expressed to me that they feel targeted by these comments but are uncomfortable speaking up.
This behavior appears inconsistent with our company’s commitment to creating an inclusive workplace where all employees feel respected and valued.
I’m bringing this to your attention in hopes that you can address this situation appropriately. I’ve saved copies of the relevant messages should you need to review them.
Thank you for your attention to this matter.
Respectfully,
[Your name and position]
13. Bringing Attendance Issues to a Manager
Subject: Pattern of Unexplained Absences – Team Coverage Issues
Hello [Manager’s Name],
I wanted to bring a recurring situation to your attention that’s affecting our team’s ability to meet client deadlines.
Over the past month, [colleague’s name] has been absent every Monday and at least one additional day each week without prior notice or explanation. These absences have left our team short-staffed during critical client meetings, and other team members have had to take on additional work to compensate.
Last week, we missed an important deadline for the Richardson project because a key component assigned to [colleague’s name] wasn’t completed, and none of us had been informed we needed to cover this work.
I’ve tried addressing this directly with [colleague’s name], asking if everything is okay and if the team can provide support, but haven’t received a clear response about these absences or a commitment to improve communication.
I’m bringing this to your attention because it’s beginning to impact team morale and our ability to deliver quality work on schedule.
Thank you for looking into this matter.
Best regards,
[Your name and team role]
14. Reporting Witnessed Harassment to Senior Leadership
Subject: Confidential: Witnessed Harassment Incident
Dear [Senior Leader’s Name],
I’m writing to report a serious incident of harassment that I witnessed today at approximately 2:00 PM in the break room on the 4th floor.
I observed [manager’s name] cornering [employee’s name] and speaking to them in what appeared to be a threatening manner. They were standing unusually close to [employee’s name], pointing their finger, and I clearly heard them say, “Your job depends on keeping me happy” and “No one will believe you anyway.” [Employee’s name] appeared visibly distressed and was attempting to step away while [manager’s name] continued to block their exit.
Upon noticing my presence, [manager’s name] immediately changed their tone and stepped away. [Employee’s name] appeared shaken and left the break room quickly.
This interaction appeared to violate our anti-harassment policy, and given the power dynamic between a manager and their direct report, I felt obligated to report what I witnessed. I’m concerned for [employee’s name]’s wellbeing and the potentially hostile work environment this behavior creates.
I understand the sensitivity of this matter and am available to discuss what I observed in further detail if needed.
Thank you for taking this seriously.
Sincerely,
[Your name and position]
15. Addressing a Colleague Who Undermines Others in Meetings
Subject: Request for Professional Courtesy in Team Discussions
Hi [Colleague’s Name],
I hope you’re having a productive week. I’m reaching out regarding our team dynamics during meetings, specifically some interactions I’ve noticed that may be unintentionally impacting collaboration.
During our last three project meetings, I’ve observed several instances where you’ve dismissed ideas from junior team members with phrases like “that will never work” or “we tried that years ago” without fully exploring their suggestions. Yesterday, when [new team member’s name] proposed the customer feedback integration, they were cut off before finishing their explanation.
As someone with your experience and expertise, your opinions carry significant weight with the team. When ideas are dismissed quickly, it can discourage others from contributing, and we might miss out on valuable perspectives.
Our diverse team brings different strengths to the table, and I believe we create our best work when everyone feels their input is valued, even if we ultimately go in a different direction.
Would you be open to catching up over coffee this week to discuss how we might foster more inclusive discussions? I value your contributions and believe your leadership could help strengthen our team’s collaborative approach.
Thanks for considering this feedback,
[Your name and role]
Wrapping Up: Effective Workplace Communication
Reporting unprofessional behavior requires careful consideration of the situation, clear communication, and appropriate documentation. The sample emails provided offer frameworks you can adapt to address various workplace issues while maintaining professionalism.
Key points to keep in mind:
- Always stick to facts and specific incidents rather than generalizations
- Document patterns of behavior with dates and specific examples
- Follow your company’s reporting procedures
- Maintain a professional tone regardless of the situation
- Consider the appropriate level of escalation based on the severity
- Focus on the behavior rather than attacking the person
Effective communication about workplace concerns helps maintain a positive environment where everyone can perform at their best. With these templates as starting points, you can address unprofessional behavior confidently while preserving workplace relationships and contributing to a culture of respect.