How to Report a Colleague's Poor Performance to a Manager

Raising concerns about a colleague's performance is one of the most uncomfortable workplace situations. The key is to frame it around team impact, not personal judgment, and to keep the report factual and specific.

Original Message

My colleague isn't pulling their weight and it's affecting all of us, someone needs to do something.

Professional Version

Hi [Manager's Name],

I want to raise something that's been affecting our team's delivery and I'm not sure the best way to handle it alone.

I've noticed that [colleague's name / 'a team member'] has been [specific observable behavior: missing deadlines, not completing assigned tasks, consistently unavailable during core hours] over the past [period]. This has meant that [specific impact on the team or project].

I'm not looking to create problems for anyone — I just want the team to be able to function effectively.

Would you be happy to discuss?

Best,
[Your Name]

Polite Version

Hi [Manager's Name],

Hope you're doing well. I wanted to flag something that's been on my mind — it's a bit delicate, so I hope you understand I'm raising it with good intentions.

I've been finding it difficult to [complete X/deliver Y] because [colleague] has been [specific behavior] recently. I thought you should probably know.

Thanks for hearing me out,
[Your Name]

Firm Version

Hi [Manager's Name],

I need to formally flag a performance issue that is affecting our team's output. [Colleague] has [specific behavior] over the past [period], resulting in [specific impact]. Please let me know how you'd like to proceed.

Regards,
[Your Name]

When to Use This Template

  • When a colleague's consistently missed deadlines or incomplete work is affecting the team's delivery
  • When you've tried to address the issue with the colleague directly and it hasn't changed
  • When the performance issue is creating unfair additional work for others
  • When you want to flag the issue early before it becomes a crisis

Common Mistakes to Avoid

Making it personal rather than outcome-focused: Stick to observable, factual behavior and its impact on work.
Going to the manager without first trying a direct conversation: Where appropriate and safe, raising an issue directly with a colleague first is the more professional path.
Talking to other colleagues about it before going to the manager: Office gossip undermines your integrity and can escalate the situation.

Frequently Asked Questions

What if my manager doesn't do anything about it?

Follow up after a reasonable period. If nothing changes, you may need to escalate to HR.

What if my colleague finds out I reported them?

In well-run organizations, performance conversations are handled confidentially. Stay factual and professional if there's a confrontation.