#55 Reporting Work-Related Issues to Your Supervisor｜English Business Phrases

Unexpected problems can arise while working on a project.

When reporting an issue to your supervisor in English, it is important to explain the situation calmly, describe the facts clearly, and present possible causes and next steps.

In this article, I explain useful English expressions for reporting problems, describing what happened, and outlining your planned response—along with a sample dialogue.

Dialogue

A

Excuse me, do you have a moment? I need to report an issue we encountered this morning.

B

Sure, what happened?

A

The new system update caused several errors, and we weren’t able to access the customer database.

B

That sounds serious. Do you know what caused the problem?

A

We think the update wasn’t fully compatible with our current settings, so the IT team is working on it now.

B

I see. What’s the estimated time to fix it?

A

They said it should be resolved within a couple of hours. I’ll keep you updated.

1. Reporting That a Problem Has Occurred

When informing your supervisor about a work-related issue, begin with a short introduction and calmly state the purpose of your visit.

Starting with a polite preface helps you remain composed and makes it easier to begin the conversation.

Next, state that you have something to report.

The word “issue” is commonly used in business English and carries a more neutral tone than “problem,” allowing you to present the situation calmly.

2. Explaining What Happened Based on Facts

When describing what occurred, focus on clear, factual information without emotional expressions.

The verb “caused” is frequently used to explain the source of a technical or operational issue.

Then explain the impact:

The phrase “weren’t able to ～” is more formal and business-appropriate than “couldn’t.”

3. Explaining Possible Causes or Background Information

You may not always know the exact cause immediately. In such cases, avoid making definite statements and present your understanding as a possibility.

Using “we think” softens the statement and indicates that you are not asserting absolute certainty.

Other expressions for uncertain situations include:

Making a definitive statement like “It was caused by…” too early may lead to misunderstandings, so using these tentative phrases is safer.

4. Explaining Current Actions and Expected Resolution Time

To reassure your supervisor, clearly explain what actions are already underway.

Next, share the estimated resolution time.

The phrase “should be resolved” expresses high probability without sounding overly certain—an appropriate tone in business settings.

Finally, show your intention to keep them informed.

This is a widely used sentence in business emails and meetings.

Summary