6 Email Templates for Difficult Situations
Copy, Paste, Customize, Send
Why Difficult Emails Are So Hard
You know exactly what you want to say in Spanish. But in English, every word feels loaded. Too direct? You sound rude. Too soft? You sound weak. Too long? They won't read it. These 6 templates give you the exact words for the situations that matter most—so you can stop overthinking and start sending.
The 6 Email Templates
Delivering Bad News
When you need to tell a client or colleague something they don't want to hear—a missed deadline, budget overrun, or project setback.
Wrong:
"Hi, so I have some bad news... I'm really sorry but we're not going to be able to meet the deadline. I know this is terrible and I feel really bad about it. We tried everything but things just didn't work out. I hope you're not too upset..."
Right:
"Subject: Project X Update - Timeline Adjustment Needed Hi [Name], I want to give you a direct update on Project X. We've encountered [specific issue] that will push our delivery from [original date] to [new date]. Here's what happened and what we're doing about it: • Issue: [Brief explanation] • Impact: [What this means for them] • Solution: [What you're doing to fix it] I take full responsibility for this delay. To make it right, [specific offer - discount, expedited work, etc.]. Can we schedule a 15-minute call to discuss? I'm available [times]. [Your name]"
Why it matters:
Lead with the news, provide context, take responsibility, offer a solution. No groveling, no excessive apologies.
Action Item:
Next time you have bad news, write the subject line first—it forces you to be direct.
Following Up (Without Being Annoying)
When someone hasn't responded and you need an answer, but you don't want to seem pushy.
Wrong:
"Hi! Just checking in again... I know you're super busy but I just wanted to follow up on my last email. No pressure at all! Just whenever you get a chance... Sorry to bother you again..."
Right:
"Subject: Quick follow-up: [Original topic] Hi [Name], I wanted to follow up on [specific topic] from my [date] email. I know things get busy—just want to make sure this didn't slip through. If you need more information from me to move forward, let me know. Would [specific day] work for a quick 10-minute call to discuss? [Your name] P.S. If this is no longer a priority, just let me know and I'll close the loop on my end."
Why it matters:
Acknowledges their time, offers an easy out, and gives them a clear next step. The P.S. often gets responses because it removes pressure.
Action Item:
Always include a P.S. in follow-up emails—it gets read even when the body doesn't.
Disagreeing With Your Boss
When you need to push back on a decision or direction from someone senior to you.
Wrong:
"I don't think that's a good idea. I mean, we could do it your way but I've seen this fail before and I think we should do something else instead."
Right:
"Subject: Thoughts on [Decision/Direction] Hi [Name], Thanks for sharing your thinking on [topic]. I've been reflecting on it and wanted to share a different perspective for your consideration. My concern: [Specific concern with evidence] Alternative approach: [Your suggestion] Potential upside: [What they gain] I could be missing context that would change my view. Would you be open to a quick discussion before we finalize? Either way, I'm fully committed to supporting whatever direction you decide. [Your name]"
Why it matters:
Shows respect, provides data, offers alternative, and commits to supporting the final decision. You're not challenging authority—you're adding value.
Action Item:
Frame disagreements as 'adding perspective' rather than 'pushing back.'
Asking for More Money
When you need to request a rate increase, additional budget, or payment for extra work.
Wrong:
"So I was wondering if maybe we could possibly talk about adjusting the budget? I know it's a lot to ask but the work has been much more than expected..."
Right:
"Subject: Budget discussion for [Project] Hi [Name], I wanted to discuss the budget for [project/engagement]. When we scoped this originally, we estimated [X hours/scope]. Based on [specific factors], the actual requirement is [Y]. This represents a [Z%] increase in scope. To maintain the quality you expect, I recommend we adjust the budget to [$amount]. This covers [specific items]. I've attached a breakdown showing the additional work and its value to the project. Can we schedule time to discuss this week? [Your name]"
Why it matters:
Ties the ask to facts and value, not feelings. Shows professionalism by providing documentation.
Action Item:
Always quantify the value you're providing before asking for more money.
Addressing Poor Performance
When you need to address an issue with a team member or vendor without damaging the relationship.
Wrong:
"Hey, we need to talk about your work lately. It hasn't been up to standards and I'm getting concerned. This really needs to improve."
Right:
"Subject: Let's connect on [specific area] Hi [Name], I wanted to touch base about [specific area of concern]. I've noticed [specific observation—not judgment]. For example, [concrete instance]. This is creating [specific impact]. I want to understand what's happening on your end and how I can support you. Sometimes there are factors I'm not seeing. Can we meet [specific time] to discuss? My goal is to find a path forward that works for both of us. [Your name]"
Why it matters:
Focuses on specific behaviors and impacts, not character. Opens dialogue instead of delivering a verdict.
Action Item:
Always cite specific examples—generalizations create defensiveness.
Ending a Business Relationship
When you need to fire a client, end a partnership, or discontinue a vendor relationship.
Wrong:
"This isn't working out. I think we should go our separate ways. Thanks for everything."
Right:
"Subject: Transition plan for our engagement Hi [Name], After careful consideration, I've decided to conclude our [engagement/partnership] effective [date]. This wasn't an easy decision. [Brief, professional reason without blame—'Our business is moving in a different direction' / 'I'm narrowing my focus to [area]']. To ensure a smooth transition, I propose: • [Transition step 1] • [Transition step 2] • [Final handoff details] I'm grateful for [something genuine]. I wish you continued success. [Your name]"
Why it matters:
Professional, clear, and forward-looking. Provides transition support and ends on a positive note.
Action Item:
Write ending emails in the morning when you're fresh—never when frustrated.
Robert Cushman
I help Latin American tech professionals communicate with executive-level confidence so they can close bigger contracts, command premium rates, and advance their international careers.
After coaching 200+ professionals from Smarttie, Grupo Kopar, Terramar Brands, and Sourceability, I know that what separates good from great in high-pressure meetings isn't vocabulary—it's leadership communication.