How to Write a Problem Statement and Actually Solve Something

Every project starts with one question: What’s wrong, and why hasn’t anyone fixed it? That’s when you create a problem statement. A problem statement gives that question shape. It explains what the problem is, who it affects, why it matters, and sets the direction for finding a solution or conducting research.

Write a problem statement in five simple steps:

1. Name the problem
2. Explain why it matters
3. Point the backdrop
4. Show what’s at risk
5. Hint at your next move

This article teaches you how to write a clear, focused example of a problem statement with step-by-step tips.

And if your deadline’s creeping up, EssayPro’s online essay writer service can help turn your rough ideas into a clear, convincing statement.

Need a Helping Hand?

Delegate your tasks to us!

Get Help

What Is a Problem Statement?

A problem statement is a clear, concise explanation of a specific issue that needs to be addressed. It’s where you put the real issue into words, stop guessing, and start naming exactly what’s going wrong, who’s affected, and why it actually matters. Maybe it’s a breakdown in communication, a drop in customer satisfaction, or something deeper no one’s addressed yet. Whatever it is, the problem statement brings it into focus. It helps you and everyone else understand what needs fixing and why it cannot be ignored. This short section sets the tone, whether you’re writing a research paper or creating a business plan. 

When to Use a Problem Statement?

A statement of the problem is useful anytime you need to define an issue before exploring solutions. Use one when:

• Starting a research paper or thesis
• Proposing a business strategy or change 
• Launching a new product or service
• Addressing performance or process challenges
• Pitching a solution to stakeholders or leadership

Problem statements help clarify why something needs to change. They are especially helpful when you are trying to align a team, present a case, or request resources. In short, whenever you need others to understand what the actual problem is and why it is worth solving, writing a clear problem statement is a smart first move.

Identifying a Problem Statement

Before writing problem statements, you need to be sure you are working with an actual problem, not just a symptom or annoyance. Here’s how to spot one:

1. Ask what’s really going wrong: Look beyond surface-level complaints.
2. Identify who is affected: Focus on the people or groups experiencing the issue.
3. Look for patterns: Use data, feedback, or experience to confirm it is not a one-time event.
4. Understand the impact: What happens if the problem is not addressed?
5. Check if it’s solvable: A good problem statement addresses something you can actually improve.

The Uses of A Problem Statement 

You might need to write a problem statement in many contexts. These are some of the most common:

• Starting a research project with a clear direction
• Aligning teams around a specific issue
• Developing focused solutions in product design
• Clarifying business challenges for internal planning
• Justifying funding, tools, or staffing for a new initiative

No matter the field, problem statements help you stop guessing and start focusing. They define the issue before you waste time solving the wrong thing. When you write a problem statement well, it becomes a guide for all the thinking, planning, and action that follows.

Problem Statement Format

A good problem statement is short, specific, and easy to follow. Stick to just a few sentences. Your goal is to highlight a real, solvable issue. Here’s a simple format to guide you:

• Background: Brief context to explain where the problem is happening
• The problem: A Clear description of the issue you’re addressing
• Who’s affected: Identify the people, teams, or customers impacted
• Why it matters: Explain the consequences of not solving it
• Goals or objectives: Introduce what you aim to achieve or explore next.

How to Write a Problem Statement

Writing a problem statement might seem like a small step, but it’s what sets the tone for your entire project. It helps you focus, organize your thoughts, and show others exactly what needs to be addressed and why. Here's how to write a clear and specific problem statement:

1. Get clear on the problem
2. Show the bigger picture around the problem
3. Figure out what’s really causing it
4. Describe what success would look like
5. Suggest a fix and why it could work

1. Get Clear on The Problem

Before anything else, you need to identify the problem you’re dealing with. A vague complaint is never enough. You need to address a specific issue clearly. Think of this as naming the challenge in front of you, not everything that’s ever gone wrong.

• What is actually happening that should not be?
• Where is the problem showing up?
• Who is directly affected by it?
• Has it been happening for a while, or is it something new?
• Can you describe it without jumping to a solution?

2. Show the Bigger Picture Around the Problem

Once you know what the problem is, give it some context. Help your reader or team understand the environment the issue exists in. This is where you add just enough background to explain how the problem developed and why it matters. You are not telling the whole story, just the parts that help others see the bigger picture.

• What events, habits, or decisions led to this issue?
• Has anyone tried to solve it before, and what happened?
• Are there trends, feedback, or data supporting your claims?
• Is the problem getting worse, staying the same, or changing?
• Are there any outside limits, like budget, policy, or time, that affect it?

3. Figure Out What’s Really Causing It

It’s easy to just focus on surface-level information, but most problems have deeper causes. In order for your statement to be meaningful, you have to figure out the root cause of the issue at hand, not just the symptoms. This step helps you dig below the surface and focus on what actually needs to change in order to solve it. 

• What is happening behind the scenes to cause this issue?
• Did something specific change right before the problem started?
• Are any tools, systems, or routines contributing to the problem?
• Who is involved, and do they know there is an issue?
• If you ask ‘why’ five times, where does that lead you?

4. Describe What Success Would Look Like

Before you offer solutions, get clear on what outcome you are working toward. This is where you show what would improve if the problem were solved. The goal here is not to describe the fix, but to imagine the ideal result, something that’s measurable, realistic, and connected to the people or systems affected. 

• What would look or feel different if the problem disappeared?
• How would employees, customers, or teams benefit?
• What task, system, or process would work better?
• What measurable changes would prove things are improving?
• What day-to-day pain points would no longer exist?

5. Suggest a Fix and Why It Could Work

Now that the issue is clear and the ideal outcome is in view, share the direction you think the solution should take. Keep it realistic. Your goal is not to explain everything, just enough to show that there’s a smart path forward and that your suggestion matches the problem you defined earlier.

• What is your proposed solution to this problem?
• How does your idea directly target the root cause?
• What people, systems, or teams would benefit from this fix?
• What improvements would your solution bring: faster service, better communication, lower cost?
• Can your solution be done with the resources currently available?

Problem Statement Examples

Now that you know the steps, let’s see what a problem statement should look like in action: one from HR and one from Digital Marketing. 

Example 1: Low Engagement in Internal Training Programs

Imagine you’re an HR specialist at a growing e-commerce company. Your team has spent months developing internal training programs to improve employee skills. But participation is low, and those who attend often drop out halfway. You need to figure out what’s going wrong and fast.

• Gap: Employees are not engaging with the company’s internal training programs.
• Orientation: The issue began once the company switched to asynchronous, self-paced training.
• Impact: Teams lack key skills, managers are frustrated, and the company is not meeting development goals.
• Importance: Upskilling employees is essential for growth, innovation, and internal promotions.

Now that we’ve laid out the details, here’s the full problem statement:

• Identify the problem: Training program engagement has dropped significantly. Completion rates are down, and fewer employees are opting in. You start by collecting data, such as who’s signing up, who’s dropping off, and when.
• Put it into context: Teams are stretched thin, and training feels optional. With busy schedules and no deadlines, many employees never return once they click out. Managers don’t follow up, and employees feel no urgency to complete the content.
• Find the root cause: The move to self-paced training removed structure and accountability. Employees say they forget the training exists or don’t know where to find it. There’s no manager involvement, and the platform lacks reminders or progress tracking.
• Describe your ideal outcome: Employees should be engaged and complete relevant training on time. Learning should feel supported, visible, and tied to team goals.
• Propose a solution: Redesign the program with clear milestones, automatic reminders, and manager check-ins. Add progress dashboards and tie completion to performance reviews. Consider shifting back to hybrid formats that blend flexibility with structure.

Example 2: Low Conversion Rates on Landing Pages

You’re the digital marketing lead at a growing startup. Ads are performing well, traffic’s coming in, but once people hit your landing pages, nothing. They click around, then leave. Conversions are low, and your team is starting to feel the pressure.

• Gap: People are visiting the site, but they’re not signing up or buying.
• Orientation: This started right after a redesign and has been a problem for three straight quarters.
• Impact: You’re spending money to bring people in, but losing them once they arrive. That’s draining the budget and slowing growth.
• Importance: If your pages don’t convert, your campaigns don’t matter, and scaling becomes much harder.

After clarifying these details, we can move to the full problem statement: 

• Identify the problem: Landing pages aren’t converting. Despite solid ad performance and traffic, less than 2% of visitors are taking action. You’ve reviewed user behavior and seen that people bounce before engaging.
• Put it into context: Ad targeting hasn’t changed, and traffic quality looks good. What changed? The design. It looks clean, but it buried the call to action and made forms feel like homework.
• Find the root cause: Heatmaps and user feedback show people are confused. CTAs aren’t clear. The forms are too long. Mobile load times are slow. The layout looks nice, but leaves visitors wondering what to do next.
• Describe your ideal outcome: Visitors land, understand the value, and take action. The pages should guide them clearly, quickly, and confidently. Short forms, strong messaging, and fast load times should make it easy.
• Propose a solution: Rework the pages with a clearer structure and mobile-first design. Shorten forms, sharpen CTAs, and align copy with what customers actually care about. A/B test everything to see what sticks.

What to Watch Out for When Writing a Problem Statement

Sometimes, even if you follow the right steps, small mistakes can still hold you back from writing a quality problem statement. They can make your work confusing or easy to ignore. Here’s what to avoid when writing a problem statement:

• Describing the symptoms instead of what’s really causing the issue
• Trying to cover too much at once or staying too vague
• Suggesting solutions before fully explaining the problem
• Using buzzwords or technical language that your audience might not get
• Leaving out who’s affected or why the issue matters
• Skipping data or context that helps back up your point

The Bottom Line

Problem statement is one of those small steps that shape everything that comes after it, including your research, your solutions, and how seriously people take your work. Get it right, and the rest of your project has a clear path forward. Get it wrong, and you risk solving the wrong problem altogether. Here’s what to keep in mind:

• Define one specific, real problem
• Explain who’s impacted and why it matters
• Add meaningful context without overloading
• Focus on the root cause, not just symptoms
• Show the outcome you’re working toward

If you’re working on a problem statement for a class assignment and need research proposal help later, EssayPro offers well-trusted and reliable writing support to help you get started.

FAQs