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The Proper Way to Write a Letter of Complaint to Human Resources complaint letter

wiki How to Write a Letter of Complaint to Human Resources Four Methods: Sample Letters Complaining About Harassment Writing a Letter on Another Issue Taking Next Steps Community Q&A

Is your boss threatening your job if you don't "see things his way?" Is a coworker sabotaging you or taking credit for your ideas? The workplace can be stressful enough without these issues to deal with. It's time to act. Write down important details about your complaint and put them in a letter to Human Resources (HR). If HR has a complaint form, use that instead.

Steps Sample Letters Sample Sexual Harassment Letter of Complaint

Sample Emotional Abuse Letter of Complaint

Sample Unfair Treatment Letter of Complaint

Method 1 Complaining About Harassment 1 Identify workplace harassment. Sexual harassment is one form of workplace harassment, but it isn’t the only form. You can harassed on the basis of sex, race, color, religion, national origin, disability, age, or genetic information. [1] Consider the following behaviors, which might qualify as harassment: derogatory remarks or slurs based on the protected characteristic intimidation threats and physical assaults telling offensive jokes 2 Write down details about the harassment. You’ll want to give Human Resources as much information as possible. Accordingly, you should sit down and write down the following: [2] Who harassed you and their relationship to you. You can be harassed by a supervisor or by a co-worker. Also, the harassment can come from someone as the same sex as you. When each harassing act occurred—date, time, and location. Also write down what the person said or did, and how you responded. Who witnessed the harassment. Write down their names and job titles. What tangible evidence you have of the harassment. For example, you may have harassing emails, voice mails, or notes. 3 Format your letter. Set up your letter like a standard business letter . If you know the name of the contact in Human Resources, then include that in the salutation. Call and ask if you don’t know. 4 Introduce yourself and your purpose. In the first paragraph, you should give HR some idea why you are writing to them. For example, you should state that you want to lodge a complaint about harassment and identify your harasser. 5 Lay out the facts of the harassment. Be clear and get to the point. [3] You want to provide enough information that HR can see there is a harassment problem that needs investigation. Explain where and when the harassment occurred, as well as who witnessed it. Describe the incidents in chronological order, which is the easiest for people to understand. In some larger organizations, HR might not know everyone, such as a coworker. You should identify who they are, e.g., “Jason Jones, who works in the cubicle next to me, saw our boss make the obscene gesture.” Stick to the facts. You shouldn’t make any kind of allegation or charge that you can’t back up with proof, such as your written memories or a witness. For example, don’t speculate about your boss or coworker’s motivation for what they said or did. You don’t know that. 6 Explain how you responded. This is legally important. Harassment is only illegal if it is unwelcome. [4] If you welcomed the harassing behavior, then you haven’t been harassed according to the law. You should state what you did or said in response. For example, you might have told someone not to touch you. Also explain if you tried to resolve the issue. For example, you might have met with your harasser to ask them to stop making sexually-explicit jokes. Remember to explain how the harassment made you feel. For example, you might have had trouble working in a team with the person who was harassing you, which caused you to skip work or perform below your usual standards. 7 Propose a solution. At the end of the letter, you should state what you want from HR. For example, you might want to be transferred to a different department. You can also request that HR investigate and punish your harasser. However, you should probably avoid telling HR to “fire” your harasser. That’s their judgment to make. Remember to end the letter by thanking HR for their time. Insert “Best” or “Sincerely,” and then sign the letter. 8 Avoid using offensive language. Although you may be angry, you should try not to show it. Using foul language can only undermine your ability to get help. In fact,, the person reading the letter might become angry at you. [5] Instead of writing, “I’m so pissed right now,” write “I am angry.” Instead of “my boss is a bigot,” write “Mr. Jones intimidates me by repeatedly yelling at me using racial slurs.” 9 Send the letter to HR. After you sign your letter, make a copy before sending it. Also hold onto any supporting documentation, such as emails, voicemails, notes, or witness statements. You may need to share them if HR opens an investigation. Method 2 Writing a Letter on Another Issue 1 Identify why you want to complain. There are many issues you should bring to the attention of Human Resources. For example, you might want to complain about the following: You haven’t been paid properly: your company might be withholding pay, not calculating it properly, etc. You have not received what you have been promised under your employment contract. Your boss or coworkers are bullying you. Some abuse doesn’t qualify as workplace harassment. Legally, harassment must be based on a protected characteristic, such as race, gender, religion, age, etc. [6] Nevertheless, someone might bully you simply because they don’t like you, and you should report them. For example, a coworker might say something that makes you uncomfortable. A random sexually-charged joke might not qualify as sexual harassment. However, there’s no reason to put up with it. You can report inappropriate behavior that makes you uncomfortable. 2 Gather facts. You have to imagine the HR employee who reads your letter. They might not even know who you are, and they have no reason to believe you. For these reasons, you’ll need to fill your complaint letter with facts. Gather the following: What happened, when and where. If you’ve been bullied, write down the details. Who is involved (your immediate supervisor, coworker, employee in a different part of the organization, etc.) How you attempted to resolve the issue. Did you talk to a supervisor? Ask HR for help already? Write down the dates and the names of who you spoke with. Also summarize any responses you received. 3 Set up your letter. You’ll want to write using a business letter format. Properly format your word processing document by choosing a legible font size and style (Times New Roman 12 point works well). Also use block paragraphing. Contact HR and ask who to address your letter to. Your salutation should read “Dear Mr. Jones” or something equivalent. 4 Begin the letter. It’s best to get right to the point. State that you want to make a complaint and identify the substance of the complaint. If you work in a large organization, you should probably identify yourself as well. For example, you can begin with something like the following: “I am a data processing clerk in our accounting office. I’m writing to complain that my total pay has been inaccurate for two months now.” 5 Provide details. Give the reader enough information so that they can effectively investigate. [7] If you haven’t been paid properly, identify the pay periods. If you’re being bullied, provide a chronological discussion of the major bullying incidents. You can provide more detail later. You can write something like the following: “There have been three major bullying incidents” and then write “Additionally, there has been low-level bullying, which I am happy to discuss in person with you.” 6 Explain how you have handled the issue. Let HR know what attempts you have made to fix the problem and why you are unsatisfied with the results. If you’ve spoken to a supervisor, state so. Remember to provide dates. For example, you can write, “On January 12, I told my supervisor, Kevin Jones, about my pay being wrong. Although he said he would investigate, my pay hasn’t changed and he doesn’t seem too worried about it. We are now approaching the two-month mark and I am still not being paid properly.” Also let HR know how you have been feeling. For example, if you are being bullied, briefly explain how it has affected your health. Identify if you had to take time off or had to see a doctor. [8] 7 End the letter with a request for help. Ask HR to investigate and to contact you if they have questions. Sign your letter beneath the word “Sincerely” and keep a copy of the letter for your records. If you don’t think HR has your phone number, you can include that as well. Method 3 Taking Next Steps 1 Meet with an HR investigator. Depending on the severity of your complaint, HR might appoint an investigator to gather more information. You may need to sit down for an interview. Also provide supporting documentation promptly. Although you may be told that the interview is confidential, you should expect many other people in the organization to know what you have written. You may be disappointed with the resolution HR reaches. For example, don’t be surprised if management is let off the hook with only a slap on the wrist. [9] 2 Participate in mediation. Human Resources might have a mediation program you can use to resolve disputes. In mediation, you and the person you are having problems with will meet with the mediator, who is a neutral third party. The mediator isn’t a judge. However, they can help each side talk and listen to each other. [10] The purpose of mediation is to resolve the dispute voluntarily so that each side can walk away feeling good. If the harassment has been severe, you shouldn’t feel compelled to mediate a dispute with your employer. Instead, you should find an attorney and discuss next steps. Your employer might offer “conciliation,” which is like mediation. However, the conciliator is more involved in decision-making than a mediator, who lets the parties decide a proper resolution. 3 File a harassment charge with the EEOC. The Equal Employment Opportunity Commission (EEOC) investigates claims of workplace harassment. You can file a complaint (“charge”) with them. You may also complain to a state agency that investigates harassment. Avoid delay. You have 180 days from the date of the harassment to file a discrimination charge with the EEOC. [11] Your state agency may give you more time. Generally, federal EEOC law cover most employers. But some smaller employers might only be covered by state law. If your employer has 15 or fewer employees, you may need to complain to your state agency. Use the Assessment System at the EEOC website to check whether you should direct your complaint to a state agency: https://egov.eeoc.gov/eas/ . 4 Hire an attorney. You need expert assistance to protect your rights. A lawyer can help you if your employer retaliates against you, continues to harass you, or refuses to pay owed wages. Contact your local or state bar association and ask for a referral. Visit the American Bar Association to find your nearest bar association: http://shop.americanbar.org/ebus/abagroups/divisionforbarservices/barassociationdirectories/statelocalbarassociations.aspx . Ask for an employment lawyer . When you call to set up a consultation, ask how much the lawyer charges. Prepare for your consultation by gathering helpful documents, such as a copy of your complaint letter to HR. At the consultation, you will discuss whether you have a legal case. Not all harassing conduct rises to the level of legal harassment. For example, one off-color joke probably doesn’t qualify. Community Q&A Search Add New Question How do I write a letter of complaint? wikiHow Contributor Simply write a letter that explains what happened and why it is something that bothers you. You could also suggest ways of making the problem better. Remember to stay calm and write clearly. Thanks! Yes No Not Helpful 1 Helpful 13 How do I write a letter complaining about receiving a low bonus? wikiHow Contributor Address your letter to the head of HR and outline the reasons why you believe the bonus was low. You may also include a request for what you want to happen going forward. Thanks! Yes No Not Helpful 1 Helpful 5 How do I respond to a complaint about me? wikiHow Contributor Just be honest and stick up for yourself. Thanks! Yes No Not Helpful 1 Helpful 4 Do you need to show the person the complaint letter that was written about them? wikiHow Contributor No. However, HR might share the letter with the person you have complained about. You might want to check with HR ahead of time to check. Thanks! Yes No Not Helpful 1 Helpful 3 How do I write a letter about a customer being sexually abused by management? wikiHow Contributor First, contact local authorities; sexual abuse is a crime. Write to the person's boss and describe what happened. Write professionally, as they will take you more seriously. Thanks! Yes No Not Helpful 0 Helpful 1 How do I write a wrongful terminate grievance letter? wikiHow Contributor See the article "How to Write a Grievance Letter for Wrongful Termination." Thanks! Yes No Not Helpful 7 Helpful 6 How do I fill in a complaint petition against my manager? wikiHow Contributor If HR created the form, then you should check with them for the process. If you have a union representative, also ask them. Thanks! Yes No Not Helpful 1 Helpful 0 Unanswered Questions How do I write a letter of complaint about an unfair company? Answer this question Flag as... Flag as... How do I write a letter of complaint against a coworker? Answer this question Flag as... Flag as... How do I write a letter to human resources for employment? Answer this question Flag as... Flag as... How do I write a complaint letter to my spouse's co-worker? Answer this question Flag as... Flag as... I was verbally attacked by another employee on my day off via voice mail. How do I submit this to HR? Answer this question Flag as... Flag as... Show more unanswered questions Ask a Question 200 characters left Submit Already answered Not a question Bad question Other If this question (or a similar one) is answered twice in this section, please click here to let us know. Tips Your workplace might have a grievance form for you to fill out. You should check with Human Resources before writing your letter. Use the form if one is available. Edit Related wikiHows

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Write an Employment Contract Sources and Citations ↑ https://www.eeoc.gov/laws/types/harassment.cfm ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/ ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/ ↑ https://dwd.wisconsin.gov/er/discrimination_civil_rights/publication_erd_7334_p.htm ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/ ↑ http://www.helioshr.com/2014/11/key-differences-between-workplace-bullying-vs-harrassment/ ↑ https://www.citizensadvice.org.uk/work/problems-at-work/Letter-to-raise-a-grievance-at-work/ ↑ https://www.citizensadvice.org.uk/work/problems-at-work/Letter-to-raise-a-grievance-at-work/ ↑ https://toughnickel.com/business/25-Things-You-Might-Not-Know-About-HR-Investigations-Complaints ↑ http://www.mediate.com/articles/sgubinia2.cfm ↑ https://www.eeoc.gov/laws/types/harassment.cfm Show more... (8)
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complaint letter wiki How to Write a Complaint Letter to a Company Four Methods: Sample Complaint Letters Writing Your Complaint Letter Achieving the Correct Tone and Format Following Up Community Q&A

Writing a letter of complaint is something most people have to do at some point in their lives. This wikiHow will show you how to write a complaint letter to a company.

10 Second Summary

1. Address your letter to the customer service department.
2. Address the problem in the first line. Be specific.
3. State what outcome or remedy will satisfy you.
4. Attach copies of supporting documents.
5. Give them a time limit to resolve the matter.
6. Finish the letter respectfully.

Steps Sample Complaint Letters Sample Customer Complaint Letter

Sample Complaint Letter to Pet Store

Sample Complaint Letter to Retail Store

Method 1 Writing Your Complaint Letter 1 Address your letter to the customer service department. When writing a letter of complaint, your best chance of success will come from directing the letter to the customer service department of the company. The customer service department is accustomed to dealing with complaints and your letter is likely to be processed efficiently and effectively. [1] Try to find out the name of the customer service manager or director and address your letter to them personally. Begin your letter with Dear Mr, Mrs, Miss or Ms followed by their surname. If you cannot find the name of the customer service manager, simply write Dear Sir or Madam . [2] You should be able to find the address of the customer service department on the company's website, on any of the company's promotional or advertising materials or product packaging or labels. [1] 2 Quickly get to the point of your letter. The very first line of your letter should clearly address why you are writing the letter and what your exact complaint is. Give as many pertinent facts as possible, including the date, time and location where you made the purchase or received the service, along with any relevant serial or model numbers. The recipient of the letter should be able to identify the point of the letter in under five seconds, so avoid any long, rambling intros. You may provide further detail or explanation of the situation in the paragraph following your opening sentence, but the first line should draw attention to your complaint as succinctly as possible. For example, your opening sentence might read: "I am writing to complain about a faulty hair dryer that I purchased from your company on the 15th of July at your location on First Street, Exampletown." 3 State specifically what outcome or remedy will satisfy you. If you want a replacement, a refund, a repair, or some other form of compensation, state this clearly in your second paragraph. This will help to avoid receiving a form letter or other stock response, and give the recipient something to work with on their end. Try to be as constructive as possible in your comments, suggesting a way that you can move forward and continue your relationship with the company. If you demand a refund or some other form of compensation, while simultaneously informing them that you plan on taking your business elsewhere, they will have little incentive to try to resolve the problem. [1] If you would like the company to correct a broader problem, state that in your letter as well, but recognize that such a thing may take time. Do not threaten legal action in your first communication. It may be the solution you ultimately require, but send your complaint letter first and await a response. 4 Attach copies of supporting documents. These may include receipts, guarantees, warranties, copies of checks you sent and, if appropriate, photos or videos. All documentation should be included with your letter. Make sure that you send copies of any documentation you wish to include, not the originals. That way, there's no chance of this key information being lost or mislaid, should you need to provide evidence to someone else. Also make sure to state in the body of the letter the exact materials you are including. For example: "Please find attached a copy of my original receipt, along with a copy of the hair dryer's guarantee and information regarding the serial number." 5 Give them a time limit to resolve the matter. It is helpful to provide an exact time period within which you would like the issue to be resolved. This will give you peace of mind and will help bring the issue to a speedy conclusion. Providing a time limit will also help to prevent the possibility of your letter becoming lost or forgotten about, which may lead to further awkwardness and resentment between you and the company. [3] Just make sure that the time period you provide is reasonable. A week or two is usually sufficient, though this will vary depending on what your requests are. 6 Finish the letter respectfully. Thank the recipient for their assistance, and let them know how and when they can reach you to resolve the matter. This will make their job a lot easier, resulting in a more efficient outcome for you. Sign off the letter with Yours sincerely , if you know the name of the person you are writing to, or Yours faithfully if you referred to them as "Sir" or "Madam". Avoid informal closings such as "Best," or "Yours truly." [2] Method 2 Achieving the Correct Tone and Format 1 Be polite . You may be angry, and may have every right to be, but being rude will only put the recipient on the defensive. Write in a respectful tone and avoid making threatening, angry or sarcastic comments at all costs. Remember that the person reading your letter was not directly responsible for whatever happened, and they will be much more responsive and willing to please a gracious, polite customer than an angry, accusatory one. Remember, the company to which you are writing probably isn't out to get you, intentionally. Most companies have an interest in their customer's satisfaction. You will have much better success treating the recipient as somebody who wants to help you, rather than assuming they're filled with malicious intent. Don't write when you're furious. Wait to write your letter until you have calmed down. Or if you wish, write the letter while you are fully steamed, and then let it sit for a day or two before you send it. In all likelihood, you will want to rephrase things in a less-incendiary way. 2 Be concise. Customer service representatives may receive as many as hundreds of letters a day, so it's vital that you get to the point quickly, so they know exactly what they're dealing with as soon as they begin reading. If your letter is too long or detailed, the reader will be inclined to skim its contents and end up with an unclear idea of the exact problem or your desired resolution. [1] Avoid superfluous detail or going off on long rants or tangents. Try to keep your letter on a single page, or under about 200 words. 3 Be authoritative. Being authoritative in your letter creates the right tone and lets the company know that your complaint is to be taken seriously. This is especially true of more serious complaints, which may have considerable financial implications. [1] Being authoritative encompasses a range of things, such as the quality of the language used, your knowledge of your rights and the company's responsibilities, as well as the professional presentation of the letter. [1] All of these things give you credibility, which should positively effect the response to your letter. 4 Format your letter in a clean, correct way. As mentioned above, formatting your letter in a professional way can favorably influence how your complaint is received. Include your name, address and the date in the top right-hand corner, followed by the name or title of the person you are writing to, along with the company's address, on the left-hand side, just above the body of the letter. Always type up your letter on a computer, this makes it easier to read and is much cleaner looking. If you must hand write your letter, make sure your writing is clear and legible, with no crossed out words or ink smudges. To write your signature, leave a blank space under the Yours faithfully or Yours sincerely where you can write in your signature by hand. Underneath this space you should also type your name so it is easily read. Keep the letter tidy and well-spaced, with paragraphs of approximately equal-size. 5 Check spelling and grammar. Incorrect spelling and grammar can negatively influence how your complaint is received. Make sure to do a spell check on your computer before printing the letter, or have someone else read it over before you send it. Method 3 Following Up 1 Wait until the time limit you provided is up. Be patient and do not pursue any further action until the time limit you provided in your initial letter is up. If this date passes and you still haven't heard anything, you may follow up with a phone call or email to check if the letter was received. It is always best to give the company the benefit of the doubt. If you still do not receive any information regarding your letter or if you do but the situation was not handled to your satisfaction, you can proceed by addressing your complaint to someone higher on the chain of command. 2 Proceed along the chain of command. If you are unsuccessful in your dealings with the customer service director, try to find out who the next person in the chain of command is and reach out to them instead. Each time you move up the ladder, whether it's from Customer Rep to Supervisor to Director to Vice President to CEO, attach the correspondence you have had at the previous level. This will update your new company representative and very possibly get the matter resolved in a non-litigious way. It is better to start with the customer service department before working your way up instead of going to straight to the top. This is because the customer service department are more used to dealing with these types of complaints and any letters addressed to the CEO will probably be referred back to this department anyway. [1] If this is the case, the employees of the customer service department might automatically regard you unfavorably, as you tried to go over their heads. [1] Be aware that if you are writing a letter to a CEO or Managing Director, it will need to be extra clear, concise and well-written, as they will have no prior knowledge of the incident. 3 If you wish to pursue legal action, see an attorney. He or she will know how to proceed. Keep in mind that legal action should be your last resort and leading with it in your letter sets a negative tone and will derail any requests for compensation you may ask for at the same time. It also may come back to bite you if your bluff is called. Community Q&A Search Add New Question How do I write a complaint letter? wikiHow Contributor Stick to the facts. Tell them what happened, and back up your opinions with facts. Be assertive, but not angry. Thanks! Yes No Not Helpful 0 Helpful 9 How do I deal with a company that is making demands for payment of goods returned that they say never arrived? wikiHow Contributor Any good company should take goods lost in transit into consideration. You may want to check them out on the Better Business Bureau to see if this happens often with this particular company. Write a letter stating what items you sent, when you sent them back, and include any receipts or tracking numbers that you have. Thanks! Yes No Not Helpful 4 Helpful 13 Should I take the letter in personally or mail it if they're local? wikiHow Contributor Taking the letter in is better because it shows how much you care about the issue. Thanks! Yes No Not Helpful 1 Helpful 5 Where do I put my contact information on the letter? wikiHow Contributor Your contact information can go in the body of the letter by stating, "You can reach me at..." or after the sign off, below your typed name. Thanks! Yes No Not Helpful 6 Helpful 10 Can I send pictures of my stroller and car seat combo if I do not know the model number? wikiHow Contributor Give it a try, but the model number should be on the bottom of each item. If they are not on the items, perhaps the picture will help the clerk find it. Thanks! Yes No Not Helpful 3 Helpful 6 Unanswered Questions How do I complain about my manager who is always giving me a hard time at work? Answer this question Flag as... Flag as... How can I complain about someone's behavior? Answer this question Flag as... Flag as... How do I write a letter for unpaid wages? Answer this question Flag as... Flag as... How can I write a letter complaining about receiving damaged goods? Answer this question Flag as... Flag as... How do I write a letter to the outgoing president about failing to handover the tools? Answer this question Flag as... Flag as... Show more unanswered questions Ask a Question 200 characters left Submit Already answered Not a question Bad question Other If this question (or a similar one) is answered twice in this section, please click here to let us know. Tips Do not send sworn letters of witnesses. In fact, if you think you might wind up in court over this, you might want to hold back not only the witness's statement but her name as well. Remember, too, that court is likely to be costly. It is better in most cases to seek an agreement informally, or at most through arbitration. Before you write, take some time and reflect on what has occurred. When you have thought the whole thing out and know just what you want and how you want to ask for it, you will be ready to write your letter. Don't swear. Remember that what you want is recompense or resolution, and offending your reader will not accomplish that. If you'd like to use stronger language , avoid the passive voice and use words that are more direct and descriptive. Perhaps you were appalled or even revolted , stronger words than simply disappointed . Be sure your letter includes your name, address, e-mail, and phone number (home, work and cell if possible). Also, be sure to ask for the reader's information as well so that you can both keep abreast of any progress regarding your complaint. If you are writing to complain about a specific person, limit your letter to their shortcomings and do not disparage the organization as a whole. If you are writing to complain about a policy of the company, do not insult the listener or the policy. Simply state your problem and how you want it to be resolved. Submitting your complaint in writing has a stronger effect than sending the company an email, fax, or a comment on their blog or website. Most companies treat formal written complaints with a higher priority. Keep copies of all correspondence and the dates your letters were sent. Read it over and be positive that everything is truthful, sincere, and verifiable. There are consumer websites where you can voice your complaints as well as see if others have been in the same situation with that particular company. Warnings It is illegal to write a letter that contains language threatening physical violence, destruction of property, or assault to health or safety. A threat can be interpreted as harassment and grounds for action in a court of law, and is can be subject to penalties ranging from fines to prison time. Do yourself a favor and put threats out of mind. Do not put them in writing and send them! Edit Related wikiHows

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Protest and Complain to Receive a Refund Sources and Citations Send this Jerk the Bedbug Letter: How Companies, Politicians, and the Mass Media Deal With Complaints and How to Be a More Effective Complainer , by John Bear. ↑ 1.0 1.1 1.2 1.3 1.4 1.5 1.6 1.7 http://www.businessballs.com/complaintsletters.htm ↑ 2.0 2.1 http://oxforddictionaries.com/words/letters-of-complaint ↑ http://www.infoplease.com/ipa/A0002121.html Seattle PI blog [1] Show more... (3)

How to Write a Complaint Letter about an Employee

Nobody wants to write a complaint letter about an employee, but it is one of those occupational hazards that one may come across. So be prepared and know how to write a complaint letter about an employee. The complaint letter is, most of the times, a last option one has to resort to. It is never easy to formally write a complaint about a fellow employee or subordinate, worst of all, that person could also happen to be friend, but what has to be has to be done.

Complaint letters are official and have to be carefully worded, because this letter is then kept in the employee file as a record. Since the letter is not a pleasant one, get straight to the point. State the complete name and designation of the employee in question. Also mention who is the immediate head of the person. State the problem clearly. Make sure you have all the facts rights. If you have to mention any incident, know the correct dates and give in detail what had happened. Though, there is no need to get emotional, you can mention your reluctance, but be strong in the letter overall. The letter has to be strongly worded and concise in its matter.

Finally, give a small anecdote of your opinion, but in a subtle manner. You are writing this letter only because everything else has failed to get through to the employee. If there have been any formal complaints about the employee before, mention those complaints in detail along with complaint numbers. Also if the employee behavior can jeopardize the company reputation, then mention it in the letter. But do not make any decisions of your own; leave the final decision upto the Human Resources department, because once this letter is sent it becomes their issue.

These kinds of letters are not a treat to write, but you should know how to write a complaint letter about an employee. Most of the time, this letter is regarding a subordinate, so the sample we are giving you is also about a subordinate, with many kinds of problems. Most companies have a set format for complaint letters against employees, but if not, then you can use this format. Go through it for better understanding.


Neville Jones
Sales Manager

Human Resources, Manager
G.T.A. Technologies, Amnesty Road,
41515, Newark, New York, USA.

To,
Patrick Stewart
Human Resources, Manager

G.T.A. Technologies, Amnesty Road,
41515, Newark, New York, USA.

Dear Mr. Steward,

With lots of reluctance and a heavy heart, I am writing this letter to you as a final resort. This letter is regarding a formal complaint against one of our employees named Jacob Steven. Mr. Steven works in the sales department under my supervision, and has been an employee of the company for the past two years. The complaint against him is that he is lagging far behind in his work regarding sales targets, and it is neither within an acceptable range. For the past six months, he has failed to meet targets and has shown no improvement.

His work ethics seem to be poor as he has paid no heed to the previous letters sent to him. His work continues to be the same. Failure to meet deadlines and not filing in proper reports are just some of the few complaints against him. Another incident I would like to bring to your notice is, of inappropriate behavior with a co-worker. On the 14th of March 2010, Mr. Stevens made a pass at another female employee of the company at the office party. The matter was taken up with me, and I was able sort out the matter by making Mr. Steven apologize to the employee. Such incidents make the company prone to sexual harassment lawsuits.

I have spoken him to him personally also, but his attitude has been dismissive. Though, he has been a loyal employee of the company, such kind of behavior is unacceptable for the high standards our company has set. I suggest that he receive a formal letter from the Human Resources department, regarding his performance at the company. If possible have a personal meeting with him, and please find out if he is suffering from any personal issue. Mr. Steven used to consistently deliver sales targets and he was a good employee, but his performance has drastically fallen in the last six months, and so has his behavior with the other employees.

I would be of the opinion that Mr. Steven should be given one final chance to improve in all accounts, then it is your prerogative whether to continue with his employment or not. I wish your urgent attention in this matter as efforts from my side have gone in vain.

Yours Sincerely,
Neville Jones
Sales Manager

We have provided you with a sample of how to write a complaint letter about an employee. This format is about a subordinate, in case you have to write a letter about a fellow colleague, you can use the same format, but make sure to make all the right changes. This letter cannot be used in the case of a complaint against your superior.