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Complaint Letter about an Employee

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 lhfmeris. moncler mens size chartso 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.


complaint letter

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Download Word DOC Download PDF This Complaint Letter about Daycare Facility is for use when lodging a complaint against a daycare facility which a family member attends. This letter sets out the names of the individual who attends the daycare (child, children or other family member) and the name of the facility. It also spells out in specific detail the complaint being lodged and that immediate action must be taken. A written Complaint Letter about a Daycare Facility will serve as a record of your concern or complaint. This record will be invaluable in the event further action must be taken against the facility. This Complaint Letter About Daycare Facility sets out the following: Parties: The name of the person who is in charge of the daycare facility and person making the complaint; Complaint: The name of the individual who attends the daycare and a detailed description of the complaint which the writer is lodging. Protect yourself by using our attorney-prepared up-to-date forms. This attorney-prepared packet contains: General Instructions Complaint Letter about Daycare Facility State Law Compliance: This form complies with the laws of all states Looking for something else?

Complaint Letter

What is a Complaint Letter?

You feel like complaining when you do not receive the things as per your desire. In businesses, people prefer to write a complaint letter when they feel disconnected towards a particular product or a company. Some of the people are afraid to write a complaint letter because they don’t feel good to be argumentative. Understand, that in such a letter you don’t have to express your anger or show any kind of negativity. The complaint letter is a request for an adjustment and so write it accordingly. In this letter, you can describe mistakes, errors or any kind of damage that you have faced in the past.

Today, businesses are expanding overseas to a greater extent. Hence, unintentional mistakes are bound to happen and so you must know the right way to deal with it. As a buyer, if you are suffering from the bad quality of services or any kind of financial loss, then you have the right to complaint. The complaint letter is written in such a scenario to the serve the purpose of complaint. It is important for you to make use of the polite tone while writing a complaint letter.

Things to Include in Your Complaint Letter!

When it comes to the complaint letter, here are the few things that you need to include:

First, it is important for you to describe your problem appropriately. Once you are done with describing your problem, your next step will be to state the outcome that you are expecting out of the complaint letter. It is important for you to include dates related to purchases of goods or services. You should also include the date when the problem occurred. Describe, if any kind of action you have taken from your side to fix the problem. Describe the actions that you may take if the problem is not resolved. State the time by which you want the concerned authorities to revert back to you. If required, you can attach the supporting documents.

Few Causes of Drafting a Complaint Letter

Here are the few causes of drafting a complaint letter:

Goods not delivered properly

There can be many problems related to the delivered goods like they are defective, underweight, old-fashioned, unfinished etc. Buyer can claim to the seller, only when the delivered goods are not up to the mark or the wrong package has been delivered to you.

Wrong pricing details

Sometimes seller can make a mistake in preparing an invoice for the shipped goods. You can complain about the same by writing a complaint letter.

Improper packaging

Faulty product or improper packaging of the product can give you the reason to write a complaint letter.

Violation of terms and conditions

If the seller has violated any kind of terms and conditions, then you can get the valid reason to write such a letter.

Problem with insurance coverage

When it comes to insurance coverage, if it is not made as per your instructions then you can consider writing such a letter.

Whatever may be the reason for writing such a letter, but it is important for you to make use of decent and polite tone.

Different Reasons When Buyer Makes Complaint Against Seller

Sending defective goods to you Delivering wrong products Delaying your consignment Delivering damaged products Sending wrong parcel to you Mistake with the delivered quantity of goods Unsatisfying services Wrong goods delivered at wrong place Improper behaviour of the staff members or salesperson Defective packaging that leads to damage of goods Billing mistake Dispatching wrong product in terms of colour, pattern, brand etc.

Features of Good Complaint Letter

What is the good complaint letter? The good complaint letter is the one that does not show any kind of confrontation or aggression. However bad you may feel, but it is important to maintain good tone while writing such a letter. Here are the features of good complaint letter:

It is important for your complaint letter to be concise. Writing the letter in a concise manner can make it easy for the reader to understand your motive behind writing a letter. The confidently and convincingly written letter can have more credibility. Such professionally presented letter are taken more seriously. Write a realistic letter by adding details related to products or services. You can also add details related to the dates, requirements etc. Adding realistic information in your letter can make it easy for the recipient to resolve your complaint. Your letter should be constructive so that it can encourage the reader to take the required action. For this, it is important for you to add positive statements in your letter. You need to write such a letter in a friendly manner and this is possible by using cooperative and complimentary tone.

Two Types of the Complaints Letter

There are many types of complaint letters written in the business world but mainly these are divided in to two categories. These two categories are:

Routine complaint letter Persuasive complaint letter

If there is any kind of routine mistake done by the seller, then you can write the complaint letter which falls in the routine category. The routine mistakes are those which can be quickly rectified in short time span. For instance, if the quoted amount for a particular product is $30 but the amount charged by the supplier is $35, then such mistakes can be easily rectified.

The complaints which fall in the persuasive category are difficult to justify. The related seller may or may not pay attention to this kind of complaints. For instance, you ordered a particular product for $30 but after placing an order you saw that the price has been reduced to $25. When you bring this to the notice of seller by writing a complaint letter, then the seller may or may not pay attention to it.

Complaint Letter Template

Your name Your address Email address and phone number Proper salutation like, “Dear Manager” Add proper subject line and date In the first paragraph, state your problem and add location as well as date In the next paragraph, explain key details related to the problems Inform about the enclosed documents State details related to the steps needed to be taken to fix the problems Close the letter with proper salutation