Writing a formal complaint to Human Resources is a necessary step to ensure serious workplace issues are addressed. This guide provides a clear process for constructing a professional and effective complaint. Following a structured approach helps present your concerns clearly and prepares them for review.
When to File a Formal Complaint
Many minor workplace disagreements can be resolved through direct, informal conversation. This approach is faster and helps maintain working relationships. A formal complaint becomes appropriate when an issue is serious, persists despite attempts at informal resolution, or involves significant misconduct.
Situations that warrant a formal complaint include harassment, discrimination, safety violations, or clear breaches of company policy. For example, ongoing discriminatory remarks or ignored safety hazards are grounds for a formal complaint. This process creates an official record and obligates the company to investigate.
What to Do Before You Write
Before writing, gather all information that supports your case. Collect any physical or digital evidence, such as emails, instant messages, or other written communications that document the issue. Create a detailed log of each incident, noting the specific dates, times, and names of any witnesses.
Where applicable and permissible, photographs can also serve as documentation. You should also review your company’s employee handbook or intranet for specific procedures or forms for filing a complaint. Following any designated process ensures your complaint is handled correctly.
Key Elements of a Formal Complaint
Your Contact Information and a Clear Subject Line
When submitting your complaint via email, include your full name, job title, and department. Use a clear subject line like “Formal Complaint Regarding Workplace Conduct” or “Formal Complaint of Harassment” to inform HR of the email’s nature.
A Factual Description of the Incidents
Describe the events factually and objectively, avoiding emotional language or speculation. Stick to what happened, presenting the information in chronological order if possible. For instance, instead of saying a coworker is “always rude,” describe a specific instance: “On [Date], at approximately [Time], [Coworker’s Name] said ‘[Exact Quote]’ in the presence of [Witnesses].”
The Individuals Involved
Clearly identify all individuals involved in the incidents. Provide their full names and job titles, if known. This includes the person whose behavior you are reporting and any individuals who witnessed the events.
Dates, Times, and Locations
Providing specific dates and times for each incident lends credibility to your complaint and gives investigators concrete points of reference. Be as precise as possible, noting where each event took place, whether in a specific meeting room, the breakroom, or online.
Any Witnesses
If anyone else was present during these incidents, their accounts can corroborate your complaint. List the names and job titles of any witnesses for each event you describe to provide HR with additional sources of information.
The Impact on Your Work
Explain how the situation has affected your ability to perform your job. This could include creating a hostile work environment, causing stress that impacts your focus, or directly impeding your tasks. For example, you might state, “These actions have created a stressful environment that makes it difficult to concentrate on my duties.”
Supporting Documentation
Refer to any documentation you have gathered, either by attaching it or stating it’s available upon request. Clearly identify each document, such as, “Attached is a copy of the email from [Name] on [Date],” to provide tangible evidence.
Your Desired Resolution
Conclude your complaint by stating what you would like to see happen. Your desired resolution could be a request for the behavior to stop, mediation to resolve a conflict, or an investigation into the matter. Be realistic and professional in your request.
How to Structure and Write the Complaint
When writing your complaint, maintain a professional tone. The structure should be simple: an opening statement, a body detailing the incidents, and a closing statement. Begin by clearly stating the purpose of your letter, for example, “I am writing to file a formal complaint regarding…”
Organize the body with clear paragraphs, addressing each point separately to enhance readability. Refrain from including threats or demands, as your objective is to inform HR so they can take action. Before sending, proofread the document carefully for errors. Having a trusted person review it for clarity and tone can also be beneficial.
What to Expect After Submitting
After submitting your complaint, you should receive an acknowledgment of receipt from HR within a few business days. HR will then likely launch a formal investigation. This process involves interviewing you, the person named in the complaint, and any witnesses.
Confidentiality is a standard principle, and HR will keep the details as private as possible, sharing information only on a need-to-know basis. You are protected from retaliation for filing a complaint in good faith. Retaliation is any adverse action taken against you for filing the complaint, such as being fired, demoted, or subjected to a hostile work environment. Laws like Title VII of the Civil Rights Act of 1964 make it illegal for employers to retaliate for reports of discrimination or harassment.