Sometimes, workplace situations can make you feel uncomfortable, violated, or wronged in some way. It could be a coworker’s behavior, a manager’s action, or even a company policy that seems unjust. It could also be sexual harassment, unfair treatment, or a workplace conflict.
In such cases, writing a letter of complaint to HR becomes necessary.
Drafting the perfect complaint letter to HR can be daunting, especially when you are upset or angry. However, a well-drafted complaint letter can help you articulate your concerns effectively and get the desired resolution.
What Is an HR Complaint Letter?
An HR complaint letter is a written document that communicates your grievances to the HR department of your company. It should be a clear, concise, and factual representation of your concerns.
Writing a letter of complaint to HR is a formal way of registering your complaint and is a critical step in addressing workplace issues.
What is an HR complaint letter used for?
The function of an HR complaint letter is to communicate your concerns to the HR department of your company. It helps the HR department understand the situation and take appropriate action to resolve the issue.
You can write a complaint letter to HR if you are experiencing unacceptable occurrences in your company. When you write a complaint letter to HR, provide them with evidence of the problem and ask for their help resolving it.
Writing a letter of complaint to HR
Writing a complaint letter to HR can be challenging, especially when feeling emotional or upset. Follow these steps to write the perfect complaint letter.
Provide relevant information
Your complaint should be the sole focus of your letter. Get straight to the point after the polite greeting, as with any formal letter. Stick to the facts and avoid making personal attacks or accusations. Please focus on the specific behavior or action that has caused the problem and how it has affected you.
Be aware that your HR manager will demand brief but useful information. Demonstrate your professionalism by keeping your letter brief and including only pertinent information. Avoid discussing issues unrelated to the matter, as this will suggest to your HR manager that you’re not serious.
Provide supporting evidence
Your objective is to persuade the HR manager of the validity of your complaint. You can do this by justifying your case. If you have any documentation, photo evidence, or witness statements, attach them to the letter as proof.
You may also discuss how the conflict violates the company’s corporate rules. Serious issues like allegations of racial discrimination, sexual harassment, and intentional physical violence must be supported by reliable evidence.
Never sound personal in a letter of complaint about an unfair promotion, excessive work hours, or a superior’s disregard for tasks. Since these issues are work-related, you must maintain a professional demeanor.
You can express concern for the company’s welfare, especially your coworkers. But for personal work issues relating to physical or sexual harassment, personalize your letter explaining how the situation affects your workplace performance. However, you must still maintain professionalism.
Urge HR to Implement Remedial Measures
As your letter’s final statement, encourage your HR manager to take corrective action to resolve the conflicts. Corrective actions could include employee evaluation, an investigation, employee sanctions, or suspensions.
What to include in a letter of complaint letter to HR
When writing a complaint letter to HR, there are certain elements that you should include to ensure that your concerns are adequately addressed.
Here are some essential elements to include in your complaint email:
- Introduction: Begin your letter with a clear and concise statement of your complaint. State the specific issue and how it has affected you.
- Background information: Provide some background information on the situation. This can include the incident’s date, time, location, and other relevant details about the people involved.
- Evidence: Provide evidence to support your claim. This can include documentation, witness statements, or any other relevant information.
- Impact: Explain how the situation has impacted you. This can include emotional or psychological effects and a negative impact on your work.
- Request for action: Clearly state what you want the HR department to do to resolve the issue. This could be an apology, disciplinary action, or changes to company policy.
- Conclusion: End your letter by summarizing your concerns and thanking the HR department for their attention.
Tips for Writing A HR Complaint Letter
Here are simple tips to help you write a mind-blowing complaint letter to HR:
- Take some time to calm down and collect your thoughts before writing the letter. Writing a letter when you are feeling emotional can lead to an unprofessional tone and can reduce the effectiveness of your message.
- Be concise and transparent in your letter. Use simple language and avoid technical terms or jargon to avoid incomprehension issues.
- Use numbered lists or bullet points to organize your thoughts and make the letter easy to read.
- Be professional in your tone and language. Avoid using profanity or aggressive language that could be seen as harassment or discrimination.
- Use a clear subject line that summarizes the issue. For example, “Formal complaint about Manager X’s behavior.”
Letter of Complaint to HR: Sample
Subject: Formal Complaint About Manager X’s Behavior
Dear HR Department,
I am writing to lodge a formal complaint about the behavior of Manager X.
On [date], Manager X [describe the specific behavior or action that is the cause of your complaint]. This behavior has had a significant impact on me and has created a hostile work environment.
I have been an employee at this company for [number of years]. And have always strived to maintain a positive and professional relationship with all my colleagues. However, Manager X’s behavior towards me on [date] was unprofessional and unacceptable.
[Provide background information about the incident. Include the date, time, location, and any other relevant details. If there were witnesses to the incident, mention their names and contact details.]
I have attached [documentation/witness statements/other evidence] to support my claim. This evidence clearly shows that Manager X’s behavior was inappropriate and unprofessional.
This incident has had a significant impact on me. It has made me feel [describe the emotional or psychological effects of the incident]. Furthermore, it has affected my work and job performance as I struggle to concentrate and be productive.
I request that the HR department take immediate action to address this issue. An apology from Manager X, and a sensitivity training to prevent future incidents will be fair resolutions.
I would also like to meet with HR to discuss any further steps that need to be taken.
Thank you for your time and consideration. I appreciate your prompt response.
Writing a mind-blowing complaint letter to HR can be challenging, but ensuring that your concerns are appropriately addressed is essential. Provide evidence to support your claim and clearly state what you want the HR department to do to resolve the issue. Remember to remain calm, stick to the facts, and be professional in your tone and language.
By adhering to these guidelines, you can create a clear, concise, and compelling complaint letter to get the desired resolution.
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