Writing a Formal Complaint Letter About Coworker

Knowing how to write a formal complaint letter about coworker can help you air your grievances. Having fantastic coworkers is essential for maintaining a positive working relationship.

Definition of a Complaint Letter

Complaint letters are letters made to authority to express dissatisfaction with a particular behavior or circumstance. Being a good employee requires getting along with coworkers.

However, having a challenging colleague with unpleasant peculiarities or undesirable behavior makes this impossible. In many circumstances, the best way to deal with a problem is to gently communicate with the person involved.

A complaint letter is a letter made by an employee to a company management or human resources professional. The letter is written to express an employee’s dissatisfaction about the activities of a coworker.

Complaint letters are useful at getting information to the right people who can deal with any instances of workplace antagonism that have arisen.

Reasons for Filing a Complaint Letter

1. Harassment

Especially sexual harassment is when one employee acts inappropriately toward another, either verbally or physically. Derogatory remarks, slurs, or inappropriate touching are examples of this. 

2. Employee Intimidation

It occurs when one employee makes another feel fearful or timid due to their behavior. Bullying, abuse, and blackmail are all forms of intimidation. 

3. Discrimination

This means when someone mistreats another person because of their age, sexual orientation, gender, race, handicap, or other characteristics.

Guidelines for Writing a Formal Complaint Letter About Coworker

The way you present your grievance letter can speed up the resolution of a problem. So it is important to understand how to write an effective formal complaint letter. The letter must be written in formal business writing and must use proper punctuation and grammar. This article contains some basic guidelines for writing a grievance letter.

1. Define the Issue

To do so using a complaint letter, start by defining the issue. Detail how your coworker’s behavior is harming your work when you explain the problem. Don’t make personal remarks about him or her.

Instead, explain how you must take up the slack if he or she is regularly late for work. Also, if he or she makes ethnic or racial insults to you and is breaking the company’s anti-bullying standards, include it in the letter.

2. Start Writing Your Letter

Then, write about your interaction with your coworker. Make a separate list for each incidence, including the dates.

“On March 11, 2020, I spoke with Dickson concerning his lateness to work,” for example.

He was consistently late to work for months now.” Provide the dates for all occurrences at this point in the letter.

3. Give Details of the Inappropriate Behavior

Write about how this person has impacted your ability to work in the third phase. “Because of Dickson’s aforementioned behavior, we are having a hard time meeting up with demands,” for example.

Outline your job responsibilities and your intention to satisfy them in your letter. Then state how your coworker’s behavior is preventing you from achieving your goal.

Also, mention that you would welcome your manager communicating with her about the problem because you have been unable to fix it with her. Then express gratitude to your supervisor for his patience.

4. Speak With the Manager

The final step is to meet with your manager and explain the problem professionally. If he or she fails to remedy the problem, take a copy of the letter to your human resources department.

Sample of Formal Complaint Letter About Coworker

Collaboration, awareness of nature, and maturity are all required when working with coworkers. Being a good employee requires getting along with coworkers.

However, having a challenging colleague with unpleasant peculiarities or undesirable behavior makes this impossible.

If you have evidence to back up your claim, you should put it in writing. The letter, like any other business correspondence or complaint letter, should describe the facts without calling anyone names or making emotive claims.

Format for Formal Complaint Letter About Coworker

Dear [HR],

My name is [name], and I’ve been a [marketer] for the past [5 years]. I am honored and delighted to be a member of this team.

Unfortunately, because of a single employee: [employee name], this fantastic experience is being spoiled.

Prior to sending this letter, I had exhausted all other choices and was obliged to turn to the human resources department for help.

It’s impossible to cope with [His/Her] constant disobedience and lack of conduct. It’s impacting my performance and making it difficult for me to complete my tasks. (Include examples of what happened, when it happened, and where it happened) Numbers, dates, and facts should be used to back up your claim.

I require your urgent assistance in resolving this issue and establishing a professional, friendly, and productive environment for all of us.

Thank you so much for your consideration.

Warm regards

To Wrap Up

The workplace should be a place for people to innovate, express themselves, and make a difference. The goal for any work environment is one where the workers are content and productive.

If you are experiencing a hostile, harmful, or disruptive workplace, file a formal complaint letter. It can help improve your workplace satisfaction and reduce workplace stress.