How to write a letter of complaint to human resources

How to Write a Complaint Letter to Human Resources with Sample

There are times that you face some kind of wrong behavior or pressure from your boss or coworkers while working in a company. Such issues are not to be neglected rather they should be reported to the Human Resource department so that management can take a quick action on it.

Here is a simple step wise process that you need to follow while writing such a complain along with a format sample for reference.

Stepwise Process for Writing Complaint Letter to Human Resources

  • Start with the past experiences or encounters with the employee
  • Talk about the incident that has taken place in the recent past. Make sure you cite a complete incident which reflects the improper conduct of the employee.
  • Now mention that this kind of behavior is against the policy of the company and must be corrected. Mention the kind of action that can be taken against him.
  • End the letter mentioning about correcting the behavior. Leave the final decision on the management.

This letter should have three copies. The main copy should go to the HR manager, one should be filed in the personnel file of the employee against whom the complaint is been made and last cop should go to the employee himself.

Sample Complaint Letter to Human Resources

Date: December, 05 th , 2014

Manager, Human Resources,

Dear Mr. Roberts,

I have been associated with ABC Software from past five years. I have an excellent record of finishing my targets on time. I have always been regular and prompt with my reporting. Despite this I feel that I have been discriminated. I feel this discrimination has been on the basis of my age and gender. In last two years, I have observed that lesser experienced employees have been promoted over me, they all had average working records and they all were males. From last three years, I am working on the same profile and all my juniors have been promoted. Moreover, I feel men are getting all the important projects so that they can have more opportunities.

I have made complaints on the same issue earlier but nothing has been done so far. These were made on 10 th June, 2014, 15 th August, 2014, 15 th September, 2014 and 10 th October, 2014. The form numbers for these complaints have been A123, A210, A256 and A312 respectively. I have always enjoyed working in the company but this kind of discrimination has left me with a bad feeling. It is really disappointing to see your efforts go unnoticed.

When I have joined the company, I was told that I will be given equal opportunities to perform but nothing seems to go in sync with the promises made. If the same situation persists then I will be forced to take some legal action against the discrimination.

It is not right to discriminate employees based on gender or age. It is a serious offence. I am hopeful that this matter will be resolved at the earliest.

Thanks for your consideration and I will be looking forward to hear from you.

How to write a letter of complaint to human resourcesWriting a Letter of Complaint to Human Resources

When addressing a complaint with your Human Resources (HR) Department, it is important to handle it in writing. You want to be precise, spelling out the details of the situation that has influenced you to write this letter. Be sure to handle things in a professional manner, no matter the nature of the complaint.

Address the letter to the appropriate HR personnel depending on the nature of your complaint. When in doubt as to who is most appropriate, address it to the head of the HR department. Begin your letter with a brief introduction as to who you are. This may include information regarding not just your name, but your current job title or position number. Depending on the size of the organization, quickly identifying yourself will help HR to act more quickly.

Next, begin by clearly stating the nature of the complaint. It should be a brief summary of the topic of the complaint, as well as naming the parties involved. This may include verbiage from internal documents, like employee handbooks or codes of conduct, or any applicable laws that may have been broken. Be specific and straight to the point.

Follow up with a more detailed accounting of the incident, or incidents. If you have precise dates to accompany the information, use them here to assist in establishing a timeline. If there is more than one complaint contained within the letter, separate them into individual paragraphs when possible. You may even wish to break it down with subheadings for clarity. This makes the document easier to read.

As previously mentioned, it is critical to remain professional while you craft this letter. If some of the language involved in the complaint is vulgar in nature, such as quoting an inappropriate comment made by a coworker, make sure this is clearly identified as a quote within the document. You may even choose to not spell out the entire word, using an asterisks in place of some of the letters for example, to lessen the harness in the letter itself. Otherwise, avoid vulgar language entirely if it is not a direct quote from a person involved in the complaint.

Once you have clearly stated the details of the complaint, go into a new paragraph where you can offer potential solutions. If you want HR to mediate a conversation between yourself and the other person involved in the complaint, state that now. The same goes for other requests, such as a change of work station or assignment to a new supervisor. Generally, it would be inappropriate to ask that someone be fired for the issues being described. If the issue warrants a termination in someone’s employment, that will likely happen naturally without your prompting.

Understand that these requests should only be made if they would solve the issue for you. It is also important to note that just because it is requested does not mean HR will deem it an appropriate solution. Close the letter with your name, signature and contact information.

Working with co-workers requires a high degree of co-operation, understanding nature, and maturity. Getting along with co-workers is essential to being a good employee. However, that is not easy when you have a difficult colleague with annoying quirks or unacceptable behavior. The best way to deal with such elements is to confront them and try to resolve issues right there, and if they don’t budge, the next probable solution is to report and seek help from your superiors. If you have evidence supporting your complaint, you may wish to put it in writing.
As with any business correspondence or complaint letters, the letter should state the facts without resorting to name-calling or emotional statements. Take a look at some sample complaint letter to HR about co-worker.

Sample Complaint Letter to HR About Coworker #1

Sample Complaint Letter to HR About Coworker #2

I have observed it at many occasions but have continuously ignored it. As for now, his behavior is getting irritable. Before it leads to anything serious, I decided to make you aware of all the situation so that you may take preventive steps.

Hope to hear positive from you.

Sample Complaint Letter to HR About Coworker #3

Name of Company:
Address of Company
Date :

Name of Employer:

I would like to report a conflict between me and the xyz person working in the sales department. There have been several incidents over the last few days, and I feel that it is time to report a formal complaint against him/her.

I would like to report the occurrences on record as follows:

On [Date], the aforementioned coworker and I had an argument over his habit of passing comments against me and few other coworkers. He has been doing it frequently, and no one confronts him for that. But after tolerating him for several days, I confronted him saying that whatever he did was unethical and not acceptable at cost. But despite that he continues to do so, and now time has come that you take cognizance of his behavior and enforce strict action.

His wrongdoings are not confined to that, he also has a bad habit of going into other people’s cabin, using their belongings, stealing things, and also using their personal computers. As I feel that I am a loyal and hardworking employee, I feel concerned about the situation as it affects me as well as others due to the ordeal created by that person. It has affected many in the past and has caused tremendous trouble to existing and has made my work almost impossible. I would like to resolve this issue as soon as possible and request you to understand my situation and take appropriate action.

Name of Employee

Position in Company

Name of Company
Address of Company

Signature of Employee

Sample Complaint Letter to HR About Coworker #4

I would like to report a conflict that has arisen between me and __________________, my fellow coworker in the ________________________ department. There have been several incidents over the last ___________ months, and I feel that it is time to lodge a formal complaint.

I would like to report the occurrences on record as follows:

On ______________, the aforementioned coworker and I disagreed about _______________________________________________. The coworker then proceeded to _________________________________________________________________.

The coworker has repeatedly _______________________________________________, on at least ___________ occasions.

I have felt harassed and belittled by ____________________, and have suffered stress and verbal abusive on numerous occasions.

I understand that it takes two people to have a conflict, and that I have been responsible for _______________________________________________________________. However, I am actively seeking a solution now. I would like to request that either ______________________________ and I be assigned to different projects/departments, or that a mediation session take place with a third party present.

I am a hardworking and loyal employee, but the stress of this situation has given me undue anxiety about coming into work. I would like to resolve it at your earliest convenience. Thank you for your time and understanding.

There are several types of behavior in the workplace that can be termed as harassment. Sexual harassment may be the most obvious, but harassment may be based on race, religion, age, disability, national origin and gender.

If a person feels intimidated or receives threats and physical assaults in the workplace, it is harassment. Verbal harassment may include offensive jokes, derogatory remarks or slurs related to personal characteristics.

Federal Laws

There are federal laws that prohibit discrimination and harassment in the workplace. No one is required to tolerate harassment in the workplace and if it happens, a complaint letter to a supervisor or human resources person will bring the issue before the proper authorities.

Before taking any steps, the victim should review the employee handbook for any policies or recommendations for handling workplace harassment.

Write Down The Details

When harassment takes place, the victim should immediately write down the details. The human resources person or supervisor will want these details, and they will be necessary to include in a complaint letter.

They should be written down while they are fresh in the victim’s mind because it is not uncommon for victims to postpone telling anyone about the harassment for some time due to embarrassment.

  1. Who did the harassing and what is their relationship to the victim? It may be a supervisor or a co-worker and need not be from someone of the opposite sex.
  2. When did the harassment act occur? This includes the date and time as well as the location. The exact mode of harassment should be mentioned as well as how the victim responded. For example, did the harasser touch the victim, send a note or verbally abuse him or her.
  3. If there was a witness to the harassment, their name and job title should be included.
  4. Keep any tangible evidence of harassment such as emails, notes or voicemails.

The complaint letter should be written in formal business style. It should be addressed to the person concerned not To Whom It May Concern.

For example, it should be addressed to the name of the human resources person or the employer. If the victim doesn’t know the name, he or she should make a call to learn the name.

First Paragraph

In the first paragraph of the letter, the victim should state that he or she wants to lodge a complaint about harassment and give the name of the harasser.

The human resources person may not know the victim or harasser personally, so it is important to put the harasser’s job title and relation to the victim. For example, he may be a co-worker, supervisor or employer.

Second Paragraph

In the second paragraph, the victim can mention the type of harassment, how long it has been going on and if it is still continuing. If the victim approached an authority and reported it verbally, that should also be mentioned.

It is important to mention the exact type of harassment even if profane language or unpleasant physical contact was made.

The human resources person needs to know the exact nature of the harassment to decide the best response.

Stick To The Facts

The victim should stick to the facts, and not assume any legalities of the situation. He or she should just mention facts and not make assumptions about the harasser or draw conclusions about the situation.

Any legal advice will be given by those qualified. It should also be mentioned if any previous complaint was made and if it changed or stopped the harassment.

The consequences of the harassment on the victim should also be mentioned. It may include severe embarrassment, mental anguish, unnecessary tension and stress at work or other personal distress.

Below is a sample complaint letter for harassment in the workplace:

Sample Complaint Letter About Workplace Harassment

Your Name
Address
Phone Number

Name of Recipient
Designation of Recipient
Name of Organization
Address of Organization

Dear Name of Recipient:

I am writing this letter to inform you about racial slurs and vulgar jokes that have been directed at me for the past month by a co-worker, [Name of Harasser].

I hold the position of [POSITION] in the company and have been employed for two years, with excellent work evaluations each year.

The harassment began on [DATE] when I was first transferred to this department and he said he didn’t like having a nigger in his department. It has continued almost every day since.

On [DATE] he said I look like dark chocolate, did I taste as good.

On [DATE] he sent me an email that said I should be working in the jungle.

On [DATE] he sent a voicemail that said niggers didn’t belong in this company.

I told my immediate supervisor about the situation after the second incident but [Name of Harasser] has not stopped.

While most of the slurs have been verbal, I have the recordings of two voicemails and one email from [Name of Harasser].

I also have the collaboration of two witnesses, [Name of Witness one] and [Name of Witness two], who have heard the verbal abuse.

I want to bring to your notice that I am undergoing severe mental anguish and embarrassment at work that continues at home as tension and stress about coming to work the next day.

The harassment is affecting my relationship with my family and is affecting my performance at work because I know I could concentrate better if I was not afraid of when the next jibe would come.

I request that you kindly take up the matter and take any necessary action.

Your Signature
Your Name

The victim may be diffident to write the letter, so it never hurts to get the help of a senior advisor that he or she trusts.

The victim should make several copies of the letter and sign each copy. He or she can send the letter to other parties if desired, once the formal letter has been received.

It is recommended to send a hard copy by registered mail, so the victim has proof that it was received.

The victim should realize that when the human resources person investigates the incidents, the details would become public knowledge.

It is very often noted that somebody in an organization feels that they are not being treated how they must be. It is sometimes while people are junior and expect to be taken a little more seriously or when one gender feels ignored.

In these cases you need to first write to your reporting manager and if the problem still persist, write to the higher management and make sure your doubts are cleared and you get equal and fair treatment in the company.

Complaint letter to Employer Unfair Treatment

Complaint letter to Employer Unfair Treatment Sample 1

Department of Human Resources,

Foglinwood Fresh Juice, London

Subject: Complaint Letter for Job Promotion

Respected Mr. Brooms,

I, Logan Dayson, the Junior Marketing Manager at Foglinwood Fresh Juice, am writing this letter to make a formal complaint regarding the job promotions which are being granted recently to the less deserving candidates in the company.

Sir, I want to bring to your notice that I have been working hard in this company for over five years now. I have been promised a promotion for a long time now but didn’t receive any yet nor any appraisal. And I see candidates with less work experience around me are getting promoted. This seems to be highly unfair behavior.

I have given everything to this company and performed dedicatedly for the past five years. There is not a single complaint regarding my work and behavior, but still less deserving candidates are chosen for promotion.

I would request you to please look into this matter as soon as you can. And I am not the only employee who feels this way, there are other employees as well who are not happy with these decisions.

This becomes a serious matter to ponder upon as this type of action from the HR Department gives us a feeling of being treated unfairly and hinders our motivation for work, and no employee would like that environment at their workplace, especially when we work in a codependent team structure.

Hence, I urge you to kindly make the promotion at our office system a little more transparent and fair.

Foglinwood Fresh Juice,

_____________________________________________________________________

Complaint letter to Employer Unfair Treatment Sample 2

December 2, 2019

Department of Human Resources,

Santiago Productions, London

Dear Mrs. Gravis,

I have been working as a Business Development Executive for Santiago Productions for the past 3 years. However, as an active part of this working environment, I feel it my duty to formally report a complaint against a fellow employee, named Mr. Eric Sampson.

While I believe that this is a serious accusation to be made against a fellow employee, I believe that this is accounted for, based on the following grounds:

Our team does all the work based on the intel provided by their department and many people in our department happen to friends with him and hence they get all the information required, on time. But I have always been ignored by Mr. Eric and I have reasons to believe that has something to do with me being the only woman in our department.

I believe he doesn’t take me and my work seriously because of my gender, this becomes pretty evident in the way he phrases his mails as a reply to me when I follow up on updates. I have attached some of the mails here to justify my point of view in the matter.

This is a problem that needs to be addressed as soon as possible, considering that there is a need for more professionalism in the workplace. Other than that, it has also been preventing me from being productive at my job and performing the best of my potential which causes hindrance in my development at this company.

Therefore, I ask for your assistance regarding this matter. Kindly take the time to look over these issues and investigate this matter further.

Have a nice day.

Mrs. Kavina Pilot,

Business Development Executive,

Complaint letter to Employer Unfair Treatment Sample 3

October 21, 2012

Department of Human Resources,

I am writing this letter to lodge a complaint formally against my boss, Mr. Eric Smith. I feel that I am being given unfair treatment because of my gender.

Although Mr. Smith has been nothing but nice to me in all his behavior, I feel that he passes me up for important tasks and always gives out more important duties to the men in our team.

At first, I thought I wasn’t getting the same quality or amount of work like the rest of my coworkers maybe because I was new to the team. However, once I felt I have proven myself to Mr. Smith by all the hard work I put into work, I expected him to consider me for the same types of jobs as the rest of the team.

It wasn’t until a new employee joins us—a less experienced, less educated, under-performing one—that I started to worry about this whole situation.

I asked Mr. Smith if there were anything that I could improve upon, but in his words, my work was perfect. When I asked him if I could be considered for more important accounts, he said that I wasn’t “ready yet for those.” I have been an employee at this firm for over more than two years now.

I always receive some of the highest employee evaluation marks in my department, but I still seem to not be over for a number of key projects. I thought maybe it was all in my head until some other employees began to notice it as well. They suggested that I am not given the same treatment because I’m a woman.

I would really like to move up in this company, but I’m starting to feel like I’ll never be promoted if I keep receiving this unfair treatment by my immediate superior. I haven’t been able to work these concerns out with my boss directly, so I would like to request that a mediator from HR intervene as soon as possible.

I feel that a neutral party would be able to look at my performance reviews and employee history that proves my point and be able to resolve this problem.

Discrimination is unfair treatment based on a protected class, such as age, sex, race, and religion. The effects of discrimination reach far and wide and can hurt an individual’s mental and physical health, productivity, and more.

But how common is discrimination in the workplace? According to the Equal Employment Opportunity Commission (EEOC), employees reported 68,000 cases of workplace discrimination in 2020 alone.

If you are a victim or witness of discrimination , this article will explain what qualifies as discrimination, the steps you need to follow to file a complaint with EEOC, and how to draft a formal discrimination complaint letter. We’ll also introduce you to a safe and anonymous way to report your grievances through DoNotPay .

What Qualifies as a Discrimination Claim?

It is illegal to discriminate against someone based on a protected class. Some of the most common protected classes include:

  • Race
  • Religion
  • Sex
  • Pregnancy
  • Gender Identity
  • Sexual Orientation
  • Disability
  • Age
  • Skin Complexion
  • Pregnancy and Maternity
  • Marriage

If you’re being treated unfairly because of the reasons mentioned above, you can file a workplace harassment complaint or discrimination claim .

How You Can Proceed to File a Discrimination Complaint

In most cases, you should report cases of discrimination with Human Resources first before escalating the case to a state or federal agency. To do so, read through your Employee Handbook to see how you can move forward with filing a discrimination complaint. If you work for a company that does not have a HR department , you can raise your concerns directly with your manager or boss.

If your HR department refuses to listen to you, you can also file your complaint through government channels like the ones listed below:

U.S. Department of Health and Human Services

200 Independence Avenue, S.W.

Room 509F HHH Bldg.

Washington, D.C. 20201

Either print and mail them by post or simply send them as an email attachment.

Sample Discrimination Complaint Letter

Here is an example that you can use to draft your discrimination complaint letter:

May 28, 2021

Natalie Lee Marketing Associate

Zoe Hiles Human Resources Manager

Re: Formal Complaint Against Daniel Brown For Discrimination

Dear Ms. Hiles:

My name is Natalie Lee and I have been working at the firm since May 2020. I am writing this letter to file a formal complaint against my manager, David Brown, with whom I have been working with for two months since March 2021.

On May 26, David said in a meeting that “Zoe will never become a manager because we don’t promote lesbians here”. This homophobic comment was also heard by William Wang from Sales Department and Kate White from Finance Department. Please find attached witness statements.

This is a blatant case of discrimination and has significantly undermined both my productivity and my mental health. Therefore, I am asking for your help in resolving this issue. I hope that we can meet as soon as possible to move this case forward.

Yours sincerely,

Marketing Associate

File a Discrimination Complaint Through DoNotPay

Though filing a discrimination complaint is extremely important in maintaining a healthy work environment, it can have drawbacks, including potential retaliation from your employer. Fortunately, there’s a way for you to submit HR complaints anonymously. By using DoNotPay, you can deal with complex HR issues through a streamlined process that guarantees anonymity. All you need to do is:

    Access DoNotPay and search for the Anonymous HR Complaint product.

How to write a letter of complaint to human resources

How to write a letter of complaint to human resources

That’s it! After that DoNotPay will deliver your anonymous discrimination complaint to your employer or HR department.

What Else Can DoNotPay Do?

Have another grievance about work? DoNotPay can also help you with filing:

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How to write a letter of complaint to human resources

Sending a complaint letter to HR is an important step in documenting a serious workplace issue. In addition to alerting HR to the problem, your letter provides a record of your complaint. Your complaint is more likely to get the attention it deserves if you briefly state the facts and carefully proofread your letter for factual, spelling and grammatical errors.

State the Problem

Begin the letter by briefly stating the problem. For example, “I am concerned about unsafe conditions in the accounting department.” If your human resources manual details how employees should approach complaints, mention this fact. You might write, “As mandated by HR policy, I have discussed this matter with my supervisor on several occasions, but no action has been taken to address the problem.” Explain that as per company policy, you are now registering a formal complaint and would like HR to investigate the situation.

Detail the Problem

Explain the problem in detail. The HR Zone website suggests splitting the complaint into bullet points that cover the different aspects of your grievance. One bullet point might mention the date that water began leaking into the accounting department, along with the action you took to report the leak. Another might list the date that an employee slipped on the wet floor, while another might mention the mold problem that is the cause of employee health problems. Explain what you did to report or remedy the situation and attach copies of emails, correspondence or other supporting materials, including lists of witnesses to any events.

Propose a Solution

Explain what you would like the company to do to address the problem. In the case of a leaky, moldy office, you might ask that the department be moved to another location while the roof is fixed and the mold removed. If the complaint involves difficulties with co-workers, you might request a meeting to clearly detail individual responsibilities or duties. Although the company doesn’t have to implement your solution, it’s important to let HR know that you have put considerable thought into the problem and are invested in the outcome.

Request a Reply

End the letter by asking that HR acknowledge receipt of your letter in writing. A written reply provides evidence that your complaint was received. Mention that you are available to meet with HR to discuss the problem in more detail if needed. State that you would like to receive a response explaining what HR will do to remedy the problem in 30 days or in the time limit noted in your HR handbook. Mention that you expect your complaint to be handled discreetly and confidentially. Thank HR for its consideration of the matter and provide your contact information.

I am Hedda Ibsen and working in your organization for the last five years on the post of assistant import and export. The purpose of writing this letter to you is to register a complaint against the manager of our organization who treats his employees very poorly. Being the manager of the organization, his duty is to behave well with all staff members but his behavior is biased towards some employees.

I have been selected on a fair basis, but he treats me as if I have been selected on someone’s request. I perform each task with full hard work and work in extra hours too if there is any need for it. Moreover, I have been graduated from the renowned university of the town, but last month’s incident made my heart wrenched and I am not focusing on my work properly. Actually, last month he hired one of his relatives on the post of assistant manager and through some reliable resources, I came to know that the person is hardly qualified. While he didn’t promote me and stopped my promotion by saying that I am not highly qualified.

Keeping in view the above-mentioned circumstances I request you to take strict action against this unfair dealing of the manager to his employees. I am writing to you all this to request you to come to visit the branch and have a look at all this matter. This unprofessional way of dealing has not only lowered the morale of mine, but all the staff members are feeling the same.

I hope that you will do something to stop this unfairness and I want to request you not to take my name in front of the manager that I have asked you to come. Thanking you in anticipation.

How to write a letter of complaint to human resources

Warning letter of unprofessional behavior of a manager

Sample -2

2 March 2020
George Hamilton
CEO SSS branch
Bedfordshire, 5555

Dear Mr. Hamilton,

I hope you are doing well. I am writing you this letter to draw your kind attention towards a rising issue in our XYZ branch because of the newly appointed manager. Not only me but all the staff members of this organization are fed up with new manager due to his abusive language and watching female employees with lustful eyes. From the day he has come here, a kind of fear has developed amongst everyone here because on small things he threatens to exclude us from the job. This was not the case before his appointment here. We all were satisfied with our ex-manager here.

Last week Miss Julian, the employee here, he called her into his office for checking files. Upon entering he closed the doors and tried to harass her. Fortunately, two or three people were passing by at that time near his office then she called them loudly and they rescued her from him. We cannot bear this kind of happenings in the organization and don’t feel safe working here now under him. Moreover, whenever he calls anyone from the staff, he uses very rough language and behaves unprofessionally. Therefore, I request you on behalf of all the staff members that you should transfer him as soon as possible because we are not feeling secure.

I hope that you will take prompt action to handle this ongoing situation. We all would be very thankful to you if you make an arrangement for his transfer. Thanking you in anticipation.