Further things to consider when writing complaint letters to human resources Complaint Letters Complaint letters are letters written to a certain authority to address an unacceptable or unsatisfactory behavior or situation. They are used to address any offense, wrongdoing, grievance, or resentment arising out of products or services. Basically, complaint letters are used to raise concerns about unfair doings and seek a productive outcome. Some of the most common mistakes people complain about include defective or incomplete order, abnormal delays in sending consignments, mistakes in bills or reminders for payment, dispatching products of wrong quality, or even a neighbor's misconduct.
However, that is not easy when you have a difficult colleague with annoying quirks or unacceptable behavior.
In many cases, the best way to handle a problem is to calmly speak to that person about the situation. If your co-worker has a volatile personality, then you are better off taking the matter to your boss. If you have evidence supporting your complaint, you may wish to put it in writing.
Frame the Issue Before you lodge a complaint, examine its relevance. If you are annoyed by moodiness, whistling, gum chewing or sighing, your manager might dismiss your complaint as frivolous.
If you are having trouble with a coworker and are wondering what steps to take, be sure to document your situation, confront the person, and, should none of this work, then proceed to . Because a complaint letter will be a permanent mark against an employee, and will be kept in his file as a record, it should be a last resort. That is, you have exhausted all other efforts to correct an employee’s behavior or performance, but to no avail. Have you been discriminated against at work? A manager or co-worker has discriminated against you. Or, How to Write a Discrimination Complaint Letter. David Zatuchni graduated from Northwestern University School of Law in Since that time, he has exclusively practiced in .
Be honest about your reasons for coming forward at this time. First, examine your reasons for filing a grievance.
If your behavior has contributed to the problem, consider how you might try harder to resolve it without involving management. State Reasons for Writing Start the letter by briefly stating your reason for writing it. If you have already tried to handle it on your own, share that information, too.
Despite repeated attempts to address the problem, Susan refuses to listen or consider my feelings. Provide Chronology of Events Next, write what happened between you and the employee. List each incident separately and the respective dates. Stick to the facts and maintain a neutral tone when describing what happened.
On Monday of this week, I repeatedly confronted Susan about her loud talking, boisterous laughing and off-color jokes, which disrupted my phone conversations with three major clients. The same thing happened this morning when I was taking a phone order. Again, I spoke to Susan about it.
Instead of apologizing, she said I should lighten up. State Desired Remedy Write how the co-workers's actions affect your ability to work. State your job duties and your goal to meet them.
Say that you would appreciate the company's help in stopping behavior that doesn't belong in the workplace. Make a photocopy of your signed and dated letter.
I am concerned that her actions are hurting the reputation of the company. I would appreciate it if you could explain to her why this behavior needs to stop. Personally Deliver the Letter to the Boss Approach your manager professionally and explain the situation.
Then present the letter to your boss. If you boss is unable or unwilling to deal with it, contact your human resources department. Give HR a copy of the letter.A co-worker filed a baseless HR complaint against me.
Now I have to meet with the HR manager. How do I respond? Update Cancel. 1st -Write your defense outline and back it up with documents. Don't go into the HR manager's office without those. If a team of employees petition against a co-worker.
Workplace Complaint Policy. When co-workers have a complaint, one of the first steps to take in resolving the matter is to refer to the workplace complaint policy.
If you are writing a second or third ‘warning’ complaint, you may need to have your personnel department check the letter before you send it. Avoid confrontation Whatever your rank in relation to the colleague and whatever the nature of the complaint, try to avoid a confrontation.
Warning. Unless circumstances are extremely dire, it is usually best to write a formal complaint letter only when requested. Because the letter will become part of your permanent employee file, frivolous or emotion-laden letters may reflect poorly on you later on down the line.
SAMPLE Response To Complaint About Employee: Prior to responding to a complaint about an employee, make sure you understand the facts. Talk to anyone involved in the incident as well as the employee accused of misconduct.
In the scenario which is the basis for the sample email below, two. A grievance letter against a colleague is advisable when offensive behavior is discriminatory, severe or chronic.