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The Proper Way to Write a Letter of Complaint to Human Resources complaint letter

wiki How to Write a Letter of Complaint to Human Resources Four Methods: Sample Letters Complaining About Harassment Writing a Letter on Another Issue Taking Next Steps Community Q&A

Is your boss threatening your job if you don't "see things his way?" Is a coworker sabotaging you or taking credit for your ideas? The workplace can be stressful enough without these issues to deal with. It's time to act. Write down important details about your complaint and put them in a letter to Human Resources (HR). If HR has a complaint form, use that instead.

Steps Sample Letters Sample Sexual Harassment Letter of Complaint

Sample Emotional Abuse Letter of Complaint

Sample Unfair Treatment Letter of Complaint

Method 1 Complaining About Harassment 1 Identify workplace harassment. Sexual harassment is one form of workplace harassment, but it isn’t the only form. You can harassed on the basis of sex, race, color, religion, national origin, disability, age, or genetic information. [1] Consider the following behaviors, which might qualify as harassment: derogatory remarks or slurs based on the protected characteristic intimidation threats and physical assaults telling offensive jokes 2 Write down details about the harassment. You’ll want to give Human Resources as much information as possible. Accordingly, you should sit down and write down the following: [2] Who harassed you and their relationship to you. You can be harassed by a supervisor or by a co-worker. Also, the harassment can come from someone as the same sex as you. When each harassing act occurred—date, time, and location. Also write down what the person said or did, and how you responded. Who witnessed the harassment. Write down their names and job titles. What tangible evidence you have of the harassment. For example, you may have harassing emails, voice mails, or notes. 3 Format your letter. Set up your letter like a standard business letter . If you know the name of the contact in Human Resources, then include that in the salutation. Call and ask if you don’t know. 4 Introduce yourself and your purpose. In the first paragraph, you should give HR some idea why you are writing to them. For example, you should state that you want to lodge a complaint about harassment and identify your harasser. 5 Lay out the facts of the harassment. Be clear and get to the point. [3] You want to provide enough information that HR can see there is a harassment problem that needs investigation. Explain where and when the harassment occurred, as well as who witnessed it. Describe the incidents in chronological order, which is the easiest for people to understand. In some larger organizations, HR might not know everyone, such as a coworker. You should identify who they are, e.g., “Jason Jones, who works in the cubicle next to me, saw our boss make the obscene gesture.” Stick to the facts. You shouldn’t make any kind of allegation or charge that you can’t back up with proof, such as your written memories or a witness. For example, don’t speculate about your boss or coworker’s motivation for what they said or did. You don’t know that. 6 Explain how you responded. This is legally important. Harassment is only illegal if it is unwelcome. [4] If you welcomed the harassing behavior, then you haven’t been harassed according to the law. You should state what you did or said in response. For example, you might have told someone not to touch you. Also explain if you tried to resolve the issue. For example, you might have met with your harasser to ask them to stop making sexually-explicit jokes. Remember to explain how the harassment made you feel. For example, you might have had trouble working in a team with the person who was harassing you, which caused you to skip work or perform below your usual standards. 7 Propose a solution. At the end of the letter, you should state what you want from HR. For example, you might want to be transferred to a different department. You can also request that HR investigate and punish your harasser. However, you should probably avoid telling HR to “fire” your harasser. That’s their judgment to make. Remember to end the letter by thanking HR for their time. Insert “Best” or “Sincerely,” and then sign the letter. 8 Avoid using offensive language. Although you may be angry, you should try not to show it. Using foul language can only undermine your ability to get help. In fact,, the person reading the letter might become angry at you. [5] Instead of writing, “I’m so pissed right now,” write “I am angry.” Instead of “my boss is a bigot,” write “Mr. Jones intimidates me by repeatedly yelling at me using racial slurs.” 9 Send the letter to HR. After you sign your letter, make a copy before sending it. Also hold onto any supporting documentation, such as emails, voicemails, notes, or witness statements. You may need to share them if HR opens an investigation. Method 2 Writing a Letter on Another Issue 1 Identify why you want to complain. There are many issues you should bring to the attention of Human Resources. For example, you might want to complain about the following: You haven’t been paid properly: your company might be withholding pay, not calculating it properly, etc. You have not received what you have been promised under your employment contract. Your boss or coworkers are bullying you. Some abuse doesn’t qualify as workplace harassment. Legally, harassment must be based on a protected characteristic, such as race, gender, religion, age, etc. [6] Nevertheless, someone might bully you simply because they don’t like you, and you should report them. For example, a coworker might say something that makes you uncomfortable. A random sexually-charged joke might not qualify as sexual harassment. However, there’s no reason to put up with it. You can report inappropriate behavior that makes you uncomfortable. 2 Gather facts. You have to imagine the HR employee who reads your letter. They might not even know who you are, and they have no reason to believe you. For these reasons, you’ll need to fill your complaint letter with facts. Gather the following: What happened, when and where. If you’ve been bullied, write down the details. Who is involved (your immediate supervisor, coworker, employee in a different part of the organization, etc.) How you attempted to resolve the issue. Did you talk to a supervisor? Ask HR for help already? Write down the dates and the names of who you spoke with. Also summarize any responses you received. 3 Set up your letter. You’ll want to write using a business letter format. Properly format your word processing document by choosing a legible font size and style (Times New Roman 12 point works well). Also use block paragraphing. Contact HR and ask who to address your letter to. Your salutation should read “Dear Mr. Jones” or something equivalent. 4 Begin the letter. It’s best to get right to the point. State that you want to make a complaint and identify the substance of the complaint. If you work in a large organization, you should probably identify yourself as well. For example, you can begin with something like the following: “I am a data processing clerk in our accounting office. I’m writing to complain that my total pay has been inaccurate for two months now.” 5 Provide details. Give the reader enough information so that they can effectively investigate. [7] If you haven’t been paid properly, identify the pay periods. If you’re being bullied, provide a chronological discussion of the major bullying incidents. You can provide more detail later. You can write something like the following: “There have been three major bullying incidents” and then write “Additionally, there has been low-level bullying, which I am happy to discuss in person with you.” 6 Explain how you have handled the issue. Let HR know what attempts you have made to fix the problem and why you are unsatisfied with the results. If you’ve spoken to a supervisor, state so. Remember to provide dates. For example, you can write, “On January 12, I told my supervisor, Kevin Jones, about my pay being wrong. Although he said he would investigate, my pay hasn’t changed and he doesn’t seem too worried about it. We are now approaching the two-month mark and I am still not being paid properly.” Also let HR know how you have been feeling. For example, if you are being bullied, briefly explain how it has affected your health. Identify if you had to take time off or had to see a doctor. [8] 7 End the letter with a request for help. Ask HR to investigate and to contact you if they have questions. Sign your letter beneath the word “Sincerely” and keep a copy of the letter for your records. If you don’t think HR has your phone number, you can include that as well. Method 3 Taking Next Steps 1 Meet with an HR investigator. Depending on the severity of your complaint, HR might appoint an investigator to gather more information. You may need to sit down for an interview. Also provide supporting documentation promptly. Although you may be told that the interview is confidential, you should expect many other people in the organization to know what you have written. You may be disappointed with the resolution HR reaches. For example, don’t be surprised if management is let off the hook with only a slap on the wrist. [9] 2 Participate in mediation. Human Resources might have a mediation program you can use to resolve disputes. In mediation, you and the person you are having problems with will meet with the mediator, who is a neutral third party. The mediator isn’t a judge. However, they can help each side talk and listen to each other. [10] The purpose of mediation is to resolve the dispute voluntarily so that each side can walk away feeling good. If the harassment has been severe, you shouldn’t feel compelled to mediate a dispute with your employer. Instead, you should find an attorney and discuss next steps. Your employer might offer “conciliation,” which is like mediation. However, the conciliator is more involved in decision-making than a mediator, who lets the parties decide a proper resolution. 3 File a harassment charge with the EEOC. The Equal Employment Opportunity Commission (EEOC) investigates claims of workplace harassment. You can file a complaint (“charge”) with them. You may also complain to a state agency that investigates harassment. Avoid delay. You have 180 days from the date of the harassment to file a discrimination charge with the EEOC. [11] Your state agency may give you more time. Generally, federal EEOC law cover most employers. But some smaller employers might only be covered by state law. If your employer has 15 or fewer employees, you may need to complain to your state agency. Use the Assessment System at the EEOC website to check whether you should direct your complaint to a state agency: https://egov.eeoc.gov/eas/ . 4 Hire an attorney. You need expert assistance to protect your rights. A lawyer can help you if your employer retaliates against you, continues to harass you, or refuses to pay owed wages. Contact your local or state bar association and ask for a referral. Visit the American Bar Association to find your nearest bar association: http://shop.americanbar.org/ebus/abagroups/divisionforbarservices/barassociationdirectories/statelocalbarassociations.aspx . Ask for an employment lawyer . When you call to set up a consultation, ask how much the lawyer charges. Prepare for your consultation by gathering helpful documents, such as a copy of your complaint letter to HR. At the consultation, you will discuss whether you have a legal case. Not all harassing conduct rises to the level of legal harassment. For example, one off-color joke probably doesn’t qualify. Community Q&A Search Add New Question How do I write a letter of complaint? wikiHow Contributor Simply write a letter that explains what happened and why it is something that bothers you. You could also suggest ways of making the problem better. Remember to stay calm and write clearly. Thanks! Yes No Not Helpful 1 Helpful 13 How do I write a letter complaining about receiving a low bonus? wikiHow Contributor Address your letter to the head of HR and outline the reasons why you believe the bonus was low. You may also include a request for what you want to happen going forward. Thanks! Yes No Not Helpful 1 Helpful 5 How do I respond to a complaint about me? wikiHow Contributor Just be honest and stick up for yourself. Thanks! Yes No Not Helpful 1 Helpful 4 Do you need to show the person the complaint letter that was written about them? wikiHow Contributor No. However, HR might share the letter with the person you have complained about. You might want to check with HR ahead of time to check. Thanks! Yes No Not Helpful 1 Helpful 3 How do I write a letter about a customer being sexually abused by management? wikiHow Contributor First, contact local authorities; sexual abuse is a crime. Write to the person's boss and describe what happened. Write professionally, as they will take you more seriously. Thanks! Yes No Not Helpful 0 Helpful 1 How do I write a wrongful terminate grievance letter? wikiHow Contributor See the article "How to Write a Grievance Letter for Wrongful Termination." Thanks! Yes No Not Helpful 7 Helpful 6 How do I fill in a complaint petition against my manager? wikiHow Contributor If HR created the form, then you should check with them for the process. If you have a union representative, also ask them. Thanks! Yes No Not Helpful 1 Helpful 0 Unanswered Questions How do I write a letter of complaint about an unfair company? Answer this question Flag as... Flag as... How do I write a letter of complaint against a coworker? Answer this question Flag as... Flag as... How do I write a letter to human resources for employment? Answer this question Flag as... Flag as... How do I write a complaint letter to my spouse's co-worker? Answer this question Flag as... Flag as... I was verbally attacked by another employee on my day off via voice mail. How do I submit this to HR? Answer this question Flag as... Flag as... Show more unanswered questions Ask a Question 200 characters left Submit Already answered Not a question Bad question Other If this question (or a similar one) is answered twice in this section, please click here to let us know. Tips Your workplace might have a grievance form for you to fill out. You should check with Human Resources before writing your letter. Use the form if one is available. Edit Related wikiHows

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Write an Employment Contract Sources and Citations ↑ https://www.eeoc.gov/laws/types/harassment.cfm ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/ ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/ ↑ https://dwd.wisconsin.gov/er/discrimination_civil_rights/publication_erd_7334_p.htm ↑ https://www.citizensadvice.org.uk/work/problems-at-work/complaint-about-a-problem-at-work-grievance-letter-checklist/ ↑ http://www.helioshr.com/2014/11/key-differences-between-workplace-bullying-vs-harrassment/ ↑ https://www.citizensadvice.org.uk/work/problems-at-work/Letter-to-raise-a-grievance-at-work/ ↑ https://www.citizensadvice.org.uk/work/problems-at-work/Letter-to-raise-a-grievance-at-work/ ↑ https://toughnickel.com/business/25-Things-You-Might-Not-Know-About-HR-Investigations-Complaints ↑ http://www.mediate.com/articles/sgubinia2.cfm ↑ https://www.eeoc.gov/laws/types/harassment.cfm Show more... (8)
complaint letter

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Use the sample complaint letter to draft a complaint letter or email, or download the complaint letter in Word format. You can also copy and paste your complaint into a company's "Contact Us" form. Or, you can also use our Complaint Letter Wizard to help you write it. You can also download a letter that was written using this guide , in Word. 

Your Address Your City, State, ZIP Code ( Your email address, if sending via email )

Date

Name of Contact Person  ( if available ) Title  ( if available ) Company Name Consumer Complaint Division  ( if you have no specific contact ) Street Address City, State, ZIP Code

Dear Contact Person or Organization Name) :

Re: ( account number, if applicable )

On (date) , I (bought, leased, rented, or had repaired)  a (name of the product, with serial or model number, or service performed)  at (location and other important details of the transaction) .

Unfortunately, your (product or service)  has not performed well (or the service was inadequate) because (state the problem) . I am disappointed because (explain the problem: for example, the product does not work properly; the service was not performed correctly; I was billed the wrong amount; something was not disclosed clearly or was misrepresented; etc.) .

To resolve the problem, I would appreciate your (state the specific action you want: money refunded, charge card credit, repair, exchange, etc.) . Enclosed are copies (do not send originals) of my records (include receipts, guarantees, warranties, canceled checks, contracts, model and serial numbers, and any other documents) .

I look forward to your reply and a resolution to my problem and will wait until (set a time limit)  before seeking help from a consumer protection agency or the Better Business Bureau. Please contact me at the above address or by phone at (home and/or office numbers with area code) .

Sincerely,

Your name

Enclosure(s)

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Sample Hotel Complaint Letter Joe | October 22, 2010 | 2 Comments Tweet Email

During a recent Hilton Garden Inn stay on business, I had such a bad dry cleaning experience that management needed to be notified. There are a few important points to remember while writing your own complaint letter.

Just the Facts – Keep the description of the event(s) factual and include an appropriate degree of detail. Notice I said “appropriate degree” of detail. Remember your audience is most likely a manager and they’re mostly interested in knowing how you were mistreated. Unnecessary details are a waste of the reader’s time, will probably make you sound whiny, and make the reader less interested in making you feel better. Praise the Company – A common technique in providing feedback to someone is providing a list of good qualities about that person before getting to the point and providing the bad qualities. Others might call this “letting them down easy” or “softening the blow” and it applies just as well to complain letters. Let the company know that you chose their service in the first place for a particular reason and you have come to expect excellent service. Offer a Clear Resolution – Put yourself in the shoes of the reader. How would you respond to this unsatisfied customer to make them feel happy? There is not always an obvious response to a complaint, especially if the writer does not state what they want to “make up” for their bad experience. As the writer,  you should take the opportunity to state your reasonable demands rather than relying on the manager to offer a meager consolation. I recommend partial or full refund, reward points, or a voucher for future service.

My sample hotel complaint letter has been included below to use as an example. Let me know how the letter could be improved in the comments!

Hello, I am writing to make you aware of the unbelievably poor customer service I have received at the Hilton Garden Inn [location removed]. I cannot find a more appropriate email address for customer satisfaction-related emails so my apologies if this email does not reach the right person. I travel frequently for business and have been staying at exclusively Hilton hotels for the past few months. My HHonors number is [number removed]. I have become accustomed to receiving top-notch customer service at Hilton hotels, but your Garden Inn in [location removed] appears to be quite the exception. I am staying at the Hilton Garden Inn [location removed] for the week and handed three dress shirts to the night manager last night to be dry cleaned today. He assured me that they would be ready this evening to be picked up. Upon checking at the front desk this evening, the same night manager said that the laundry had not even been taken to the cleaners. In fact, he showed me that the bag was still sitting behind the front desk. More than 24 hours had elapsed and the bag had not moved an inch! Astounding! The man blamed his coworkers for not reading the note that he left for them and took no responsibility for the debacle. I also noticed that he would not look me in the eye as he delivered this news which felt very strange and disingenuous. He apologized on his coworker’s behalf and offered to pay for the cleaning, which strikes me as the absolute least he could do. I am now forced to meet the same important client tomorrow while wearing the same clothes as yesterday. Wearing the same clothes for multiple days in a row is unprofessional and really, quite embarrassing.

I understand that people sometimes make mistakes, but my bag of laundry has been sitting in plain view behind the front desk for multiple employees to see. I’m not sure how many times dry cleaning is taken out each day but I’m really shocked that no one had the awareness to wonder why a dry cleaning bag did not move from it’s spot for their entire shift. Not one person made an effort to provide that basic level of customer service to me over a 24 hour period. Dry cleaning is a standard hotel service – the bags are provided to each customer in every room. This is not some extravagant perk that is only provided to loyal HHonors members like myself. This is a basic service which I expect from any hotel that I stay at and is essential for me to maintain a professional image with my clients. Because of this, I am not sure the Hilton brand is capable of providing basic services while I’m on business and am considering to stop staying at Hilton altogether in the future. I believe the only fair remedy for this unfortunate situation is to provide a refund of my total price of my stay.

Regards,

XXX

For those of you who are wondering, I eventually received an email from the manager of this hotel with an apology and notice of the full refund of the price of my stay. Yes, there are decent people out there!

Related Posts: How to Respond to a Customer Service Complaint How to Save Money After College Graduation Tags: complaint letter , customer satisfaction , customer service , dry cleaning , HHonors , hilton garden inn , reward points , unsatisfied customer

Category : Management