If you find yourself in a situation at work where writing a formal complaint letter to HR is the most appropriate course of action then you should follow the simple tips outlined below to ensure it is professional, well received and that appropriate action is more likely to be taken:
Use a formal letter template
Clearly explain the issue you are complaining about and how it has affected you
Be specific and where relevant include evidence with time and dates of the complaint in question
Include the resolution you would like to see
Sign off appropriately
Ensure the letter is addressed, sent to and seen by the right person:
Deliver it by hand
Request a read receipt if sending by email
Pay for ‘signed for’ services if sending via post
With everything from shopping, banking and applying to jobs being completed by checking boxes and pressing buttons online these days, the art of writing a formal letter may be a long-forgotten skill for most people. If the need arises to get formal with your communication when you have a complaint regarding an event or situation in your workplace, then a well put together and professional letter can really help you to get your point across and give you the best chance of getting the resolution that you want.
What To Include
When writing a complaint letter, be it by hand or on the computer, you should stick to the following basic template of what to include. Formatting of the letter is also important and should follow the standard approach for letters with your name and address in the top right hand corner, the recipient’s name and address in the top left hand corner, with the date on the line above the salutation line.
Include your contact details and position in the workplace
Explain why you are writing including what has happened and who was involved
Include evidence or attachments to support your letter where applicable
State how you would like the matter handled
Use an appropriate sign off
Always include your full name, position held at the company, the best telephone number to reach you on and your email address. You may prefer to include your personal contact telephone number, address and email if you want the complaint dealt with privately away from business email.
Explain Your Complaint
You should open your letter by introducing yourself, explaining where you work in the organisation and outlining why you are writing the letter.
Example: My name is [your name] and I work as a [job title] in the [your department] department. I am writing to file a formal complaint about something that has recently happened at work.
You should then go on to outline the event or situation in question providing as much detail as possible in terms of what happened, when it happened and who was involved. As well as sharing the specific facts of the event, this is also the time to explain how this made you feel.
When explaining the specifics of your complaint, it can sometimes be a good idea to include evidence that back up the point you are making. For example, you may have images from the event that could be included, you may have notes that you have written recording ongoing discussion or an account of the event in the immediate aftermath that you can share. If you have had to receive medical attention or have experienced financial loss as a result of the situation you are complaining about, evidence of this can also be included in the supporting documents.
Outline Your Preferred Outcome
It is often easier for HR departments to support you in handling complaints if you can give them an idea of the outcome you would like to see. This can include specifications on the privacy of the matter, how you would like any future discussions to be held, what actions you would expect to see as a result of your complaint along with the time-frame.
Example: I would appreciate it if you would keep the matters raised in this letter private and confidential and only notify those that are directly involved with the incident or its resolution of its contents. If you do need to share the information held within this letter further, please notify me first. I hope that upon receipt of this letter and accompanying documents that you will be able to address the situation immediately and can swiftly put in place [insert any appropriate actions] to prevent it occurring again.
Signing Off The Letter
Ending your letter is just as important as getting your point across in the main body of it. For the best impression, you should finish your letter with a single, closing statement that summarises where you stand and any actions that you are expecting to happen.
I look forward to hearing from you with the next steps to resolve the matter outlined above
Thank you for your consideration of this matter, please let me know if I can provide any further information
I am available to meet with you on weekdays between 2pm and 5pm should any further input be required
Then, the final step is to use a suitable sign off. If you know the name of the person you are writing too, which is most likely to be the case at work then you should use ‘Yours Sincerely’. If you don’t know the name of the person in HR who will be receiving the letter, you should close the letter with ‘Yours Faithfully’.
When Should You Write A Complaint Letter To HR?
Plenty of things happen at work that can annoy us or put us in a bad mood but when more serious situations arise, they can often warrant a formal approach, including writing a formal complaint letter to HR.
You should consider writing a complaint letter to HR in the following situation if you have been adversely affected or would like to draw management attention to something that has occurred in the workplace that you disagree with or feel was inappropriate.
Employee conflicts or arguments
When you disagree with a company policy or practice
Unfair working practices or hazardous working environments
Breaches of workplace policies that have resulted in physical, mental or financial harm to you
If you experience or notice anything illegal taking place on company premises
If you experience or notice discrimination of any kind
When you need to bring something to the attention of HR in your workplace, writing a formal complaint letter is one of the best ways to do this. By following the clear guidelines outlined above, you can ensure that you’re acting in a professional manner, your point is clearly made and that it will be easier for any appropriate action to be taken.