The Human Resources department in a company deals with anything that has to do with payroll, legal matters or company policies. If you have concerns regarding the company's policies or have a serious problem with one of your colleagues, you may need to contact a representative within human resources at the company you work for. Additionally, this may be the first department of a company you will contact. So it's a good idea to start the conversation with a simple but formal email addressing your specific problem.
Steps
Part 1 of 3: Writing and Sending an Email
Step 1. Send the email to the right person
Before sending an email, check if there is a specific person or manager who is addressing your specific problem among the contacts within HR. If you need your problem treated with particular attention, you may also want to contact the head of human resources directly.
Make sure you only send the email to the person concerned. Make sure you don't accidentally send it to someone else, especially if you need to discuss a private or confidential issue. Also make sure to delete the mailing lists from the recipients so as to avoid sending the email to a group of employees
Step 2. Specify the urgency of the matter in the email subject
A clear statement that communicates both your problem and the degree of urgency you feel is appropriate will help human resources prioritize the issue. If you don't write anything in the email subject or write an unclear message, your correspondence can get lost in the numerous emails the department receives every day.
Write phrases such as "Urgent legal issue", "Personal situation changes that require prompt action", "Urgent company policy question" or "Thanks for the recent interview."
Step 3. Use formal sentences at the beginning and end of the email
Your text must have a formal tone right from the introductory greetings: this will allow the recipient of human resources to understand that you are treating the matter seriously. Even if you know him personally, remember that your e-mail is an official communication and not a private one.
Start the e-mail with "Dear" or "Dear" followed by the name and surname of the recipient and end with "Sincerely" or "Thank you for taking the time to give me", followed by your name
Step 4. Write so that the body of the email is clear, direct and specific
The sentences you use should be short and straight to the point. Do not provide more information than necessary, so as to avoid confusing or burdening the recipient with too many details (which you can discuss in a possible face-to-face meeting).
Step 5. Describe the problem precisely
Explain its exact nature. Provide dates to indicate when you started experiencing it or when it will occur in the future. If you think the matter is legal or can be handled by the company itself, please mention it explicitly.
If you contact human resources to inquire about any vacancy available, you won't need to discuss a problem. In this case, then, introduce yourself and explain on what occasions in the past you came into contact with the company. Be clear about the surgery you expect to receive or would like the representative to implement
Step 6. State that you have (or do not have) any documentation relating to your problem
Human resources will want to know right away how to handle legal or corporate policy matters. The documentation at your disposal could influence their response, as it can help clarify both the seriousness of the problem and the legal repercussions that a particular employee might experience. Bring any "evidence" you have to your recipient's attention and offer to present it to an in-person meeting.
- If your problem is legal in nature, you will need supporting evidence that you may need to present to HR. Unfortunately, many human resources departments will try to protect the company if they can.
- If you are a victim of harassment or discrimination, write down the dates on which the incidents in question occurred and save all written correspondence that may include compromising language.
- Keep a paper and electronic copy of all documentation you provide to human resources. You should have the originals with you and provide the copies department.
Step 7. Explain what you have done to address the problem
Before contacting human resources, you may have already done something to personally address the matter. The representative who will deal with your problem will find the information useful as it will allow them to know who already knows about it.
In case the issue to discuss concerns changes in your personal situation, the email may be less formal. For example, if you are going on maternity or paternity leave, you will have already informed your boss and therefore you will only have to proceed to inform human resources
Step 8. Request a face-to-face interview
Meeting the HR representative in person will allow you to discuss the issue in detail. Furthermore, in this way the representative of the department will have the possibility to ask more specific questions or clarifications. Take advantage of the e-mail you write to start organizing this critical meeting. Give them information about the days you prefer, so they can make an appointment that meets your schedule.
Step 9. Be sure to include your contact information
The department may need to contact you by phone, so include several contact methods at the end of the email. This information can be entered directly after your name. Check that you have entered your phone number or e-mail address correctly.
Step 10. Correct spelling, grammar and typing errors
Many email management software offers an error review service. Also, re-read the text to correct any grammatical errors, missing words, and unclear sentences.
Part 2 of 3: After Sending the Email
Step 1. Thank human resources for any response you may have received
First, thank the representative for their time with your case so that you are always courteous and polite. Make sure you answer the answer in a short time. This will make it clear that you are still concerned about the problem and that you want to fix it as soon as possible.
Step 2. Arrange any materials needed for your appointment with the representative
Prepare for the meeting by creating a specific folder containing all the documents you intend to present. If you have a question regarding company policies, take the manual with you and mark the parts you want to discuss. This will allow you to have a smooth meeting.
Step 3. Consider seeking legal counsel if you are dealing with legal issues
If you are concerned about protecting yourself from actions the company may take against you, speak to a lawyer: he will be able to give you information about your rights and you can decide to take him with you to your appointment with the human resources representative. You could also let the department know that you have hired a lawyer if you decide to go this route.
Make sure you are aware of the costs associated with this choice. Hiring a lawyer is often expensive, so you will need to weigh the economic impact that this entails with your need for legal protection
Step 4. Send a second email if you don't get a reply within a week
A week is generally considered an appropriate time to send a second email. If you are dealing with a particularly pressing issue, you can send another email after 24 hours. Don't worry about pestering your rep - remember that this one has a lot of responsibilities, so you may need to remind him that you are one of them.
Part 3 of 3: Deciding When to Contact Human Resources
Step 1. Solve the problem yourself if you can
If you have a simple problem that is not legal in nature and unrelated to company policies, you may be able to solve the problem yourself. Talk to your boss or colleagues if possible. Human Resources will appreciate knowing that you have taken all necessary steps to resolve the issue yourself before contacting them.
For example, if you think your boss is making you work too many weekends, talk to your boss first. Also, don't go to HR for issues like "I don't like the job I've been assigned to."
Step 2. Check the manual containing the company's policies
For example, you may think that you are the victim of a violation of company policies. But before contacting human resources, review the policies that have to do with your problem, so that you are ready to mention any of the points in the meetings you will have with human resources.
For example, if you are concerned that you are not given enough breaks during business hours, check the rules written within the company code. It is possible that your company has only general rules regarding breaks and not specific rules, which means that human resources will not be able to do much to help you officially
Step 3. Contact HR immediately if you are being harassed at work
Do not hesitate to contact them if you are the victim of any verbal, physical or sexual harassment from any of your colleagues. You are legally protected from this type of behavior and human resources are obligated to help you and protect you.
However, don't expect to have informal conversations about it. Once the event is reported, the department is required to take action
Step 4. Contact Human Resources if there are any changes in your personal situation that may impact your work
Human Resources can assist you in planning the changes that will occur in your work situation. For example, if you are about to go on maternity leave, the department can help you get the benefits you are entitled to. The department can also take care of communicating these changes to competent personnel within the company.
Step 5. Contact Human Resources if you need to get any kind of public help
Certain situations that can arise in the workplace make you eligible for public compensation. For example, if you've been in an accident, human resources can help you get medical bills relief.
This will likely require you to fill out forms and documents, so be ready for this process
Step 6. Contact Human Resources if you would like to have access to specific training for your job
The company may make available training or mentoring programs that could allow you to make a career within the company. Human resources can provide you with all the necessary information regarding these opportunities and possibly coordinate your participation in any training programs. These could be a great opportunity to advance your career.
Step 7. Ask Human Resources for help if you need accommodation
Human resources can also help you solve any individual problems you may encounter in the workplace. The work environment should include resources that allow you to enjoy the same opportunities for success as any other employee.
If you think there are no adequate resources for the disabled, for example, human resources will take care of this problem. The department may also work with you to make sure there is adequate space for mothers and babies
Step 8. Contact Human Resources if you are looking for a job
Sometimes contacting a company's human resources representative can allow you to receive information about possible jobs or opportunities for informal, "informative" interviews with current employees. You can also contact human resources to thank the company for a recent interview with a representative of the company.
If you don't get a response after a week, you can send a second email. After this, however, do not contact the company again
Step 9. Avoid contacting HR with complaints about your personal problems
Remember that HR works for the company first, so they're not the people to turn to when you just need to let off steam. While you should always report situations where you have not felt comfortable or where you have been discriminated against in the workplace, be very careful to distinguish annoyances or minor issues with legal matters.
