5 Ways to Write a Human Resources Complaint Letter

2024 Author: Samantha Chapman | [email protected]. Last modified: 2023-12-17 09:13

Does your boss threaten to lose your job because you don't think like him? Is a colleague sabotaging you, or is his team taking credit for your ideas? Work can be stressful enough even without these problems. It's time to do something. This article will show you how to write a formal letter to your company's Human Resources Department.

Steps

Method 1 of 5: Sexual Harassment

Step 1. Put the question in writing

Evaluate the problem and be blunt. Is your boss angry with you, or was he drunk and bullying? This may not interest you or your boss, but it will help you structure the letter to HR.

Step 2. Try to understand sexual harassment

According to the Human Resources Commission, sexual harassment is "an unwanted or verbally abusive or physical attitude towards another person."

• According to the Equal Opportunities Commission, sexual harassment can take several forms:

  • The victim, as well as the offender, can be either a man or a woman. The victim does not necessarily have to be of the opposite sex.
  • The offender can be the victim's supervisor, an employer representative, a supervisor from another department, a colleague, or another person who does not work with the victim.
  • The victim does not necessarily have to be the person being harassed, but it can be anyone who experiences an abusive attitude.
  • Unlawful sexual harassment can occur without financial harm or the victim's leave.

  Method 2 of 5: Complaints of Physical or Emotional Abuse

  

  Step 1. Try to understand the problem

  As in the case of sexual harassment, there is freedom of interpretation by the people involved.

  

  Step 2. Try to explain yourself well

  Before trying to convince others that you are a victim of abuse, you must also be able to clearly explain how the abuse occurs and the results.

  • Record the days, times, events, actions and any other relevant information.
  • Being clear does not mean lengthening. The goal is to prevent abuse from occurring. The clearer you are, the more likely this is to happen.

  Method 3 of 5: Before Writing

  

  Step 1. Try to fix the problem

  Before writing to Human Resources, try to solve any problems with other employees, whether subordinates, colleagues or supervisors, by talking to them. You may have misunderstood, or they may not have understood that they were causing a problem. Often when people talk to each other about their problems, they can come to an agreement.

  If you believe that the actions were in bad faith and that the person's behavior and / or position is such that you are uncomfortable talking to them, do not hesitate to skip this step and immediately write to Human Resources

  

  Step 2. Contact your company's Human Resources Department for instructions on requirements and guidelines for written complaints

  • Some companies have standard complaint forms. Use what they give you and fill it out in its entirety.
  • Ask about how long it will take before you get an answer. If they are vague or don't seem to take it seriously, take note of the day, time, and person you spoke to. This may help you if the matter requires legal intervention.
  • Ask how you should handle the problem while you wait for a solution. This is especially important in situations that include harassment by a supervisor, or physical abuse by anyone.
  • Let Human Resources investigate and address the issue, but make it clear that you expect a solution within the time period they have communicated to you. If they don't comply, make a note in case further action may be needed.

  

  Step 3. Find an Internet template that fits your complaint type

  If your company doesn't have a standard model, there are plenty of resources on the web to help you structure it. Remember to always keep a tone that is formal, professional and strictly related to the facts.

  An example can be found at officewriting.com

  Method 4 of 5: Write the Letter

  

  Step 1. Write the letter to Human Resources

  Use the form given to you, or a template or facsimile found on the internet, and write a clear and concise letter to Human Resources.

  • Briefly state the problem. Describe the facts without emotion, avoid psychological evaluations, motivations or personal attacks.
  • Rather, describe the effects the problem had on you as a person, and how it affected your job performance and your ability to integrate in the workplace.
  • Indicate that you have already tried to solve the problem informally, if any. If you haven't tried this, explain why. For example, "After the problem occurred, Mr. Flear whispered in my ear 'I'll fire you if you say something' when I tried to discuss the matter with him."

  • List as much detail on the matter as possible. For example, if you are reporting harassment, explain the reasons for the complaint.

    If you fail to list specific charges, this can be used against you in court, should the matter continue

  

  Step 2. Always keep a professional tone

  Do not attack anyone else personally in the letter, and do not use obscene language.

  

  Step 3. If there are several complaints, please list them in subtitles or write more letters

  

  Step 4. Say how you would like the problem to be solved

  

  Step 5. Keep a copy of the letter

  

  Step 6. Submit the letter to Human Resources

  • Ask who the letter should be addressed to. Follow the guidelines to speed up the process and avoid having problems later, but make it clear that the letter should be addressed to a specific person, not a department.
  • Remember that Human Resources employees work for the company and that, even if they can help you, their loyalty is still to their company. Do not assume they are your friends, in fact know that they will take any accusation that could harm the company very seriously.

  Method 5 of 5: After the Letter is Delivered

  

  Step 1. Know what your rights are

  Do not dispose of it without due consideration. Remember:

  • If the Human Resources manager asks you to sign a statement about what happened, consider reviewing it with your lawyer before signing it. This statement could release the company from any liability for the actions taken by the person guilty of harassment; even if the company allowed him to act.
  • If the company has a lawyer, they may be working with HR on the issue. Do not use the company's lawyer as your lawyer for any reason.

  

  Step 2. Consult your attorney

  This can be a formality and shouldn't go beyond a phone call to tell the company that an action is in place. However, if the Human Resources Department is reluctant or pressures you to take actions that seem inappropriate to you, this is a form of harassment, and you will need the help of an expert.

  

  Step 3. Be your best after submitting the letter

  Don't give them a reason to carelessly get rid of you.

  Some employers can't wait to take revenge. If you do your job properly, you will limit the opportunities for retaliation

  Advice

  • If you are dissatisfied with the results of your complaint, consider contacting a relevant group or agency where they can help you with the problem. For example in the United States you can contact the Department of Labor for these problems.
  • Consider taking legal action only if you have a serious problem, such as sexual harassment, that hasn't worked out in your favor. Contact an attorney who is familiar with the labor laws in your industry for assistance.