Hospital Discharge Letter
A report from The Business Journals states that 22% of employees exert less effort due to workplace conflicts, and 37% show less commitment because of a hostile work environment. If we look at it, there’s not much to explain further why that’s the case. It’s a psychological response to be less engaged in the job if the workplace has an unhealthy atmosphere. So if you’re experiencing a similar problem in your company, don’t hesitate to raise your human resource manager. It’s among the employees’ rights to raise concerns freely to the HR department. Exercise that right. Get started using our HR Complaint Letter Examples!
10+ HR Complaint Letter Examples
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What Is an HR Complaint Letter?
An HR complaint letter is a formal letter that employees use to raise serious concerns to the HR department, specifically to the HR manager. Sending an HR complaint letter is the first step in filing a grievance regarding workplace conflicts, such as unfair treatment, unacceptable colleague attitude, sexual harassment, and many more. That said, you can also call it a grievance letter.
What Is the Function of an HR Complaint Letter?
The function of an HR complaint letter is to make the HR department aware of the unethical elements in the workplace. That’ll push him or her to implement an action plan to solve or eradicate the conflicts within the workforce.
As an employee, you should take the initiative to send an HR complaint letter if unacceptable occurrences are happening in your company. Even if you aren’t the direct victim of such situations, they could get out of hand, affecting everyone in the workplace. And that won’t bode well for your work morale.
How to Write an HR Complaint Letter
As we’ve said earlier, the first step in the workplace grievance procedure is sending a formal complaint letter to HR. But to make that happen, you have to write one first, of course. It’s basically the same as writing other letter documents. But still, we’ll show you our quick guide on how to formulate it effectively and professionally.
1. Stick with the Relevant Information
The topic of your sample letter of complaint to management should be about your complaint only, no other else. After you write the formal greeting, go directly to the point. That’s a rule in writing formal letters. Take note that your HR manager will want concise information. Adding others that have little to do or nothing to do with your complaint will not please him or her. Your HR manager is a busy person. Sticking to relevant info and making your letter concise is a way of being professional.
2. Justify Your Complaint
Your goal is to convince your HR manager of how truthful your complaint is. For that to happen, make sure to justify it in the letter. You can tell him or her that you have evidence to show. If you can show the proof through a photograph, do so. Attach it along with your employee complaint letter sample. And also talk about how the conflicts violated multiple company policies.
Concerns such as a racial discrimination complaint, sexual harassment, and intentional physical abuse are the most serious. Those are the ones that must have credible evidence.
3. If Your Complaint Is Work-Related, Don’t Make It Sound Personal
If you’re writing a complaint letter for unfair promotion, overworking, or superior’s neglect of duties, don’t make it sound personal. Those are work-related complaints. So you have to keep things professional. You can your complaint in a way that you’re concerned about the company’s welfare, particularly your co-workers.
However, for incidents that are below the belt, such as being a victim of physical or sexual harassment, those already personal, and you can write your complaint letter as so. But you must still keep your professionalism. For harassment concerns, you’ll need a sample workplace harassment complaint letter for that.
4. Encourage HR to Take Corrective Action
As a closing remark of your letter, encourage your HR manager to take corrective actions to solve the disputes. That’s, after all, the purpose of your complaint letter. It could be through employee evaluation, investigation, etc., leading to sanctions, such as handing out employee termination letters or imposing suspensions.
FAQs
What should I not include in an HR complaint letter?
In writing an HR complaint letter, it’s understood that you’re expressing your frustrations about the workplace. And that’s completely fine. But what you shouldn’t do is to bad mouth co-workers and superiors that you’re in conflict with. Never use vulgar and offensive languages in a complaint letter. You can air out your frustration, but you must still keep your composure.
How to handle an unfair superior or boss?
Unfair superiors are a common complaint among employees. As a subordinate, part of your job is to follow your superior’s every command. If there are problems, you can talk to him or her like civilized people. Open communication is important between a superior and subordinate. But if your boss does unethical things, and in some ways biased, raise it to your HR department through a complaint letter.
What tone should I use in writing a complaint letter?
As much as possible, keep your tone calm in writing a complaint letter, especially if your complaint isn’t something too glaring or unethical—a relatively easy-fix problem. In conflicts among employees, don’t show your HR manager that you’re taking a side. Imply to him or her that your purpose of sending the letter is to make the workplace a healthy environment.
Sending a complaint letter to your HR manager might be the very thing that can jumpstart changes in your company for the better. Yes, writing one can be a headache, but our examples and templates are here to help you. So download any of them. Be the catalyst for better changes in your workplace by writing a well-structured HR complaint letter.
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