Employee Complaint Letter to HR

Employee Complaint Letter to HR

Letters Kate

An employee complaint letter to HR is a written communication from an employee to the human resources (HR) department of a company where the employee is employed. This complaint can be about the company, its policies, a supervisor, a subordinate, or a colleague. In the letter, the employee communicates his concern to the HR department so that it can be addressed and resolved.

An Employee Complaint Letter to HR is a formal written document that an employee submits to the Human Resources (HR) department to report a concern, grievance, or issue in the workplace. The related problem could include harassment, discrimination, unfair treatment by a senior, safety violations, unprofessional behavior, or any concern or conflict with a coworker or management.

When an employee works in an organization, they may face various issues, such as office politics, salary delays, subordinates’ laziness, an abusive or unprofessional boss, and so on. It is very important to communicate the matter to the relevant authority so that timely action can be taken. For this, writing a complaint letter is one of the best ways to put the issue forward in a formal, professional, and written manner.

The length and content of this letter are primarily dependent on the complaint being launched. However, the general details included in an employee complaint letter to HR are:

  • Date.
  • Details of the employee.
  • Details of the HR department or the
    authorized person.
  • The issue and complaint.
  • Request for the resolution.
  • Salutation and signature.

The complaint launched, however, should be genuine. Otherwise, the employee writing the letter would have to suffer if it is proven to be baseless. Additionally, one should be cautious when writing the letter, as it will be kept on record, and the HR department may take action in response to the complaint.

Sample Letters

#1

I am writing to formally report an incident of inappropriate and unprofessional behavior by a colleague, Mr. XYZ. Over the past 2 weeks, he has made unprofessional personal remarks to me on various occasions. This behavior is considered workplace harassment according to the company’s policy regarding employee code of conduct.

Despite addressing the issue informally with the manager, XYZ continues with his unprofessional behavior towards me. I, therefore, request HR’s intervention in resolving this matter. I am willing to provide detailed records of incidents, along with witness statements, if required.

I trust the company upholds a respectful and safe work environment. I look forward to appropriate action being taken.

#2

I am reaching out to express my concern regarding the increasing workload assigned to me over the last two weeks. The current volume of tasks is starting to impact my productivity, efficiency, and mental well-being.  

Currently, I am managing my work responsibilities as well as the job duties of Ms. XYZ, who is on her maternity leave. As a result, I have been feeling overwhelmed by the increased workload. I humbly request that you decrease my job responsibilities. I suggest sharing Miss XYZ’s duties with other team members. This will help ensure that the workload is distributed more evenly without making any employee feel overburdened.  

I respectfully request that you consider my suggestion. I shall be grateful to you for your understanding and support.

#3

I am writing to formally complain about specific safety issues in the manufacturing area. There are exposed wires in the XYZ area. Additionally, the fire alarm has been malfunctioning for the last 10 days. These issues are a serious safety concern and require prompt attention.

I have already communicated the problems to our maintenance team. However, the issues remain unresolved. I, therefore, request that you review the matter and urge the maintenance department to provide a prompt resolution.

Please address this matter with the utmost urgency, as the issue poses a significant hazard to everyone working in the manufacturing area.

Thank you for being so considerate.

#4

I want to express my concern regarding the unprofessional behavior of my team leader, Mr. XYZ. He has been displaying a discriminatory attitude towards me due to my ethical background. He has been making derogatory remarks about me that are inappropriate and offensive. Additionally, he deprives me of opportunities to perform important tasks.

I am a hardworking employee who has consistently demonstrated my capabilities through strong performance and work discipline. I have been managing my work responsibilities well. However, Mr. XYZ’s behavior is not only humiliating but also demotivating.

I respectfully request that you investigate this issue and take the necessary steps to resolve it. I shall be grateful to you for your prompt attention to the matter.

#5

I am writing to express my disapproval of the recent promotion cycle. I am disappointed not to have been considered for promotion, despite my long years of service to the company.

I have been serving ABC Company in the role of (job title) for the past 12 years. During this time, I have performed my job responsibilities with diligence and dedication. I have also been willingly accepting additional duties without extra compensation. This proves my commitment and loyalty towards the company.

It is demotivating to see that I have not been offered any opportunity for advancement despite my hard work and meaningful contributions over the years. I expect the company to recognize the contributions of long-serving employees like me and provide opportunities for advancement.

I appreciate your consideration.

#6

Dear Ms. Sarah,

I, Smith Johnson, have been working as a ‘Sales Expert’ at ABC Limited for three years. I have had a generally positive experience overall, but I am now facing some issues that are affecting my reputation and work, even though I am not at fault.

Mr. Jim William is one of my team members and reports directly to me. I am not only responsible for his supervision, but many of my tasks are also dependent on his performance. He is a lazy person and often delays deadlines, which in turn causes delays in my deadlines, for which my manager holds me responsible.

I have tried to talk to Mr. William many times, but to no avail. Now, I want to complain about him, and I expect you to take suitable action. I hope that you will address this matter fairly and equitably.

Regards,

Ross Wilson.

Employee Complaint Letter to HR

File: Word (.docx) and iPad
Size 17 Kb

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#7

Dear Mr. John,

I, David Smith, have been working with ABC Limited for more than one year as an ‘Assistant Marketing Manager’. I have enjoyed serving this company, but at the same time, I have been experiencing a few issues, which I would like to address through this letter.

When I was hired, the salary offered in the offer letter was 5% lower than what was discussed during the interview. Upon asking, I learned that cost-cutting measures are in place, and I should expect a 10% salary increase after a year, which I was happy about. However, after a year, although my evaluation was up to standard, I did not receive any salary increase, and my manager gave the exact reason for cost-cutting. Additionally, my salary was delayed by at least 10 days every month, causing me significant financial difficulties.

I understand that the company is currently facing financial issues, but as a salaried employee, I also require timely payments. I hope you understand and will resolve these issues. I hope you will also look into the salary raise issue.

Regards,

Sarah Watson.

Employee Complaint Letter to HR

File: Word (.docx) and iPad
Size 74 Kb

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