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Employee Complaint Form

Reviewed & updated by Updated Originally published

The HR department of a business handles a range of employee concerns and complaints. Problems may arise between colleagues, within departments, or during interactions with customers. An employee complaint form allows staff to report workplace concerns to HR or management. It differs from a customer feedback form, which is used to gather customers’ opinions and experiences.

Employees can use the form to document an issue and request a review or appropriate action. An employee complaint form is a formal document for reporting concerns about working conditions, conduct, pay, or other employment-related matters.

Once completed, the form is submitted to the designated manager or HR representative. It is an important tool for clear communication between employees and management and provides a written record of the concern.

An employee may complete a complaint form when:

  1. They experience a serious problem with a colleague or supervisor.
  2. Their salary is incomplete, incorrect, or overdue.
  3. They observe a breach of company rules or security procedures.
  4. They suspect fraud or other dishonest activity within the company.

Complaints should be handled discreetly, with information shared only with those who need it to review and address the matter. The employee’s identity may need to be disclosed during an investigation, so complete confidentiality should not be promised.

(Create a free online form)

Employee Complaint Form
Organization & Complaint
Employee Details

Employee Complaint Form

Confidential workplace complaint record • Information shared only as reasonably necessary for review

Employee / Complainant Signature (if named)
HR Representative Signature / Date
Confidentiality is handled according to applicable policy and requirements; absolute confidentiality cannot be guaranteed.

Main Parts of the Form

Although the details may vary according to the complaint, an employee complaint form generally includes:

  1. The employee’s name.
  2. Their job title, department, and employee identification number, if applicable.
  3. The date the complaint is submitted.
  4. A clear description of the concern, including relevant dates, locations, and people involved.
  5. Supporting documents or witness details, where available.
  6. Any steps already taken to resolve the issue.
  7. The action or resolution requested.

Employees should describe their concerns clearly and concisely while including all relevant information. Separate facts from assumptions and provide specific examples where possible.

The complaint should be written in a professional and respectful tone. Choose words carefully and avoid vague statements, personal insults, or unsupported accusations. Clear details help the reader understand the issue and determine the next steps.

Online complaint form templates can help employees organize their concerns and save time. However, each template should be reviewed and adapted to the situation, as it may not include every necessary field. Where a company provides its own form, employees should use it and follow the organization’s reporting procedures.

Preview and Details of Templates

Employee complaint form

File: Word (.doc)
Size: 48 KB

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Employee complaint form

File: Word (.doc)
Size: 84 KB

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Employee complaint form

File: Word (.doc)
Size: 104 KB

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Employee complaint form

File: Word (.doc)
Size: 65 KB

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