How to Format a Workplace Complaint Letter

When writing a complaint letter, your main goals are for the complaint to be taken seriously, looked into and for the situation to be resolved. Whether you are sending an informal letter to your manager, submitting a formal complaint through the grievance procedure or filing a work-related complaint with an external agency, your complaint letter will need to have certain specific components to allow the receiving party to adequately identify the facts of your complaint, and investigate the pertinent details you raise.

Instructions

1. Format the letter using formal salutations -- such as "Dear Sir" -- and accepted business formatting conventions, such as using a standard business font like Times New Roman. The letter might be used as the basis of a lawsuit someday, so even if your complaint is relatively informal, you should stick to traditional business formatting. In addition, using a formal business style shows the reader your issue is serious.

2. Give a concise -- but sufficiently detailed -- explanation of what happened. Document the event that took place and where and when it happened. Provide the names and contact information for any witnesses to the event.

3. State the policies, procedures or laws you believe the behavior violated and why. Include copies of the policies and any other documentation that support your case.

4. Provide your contact information. This is particularly important in the case of an external complaint letter, but you may also want to provide a personal email address or cell phone number in an internal complaint for an added layer of privacy -- particularly if the person you are complaining about has access to your work phone or email.

5. Sign and date the letter. Most letters will not be accepted if they are not signed, and numerous deadlines exist -- such as statutory timeframes and local deadlines according to the union contract -- which make it critical for you to establish the complaint was filed in a timely manner.

Tips & Warnings

• Ask for a receipt -- if applicable -- when delivering the letter. If you are submitting the letter internally to your supervisor or manager, scan it and attach it to an email as a PDF so that you have date- and time-stamped evidence of when you submitted the complaint.

References

• U.S. Department of Agriculture: Guide to the Formal Employment Discrimination Complaint Process
• U.S. Equal Employment Opportunity Commission: How to File a Charge of Employment Discrimination
• University of Washington School of Medicine: Grievance Policy & Procedure

Resources

• Read this Article in Spanish