You'll find a variety of personality types in nearly every workplace. In many cases, these personalities complement each other and help get the job done effectively and efficiently. However, issues can arise when personalities clash, escalating into an argument.
Whether you are directly involved in the argument or a witness, you may be asked to write a statement about it. If faced with this challenge, it is imperative to write a professional letter that conveys that you are a credible and responsible employee. This letter may go in your permanent employee record and is a direct reflection of you.
Assess the Situation
Jot down notes about everything that is relevant to the specific incident. Document the names and roles of everyone involved, why you believe the conflict started, the progression of events, any dialogue that was exchanged, the date and time and so on. Be as accurate and detailed as possible. Leave opinions out of these notes and rely only on the facts.
Begin Your Formal Letter
Depending on your workplace's protocol, this letter might become a part of your permanent employee record. You must keep it professional. This begins with typing the date, skipping a line, and then typing your supervisor's name, title, company name and the company address. Then skip a line.
Address Your Letter
Type "Dear Ms./Mr. (Name):" to address your boss or the HR professional you are writing the statement to. Skip a line.
Write the Body of Your Letter
Explain to your supervisor or HR professional that you are writing to address an argument among specific coworkers. Communicate whether you were directly involved or a witness. Present relevant details, including the facts in the notes that you jotted down earlier. Sum all of this up in one to three paragraphs, starting with the most important facts and then continuing with the less important facts. Keep your opinion out of it and don't attack, accuse or speak negatively of any coworkers.
Write the Conclusion of Your Letter
Give a final evaluation of the incident and explain a possible resolution, as well as your willingness to help remedy the situation.
Sign Your Letter
Sign your letter with "Sincerely" or another professional greeting, skip three lines, and type your name and title. Sign the letter after it is printed.
Include Any Relevant Materials
If you have any relevant emails or other materials that relate directly to the argument, include them with your statement.