A Formal Complaint Letter to Human Resources Template My name is (name), and I'd like to notify you of the unprofessional behavior I witnessed at your place of business on (day) at (time). Include comprehensive paragraphs that describe the occurrence or instances. Finish by stating your goal for drafting this letter. Sincerely, (name)
Examples: A co-worker kept his/her desk drawer closed while at work, which caused it to be in disarray. In order to keep our workspace clean we are required by policy to keep our desks organized. Therefore, I am writing to inform you that as her supervisor, I feel it is necessary to let you know that (name) has been keeping her desk drawer closed at work. This action is not only unprofessional but also causes an environment that is not conducive to doing one's job.
I hope you will take appropriate action by firing (name) for violating our company's policy on organizational behavior.
To create a successful complaint, use this sample letter and these tips:
Explain why you're writing the letter and stress the issue. Give specific instances of why the individual is being punished. If this issue has been addressed previously, go to prior incidents. The letter should be broad enough to handle any potential future issues or disputes. You can use first name only if there is no other way to address the person.
The purpose of the letter is to explain the disciplinary action and give the employee notice that further violations will result in more serious consequences. The letter should not contain any threats or intimidation tactics used by employers to get employees to change their behavior. These letters are usually written after an incident has occurred so there is no need for threats or intimidation. An example letter for firing an employee would read as follows: "In receiving this letter, you are being dismissed from your employment with our company." This letter informs the employee they are being fired and gives them time to seek other work. No reference to past offenses is necessary since the letter is not meant as a plea for forgiveness - but as notice that certain actions will not be tolerated.
Disciplinary letters are usually not sent directly to the employee, but instead go to the employer's office or department where the offense took place. This ensures that the employee receives the letter and understands the reason for the discipline. If the employee cannot be reached through normal channels, then a second letter should be sent to their last known address.
Reaction to the disciplinary letter
Employee Complaint Form
Dear (Mr./Ms./last name), Please accept my heartfelt regrets and apologies for what you done. My acts were impolite and unprofessional. I discovered that I was mistaken after a thorough examination of my actions. It is my hope that we can move forward from this unfortunate incident.
Sincerely, Your friend and colleague, etc.
Thank you for giving me this opportunity. I want you to know that whatever decision you make with regard to my employment status, it will not be because of this incident. I appreciate all that you have done for me and I wish you the best of luck in your future endeavors.
Body - Include a brief explanation of the offense, a description of how it has been resolved, and any other relevant information. If possible, include phone numbers where they can be reached easily by the person who received the letter.
Closing - Leave space for the recipient to sign. If you are writing more than one letter, separate each letter by using a new sheet of paper.
Address - On the address line, use the formal title of your employer, such as Mr. or Mrs. , depending on their preference. If you are not sure of their preference, ask them first before going ahead with the address.