Employees who feel mistreated or discriminated against often file complaints with their employer's human resources department. People writing HR complaint letters must clearly state their grievances if they want the company to address their concerns. Most HR departments require employees to file complaints in written form. Written records assist both sides if matters escalate and end up in court. Verbal complaints are harder to address and people who only complain verbally run the risk of their employer ignoring their concerns.
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Sign on to your computer and open a word processing program. Handwritten HR complaints look unprofessional and are sometimes difficult to read. Put your full name, your address, e-mail and phone number at the top of the page. Further down the page, list the company name and address and beneath that, type the date. Address the letter "To Whom It May Concern."
Write a brief summary paragraph detailing the nature of your complaint. If you feel you have been discriminated against, specify the type of discrimination that you have endured. Name the individual or individuals that are the focus of your complaint. If you are unhappy with a general company policy, specifically mention the policy and if applicable, the date it came into effect.
Write the main body of the letter as a narrative, including the sequence of events that culminated in your complaint letter. Mention specific dates in sequential order and actions by yourself and others that are relevant to your complaint.
Conclude your letter by explaining the action that you feel the HR department should take. If you want an internal transfer or a mediation meeting with your boss, you must mention that in the letter. Thank the reader in advance for addressing your concerns. End with an appropriate sign-off such as "Yours Sincerely" or "Regards." Print two copies of the letter, one for the HR department and one for your own records.
Send your letter or give it personally to an HR representative. Along with the letter, provide the HR representative with copies of any supporting documents such as e-mails, memos or payslips.
Tips and warnings
- The Equal Employment Opportunity Commission handles complaints of work-based discrimination at the federal level. Employers with 15 or more employees must abide by federal anti-discrimination laws. If your employer does not address a complaint that pertains to a covered form of discrimination, you can file an EEOC complaint within 180 days of the discriminatory act occurring. The EEOC investigates cases of discrimination related to physical or mental disability, age, colour, race, religion, gender or national origin. Many states also have anti-discrimination laws.
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