When you work with other people, conflicts are bound to arise. When you experience problems with a supervisor or manager, it may seem that you have little hope of resolving the conflict. If you have tried to resolve the conflict directly with your superior and it has not been successful or if you need to report improper behaviour, you may need to write a complaint letter to someone higher in the company or to your human resources representative. Complaints need to be dealt with professionally, so you can foster a healthy work relationships and work in a positive environment.
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Identify the person to whom you should send the letter and address the letter accordingly. This may be a someone in human resources or your superior's supervisor. Check your company's policy manual or code of conduct for information on lodging complaints. Make sure to follow any proper protocol before submitting the letter.
Identify yourself in the first paragraph and include your department, years of employment and the name of your manager or supervisor. Clearly outline the basis of your complaint.
Describe the conflict in detail using the following paragraphs. If there is a specific incident, include exact dates, times and other employees who were present. Also include how the conflict has affected your work and any other negative consequences.
State what results you want from the recipient of the letter in last paragraph. This could include workplace counselling, meditated meetings between you and your superior or disciplinary action.
Proofread your letter before sending. Use a sealed envelope to prevent the letter from being misplaced or being read by other employees.
Tips and warnings
- If you prefer to remain anonymous, check your companies policy and make the report confidentially. This may lessen the affect of your letter since the recipient won't be able to contact you to follow up.
- Always maintain a professional tone. Do not use offensive language or derogatory names in your letter. Disrespect towards your superior will not strengthen your complaint and could affect your employment at the company.
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