How to Write the Letter
When you write your letter, be certain it’s prepared neatly, typed on a computer. If you don't have a printer to use at home, go to your local library. For an example of an appropriate complaint letter format to human resources, download this sample letter and insert your own information. Print it and read it carefully to be certain you’ve deleted irrelevant information.
When proceeding with your letter, be certain you know the name of your human resources manager. Address your complaint to the right person for your department. Maintain a calm tone in the letter. This is not the place to express anger and make accusatory remarks. Simply state your case and request a meeting.
You will see from our sample complaint letter format to the human resources person that your letter should contain:
- An opening in which you state that you have a complaint that you want to document.
- What the complaint is and when it happened.
- Describe briefly what happened.
- State the attempts you have made to resolve the situation.
- Finish by saying what resolution you would like to see and request a response from the HR manager.
No matter how difficult it is, make every effort to keep your letter to one page. You can always add more at a later date. You do not need to say that you are a good employee—the manager will already know that. If your complaint is against your direct supervisor, provide the name of another department director with whom you have a good working relationship who can attest to your professional qualities.
Think long and hard before you deliver your letter. Companies are not supposed to retaliate if someone comes forward with a complaint, but the truth is that many times they do. That's why it's so important to remain calm and document every step.
If you've decided to proceed, take your letter personally to the human resources department. If it is located in a distant building, mail it in an envelope marked “Confidential." Call the HR manager to let him know that you’ve sent a letter about a topic important to you or send him an email stating this. Be careful about uploading your letter to your email if you think someone monitors your email activity. Do not fax it, because it will be exposed to prying eyes in the fax receiving area.
The company handbook should tell you when to expect a response, but generally, unless the manager is sick or on vacation, you should hear something in five business days. In the meantime, stay calm and keep doing your job!
sxc.hu, businessman by Vierdrie
sxc.hu, arguing, by Col6085
FreeDigitalPhotos, man working, by graur razvan ionet