1. Understand the Purpose of a Complaint Letter About a Co-Worker
A formal complaint letter is used to address inappropriate behavior, misconduct, or unprofessionalism in the workplace. Common reasons for filing a complaint include:
- Harassment or bullying (verbal abuse, discrimination, intimidation)
- Rude or unprofessional behavior (disrespectful language, aggressive attitude)
- Failure to follow company policies (frequent lateness, negligence, dishonesty)
- Disruptive behavior affecting work (constant arguing, spreading rumors)
- Workplace safety violations (ignoring safety rules, endangering others)
A well-structured complaint ensures the issue is documented and increases the likelihood of corrective action.
2. Identify the Right Recipient
Before writing, determine:
- Who should receive your complaint? (HR department, supervisor, manager)
- The company’s grievance policy (check the employee handbook or HR guidelines)
- The correct complaint procedure (some companies require an informal resolution first)
If your company does not take appropriate action, you may escalate your complaint to:
- Legal authorities (if the issue involves harassment or discrimination)
- Regulatory agencies (such as the Equal Employment Opportunity Commission (EEOC) in the US or ACAS in the UK)
3. Structure of a Complaint Letter About a Co-Worker
A professional and well-organized letter ensures clarity and effectiveness.
Your Details
- Full name
- Job title and department
- Contact details (email/phone)
Recipient’s Details
- HR manager, supervisor, or relevant authority
- Company name
- Company address
Subject Line
Example: Formal Complaint Regarding [Co-Worker’s Name] – Urgent Attention Required
Opening Paragraph – State the Complaint Clearly
- Clearly state the reason for writing.
- Mention the co-worker’s name and the nature of the complaint.
Example:
“I am writing to formally raise a complaint regarding the behavior of my colleague, [Co-Worker’s Name], in the [Department Name]. Despite previous attempts to address this matter informally, their actions continue to create a hostile and unprofessional work environment.”
Main Body – Provide Specific Details of the Complaint
- What happened? (Describe the incident with clear facts.)
- When and where did it occur? (Include dates and locations.)
- Who witnessed the incident? (Mention colleagues or supervisors who can confirm your claims.)
- Impact on you and the workplace. (Emotional distress, work disruption, legal concerns.)
- Previous actions taken to resolve the issue. (If you have spoken to the co-worker or reported the issue informally.)
Attach supporting documents such as emails, screenshots, or witness statements.
Proposed Resolution – Request Specific Actions
Clearly state what you expect as an outcome. Examples:
- A formal investigation into the matter
- Mediation between you and the co-worker
- Disciplinary action (verbal/written warning)
- A workplace policy review
Example:
“To resolve this matter, I request that [specific action, e.g., a formal investigation, mediation, policy reinforcement] be taken. If the issue persists, I may be forced to escalate this complaint further.”
Closing Statement – Request a Response
Request a timely response and express appreciation for their attention.
Example:
“Please confirm receipt of this letter and provide a formal response by [date]. I appreciate your time and attention to this matter.”
Sign-Off
- Yours sincerely (if addressing a named person)
- Yours faithfully (if using “Dear HR Manager”)
4. Maintain a Professional and Respectful Tone
✅ Be clear and factual – Avoid emotional or accusatory language.
✅ Be professional and objective – Focus on the facts, not personal opinions.
✅ Use evidence to support your claims – Strengthen your case with documents.
5. Provide Supporting Documents
Attach relevant documents, such as:
- Emails or chat logs (if the co-worker’s behavior was inappropriate)
- Witness statements (from colleagues who saw the incident)
- Company policy excerpts (if the behavior violates workplace rules)
- Incident reports (if applicable)
Mention in your letter that you have included these attachments.
6. Send the Letter via the Correct Channel
Depending on your company’s complaint process, submit your complaint via:
- Email – Attach the letter and request confirmation of receipt.
- Printed Letter – Send via recorded delivery for proof of receipt.
- HR or Manager’s Office – If your company has a formal reporting system.
7. Follow Up If Necessary
If you do not receive a response within the expected timeframe, follow up with:
- A polite reminder via email or in person.
- A second complaint letter referencing your initial complaint.
- Escalation to higher management or legal authorities if the issue remains unresolved.
8. Escalate If Necessary
If your company does not address the issue, escalate your complaint to:
- Higher management (if HR is unresponsive)
- Employment tribunals (for harassment, discrimination, or serious misconduct)
- Legal authorities (if necessary, in cases of workplace abuse)
9. Sample Complaint Letter About a Co-Worker
[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[Email]
[Phone Number]
[Date]
HR Manager
[Company Name]
[Company Address]
Subject: Formal Complaint Regarding [Co-Worker’s Name] – Urgent Attention Required
Dear [HR Manager’s Name],
I am writing to formally raise a complaint regarding the behavior of my colleague, [Co-Worker’s Name], in the [Department Name]. Despite previous attempts to resolve this matter informally, their actions continue to create a hostile and unprofessional work environment.
The details of my complaint are as follows:
- Date and Time of Incident: [Exact date and time]
- Location: [Where the incident occurred]
- Individuals Involved: [Names of people involved or witnesses]
- Description of the Issue: [Clearly explain what happened and how it has affected your work]
- Previous Actions Taken: [Mention any discussions, emails, or reports made]
I have attached supporting documents, including [list any evidence such as emails, screenshots, or witness statements].
To resolve this matter, I request [state desired resolution, e.g., investigation, mediation, policy review]. If no action is taken, I may be forced to escalate my complaint further.
Please confirm receipt of this letter and provide a formal response by [date]. I appreciate your time and attention to this matter.
Yours sincerely,
[Your Name]
10. Common Mistakes to Avoid
🚫 Being too vague – Clearly describe the issue and provide evidence.
🚫 Using emotional or aggressive language – Stay professional.
🚫 Ignoring escalation options – Mention further action if needed.
🚫 Failing to provide evidence – Attach supporting documents.
Frequently Asked Questions (FAQs)
How long should I wait for a response from HR?
Most companies respond within 7-14 days. If no response is received, follow up.
What if my complaint is ignored?
Escalate your complaint to higher management, employment tribunals, or legal authorities.
Can I file a grievance anonymously?
Some companies allow anonymous grievances, but this may limit their ability to investigate fully.
Should I involve a lawyer in my workplace complaint?
Legal advice may be necessary for harassment, discrimination, or workplace abuse cases.
Can I request a transfer if I feel unsafe?
Yes, if the conflict affects your well-being, you can request a departmental transfer or remote work.
Conclusion
Writing a complaint letter about a co-worker requires professionalism, clarity, and supporting evidence. By following these steps, you increase the likelihood of a prompt and fair resolution.
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