How to Write a Discrimination Complaint Letter (Step-by-Step Guide)

Table of Contents

1. Understand the Purpose of a Discrimination Complaint Letter

A discrimination complaint letter formally reports unfair treatment based on:

Race, ethnicity, or nationality
Gender, sexual orientation, or gender identity
Religion or belief system
Disability or medical condition
Age discrimination
Pregnancy or parental status

A well-written complaint letter increases the chances of corrective action by employers, organizations, or legal authorities.

2. Maintain a Professional and Polite Tone

Even if you feel wronged, your letter should be:

Formal – Stick to professional language.
Respectful – Avoid emotional or confrontational statements.
Concise – Clearly describe the issue in a structured manner.
Solution-Oriented – Mention what action you expect.

Remaining professional strengthens your complaint and credibility.

3. Gather Necessary Information Before Writing

Before drafting your complaint letter, collect the following:

Details of the incident (date, time, location).
Names of individuals involved (perpetrator, witnesses).
Relevant policies or laws violated.
Previous complaints or discussions (if any).
Supporting evidence (emails, recordings, documents, or witness statements).
Expected resolution (formal investigation, apology, policy change, legal action).

4. Structure of the Discrimination Complaint Letter

A well-organized complaint letter should include:

1. Your Contact Information

Full Name
Address
Phone Number
Email Address
Date

2. Recipient’s Contact Information

HR Representative, Manager, or Legal Department
Company/Organization Name
Company Address

3. Subject Line

A brief, clear subject line summarizing the complaint.
Example: “Formal Complaint Regarding Workplace Discrimination”

4. Salutation

Start with a formal greeting.
Example: “Dear [Recipient’s Name],”

5. Introduction

State the purpose of your letter and summarize your concern.
Example:
“I am writing to formally report an incident of discrimination that occurred at [workplace/school/public service]. This matter has affected my ability to work/live in a fair environment, and I seek immediate corrective action.”

6. Describe the Incident in Detail

When and where did the discrimination occur?
Who was involved?
What was said or done?
How did it affect you?

Example:
“On [Date], during [situation], I was subjected to discriminatory behavior by [Person’s Name/Department]. Specifically, [describe incident]. Despite raising my concerns with [supervisor/HR], no appropriate action has been taken, and the situation continues to negatively impact me.”

7. Reference Company Policy or Laws

If applicable, mention the company’s anti-discrimination policies or legal protections under laws such as:

Title VII of the Civil Rights Act (USA)
Equality Act (UK)
Americans with Disabilities Act (ADA)
Employment Non-Discrimination Laws (state-specific)

Example:
“This behavior is in direct violation of [company policy] and [applicable law]. According to [cite policy or law], employees are entitled to a discrimination-free workplace.”

8. Request a Resolution

Clearly state what action you expect the organization to take.

Example:
“I kindly request a formal investigation into this matter, appropriate disciplinary action, and assurance that discrimination policies will be enforced moving forward.”

9. Closing Remarks

Thank the recipient and request a prompt response.

Example:
“I appreciate your immediate attention to this matter and look forward to a response within [mention timeframe, e.g., 10 business days].”

10. Sign-Off

Yours sincerely,
[Your Name]

5. Sample Discrimination Complaint Letter

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]
[Date]

To,
[Recipient’s Name]
[HR Representative/Manager]
[Company Name]
[Company Address]

Subject: Formal Complaint Regarding Workplace Discrimination

Dear [Recipient’s Name],

I am writing to formally report an incident of discrimination that occurred at [Workplace/School/Service Location] on [Date]. As a [mention protected category, e.g., female, disabled, ethnic minority], I believe I was unfairly treated by [Person’s Name/Department], and I request immediate corrective action.

On [Date], during [Situation/Event], I experienced [describe specific discriminatory actions, such as exclusion, offensive remarks, harassment]. This has created a hostile environment and has negatively affected my ability to [work/study/engage in activities]. Despite raising my concerns with [Supervisor/HR/Teacher], no appropriate action has been taken.

This behavior violates [Company Policy/State or Federal Law]. According to [Cite Law or Policy], employees/students/customers are entitled to a discrimination-free environment.

I kindly request a formal investigation into this matter, disciplinary action against the responsible party, and assurance that discrimination policies will be enforced moving forward.

I appreciate your immediate attention to this issue and request a response within [mention timeframe, e.g., 10 business days]. Please contact me at your earliest convenience to discuss the next steps.

Yours sincerely,
[Your Name]

6. Common Mistakes to Avoid

Being too emotional or aggressive – Stick to facts and remain professional.
Providing vague details – Be specific about dates, names, and incidents.
Not referencing policies or laws – Strengthen your case with legal or policy backing.
Forgetting to attach supporting documents – Emails, recordings, or witness statements add credibility.
Not setting a deadline for response – Request a response within a reasonable timeframe.

7. How to Submit Your Complaint Letter

You can send your discrimination complaint letter via:

Email – Most HR departments and legal offices accept formal complaints via email.
Company Portal – If the organization has an official complaint submission system.
Postal Mail – Certified mail ensures a paper trail.
In-Person Submission – If delivering to HR, request a receipt as proof.

Always keep a copy of your complaint for records.

8. Follow-Up If Necessary

If you do not receive a response within the given timeframe:

Send a polite follow-up email.
Contact higher management if HR is unresponsive.
Seek legal counsel if the issue remains unresolved.
File a complaint with external agencies such as:
- Equal Employment Opportunity Commission (EEOC) – USA
- Human Rights Commission (varies by country)
- Labor or Employment Tribunal

Frequently Asked Questions

1. What should I include in a discrimination complaint letter?
Include details of the incident, names involved, relevant policies/laws, supporting evidence, and your requested resolution.

2. How long should my discrimination complaint letter be?
One page is ideal. Keep it detailed but concise.

3. Can I file a complaint anonymously?
Some organizations allow anonymous complaints, but identified complaints are often taken more seriously.

4. What if my employer does not respond to my complaint?
Follow up, escalate the matter to legal counsel, or file a complaint with a government agency.

5. Can I sue for discrimination?
If your employer does not resolve the issue, you may have grounds for legal action under anti-discrimination laws.

Conclusion

Writing a discrimination complaint letter ensures your concerns are documented and taken seriously. By keeping your letter professional, clear, and solution-focused, you increase the chances of a proper investigation and resolution. Always follow up if needed and know your rights under anti-discrimination laws.

Martin taggart