1. Understand the Purpose of Your Complaint Letter
A complaint letter about a coworker is a formal document submitted to HR or management to report unprofessional behavior, harassment, discrimination, bullying, or workplace conflicts. Writing a well-structured letter ensures your concerns are taken seriously and addressed appropriately.
Common Reasons to File a Complaint Against a Coworker:
- Workplace harassment or bullying
- Discrimination (gender, race, religion, disability, etc.)
- Unprofessional or inappropriate behavior
- Failure to follow company policies
- Workplace conflicts affecting productivity
2. Gather Essential Information
Before writing, collect key details to support your complaint:
- Your name, position, and department
- Coworker’s name, position, and department
- Dates, times, and locations of incidents
- Detailed description of the issue (rudeness, misconduct, workplace disruption, etc.)
- Attempts to resolve the issue (if any)
- Supporting evidence (emails, messages, witness statements, reports, etc.)
Providing accurate details helps HR or management investigate your complaint fairly.
3. Maintain a Professional and Polite Tone
Even if you are frustrated, keep your complaint letter professional, factual, and neutral. Avoid emotional language, personal attacks, or exaggerations—stick to specific incidents and their impact on your work environment.
4. Structure Your Complaint Letter Properly
1. Your Contact Information
John Doe
Marketing Department
XYZ Corporation
Email: johndoe@example.com
Phone: (123) 456-7890
[Date]
2. HR or Manager’s Contact Information
Human Resources Manager
XYZ Corporation
456 Business Avenue
City, State, ZIP Code
3. Subject Line (For Emails)
A clear subject line helps HR or management understand the purpose of your letter.
Example:
Subject: Formal Complaint About [Coworker’s Name] – Request for Resolution
4. Opening Paragraph
- Clearly state that you are filing a complaint.
- Mention the coworker’s name and the nature of the complaint.
- Specify the date and location of the incidents.
Example:
“I am writing to formally report a workplace issue involving [Coworker’s Name], whose behavior has negatively impacted my ability to perform my job effectively. The incidents in question occurred on multiple occasions, including [specific dates], and I believe this matter requires HR’s attention.”
5. Body Paragraph(s)
- Describe the specific incidents with dates, times, and locations.
- Explain how the behavior has affected you and the workplace.
- Mention any previous attempts to resolve the matter.
- Provide supporting evidence or witness accounts if available.
Example:
“On [Date], during a team meeting, [Coworker’s Name] made inappropriate remarks about my work, which I found disrespectful and unprofessional. I attempted to address the issue directly with them on [Date], but the behavior has continued, creating a tense work environment.”
“Additionally, on [another date], [Coworker’s Name] refused to collaborate on an important project, affecting deadlines and overall team productivity. I have attached email exchanges documenting the issue. Several colleagues, including [Witness Names], have also observed this behavior and can provide further details.”
6. Closing Paragraph (Request for Action & Deadline)
- Request a specific resolution (investigation, mediation, policy enforcement).
- Provide a reasonable deadline for a response.
- Express appreciation for their attention.
Example:
“I kindly request that HR investigate this matter and take appropriate action to ensure a professional and respectful workplace. I am open to mediation or further discussion if necessary. Please confirm how you plan to address this issue within [timeframe, e.g., 7 business days]. Thank you for your time and consideration.”
7. Closing Signature
Sincerely,
John Doe
5. Keep It Concise and Clear
Your complaint should be direct and to the point, ideally no longer than one page. Avoid unnecessary details or emotional statements.
6. Address the Letter to the Right Person
If your company has a formal complaint procedure, ensure you send the letter to the correct recipient:
- HR Department (for workplace behavior issues)
- Your Direct Manager (if HR is not directly involved)
- Senior Management (if previous complaints were ignored)
7. Submit Your Complaint Letter Properly
You can submit your complaint through:
- Email (if HR allows digital complaints)
- A formal HR complaint form (if available)
- Hand-delivered letter to HR or your supervisor
Always keep a copy of your complaint letter for your records.
8. Follow Up If Necessary
If HR does not respond within the expected timeframe, follow up with a polite email or in-person discussion. If the issue remains unresolved, consider escalating it to:
- Senior management or the company’s executive team
- Legal counsel or workplace regulatory agencies
- A labor board (if employment laws were violated)
Frequently Asked Questions
1. Can I file a complaint anonymously?
Some companies allow anonymous complaints, but this may limit HR’s ability to fully investigate the issue.
2. What if HR ignores my complaint?
If HR does not take action, escalate the matter to senior management, a legal authority, or a workplace regulatory agency.
3. Should I try resolving the issue before filing a complaint?
If possible, attempt to resolve the issue through direct communication or mediation before filing a formal complaint.
4. What should I do if my coworker retaliates after my complaint?
Report any retaliation to HR immediately, as workplace retaliation violates company policies and employment laws.
5. Can I withdraw my complaint after submitting it?
In most cases, you can withdraw a complaint, but HR may still investigate if the issue affects workplace integrity.
Conclusion
Writing a complaint letter about a coworker requires professionalism, clarity, and supporting evidence. Following these steps ensures your complaint is taken seriously and increases the chances of receiving a fair resolution.