How to Write a Complaint Letter About Manager Behavior

Table of Contents

1. Understand the Purpose of Your Complaint Letter

A complaint letter about a manager’s behavior is a formal way to report unprofessional, unfair, or unethical conduct. This may include:

Harassment, discrimination, or bullying
Unfair treatment or favoritism
Verbal abuse or inappropriate language
Failure to perform managerial duties effectively
Retaliation or creating a hostile work environment

Your letter should be clear, factual, and solution-oriented, ensuring HR or senior management takes appropriate action.

2. Address the Letter to the Right Authority

HR department (if your company has one)
Senior management or CEO (if HR is unavailable or ineffective)
A union representative or labor board (if internal complaints are ignored)

Use a formal salutation:
“To,
[Recipient’s Name]
[Job Title]
[Company Name]
[Company Address]”*

“Dear [HR Manager’s Name],”

3. Start with a Clear and Professional Statement

Begin by stating the reason for your complaint and its urgency.

Example:
“I am writing to formally report concerns regarding the behavior of [Manager’s Name] in the [Department Name]. This matter has affected my work environment, and I believe it requires immediate attention.”

4. Provide Key Details of the Incident

Clearly describe the issue with specific details, including:

Date, time, and location of the incident(s)
Specific behaviors or actions that were inappropriate
Names of witnesses (if applicable)
Previous attempts to resolve the issue (if any)

Example:
“On [date], during a team meeting, [Manager’s Name] used inappropriate and aggressive language towards me, stating, ‘[Exact words if relevant].’ This incident was witnessed by [colleague names]. I have also experienced ongoing unfair treatment, including being denied work opportunities while others receive preferential treatment.”

5. Explain the Impact on You and Others

Describe how the manager’s behavior has affected your work, well-being, or team morale.

Example:
“This behavior has created a hostile work environment, affecting my productivity and mental well-being. Several colleagues have also expressed discomfort with [Manager’s Name]’s leadership approach.”

6. Attach Supporting Evidence

To strengthen your complaint, include:
✔ Emails, messages, or written documentation of inappropriate behavior
✔ Performance reviews or HR records showing unfair treatment
✔ Statements from colleagues who have experienced or witnessed the behavior

Example:
“Attached are screenshots of emails where [Manager’s Name] used inappropriate language and a written statement from a colleague who witnessed the incident.”

7. Request a Resolution

Clearly state what action you expect, such as:

An investigation into the manager’s behavior
A formal warning or corrective action
A meeting to discuss the concerns
Relocation to another team (if necessary)

Example:
“I request a formal review of [Manager’s Name]’s behavior and appropriate action to prevent further issues. Additionally, I would like to discuss options for ensuring a more positive work environment moving forward.”

8. Maintain a Professional and Respectful Tone

Avoid emotional or accusatory language.
Keep the letter factual and solution-focused.
Stick to a professional and concise format (one page preferred).

Example:
“I appreciate your time and consideration in addressing this matter professionally. I trust that the company values a respectful and inclusive work environment.”

9. Request a Response and Provide Contact Information

Encourage a timely response by specifying when you expect a reply.

Example:
“Please acknowledge receipt of this complaint and provide a response within [X days]. You may reach me at [your email] or [your phone number] for further discussion.”

Sincerely,
[Your Full Name]
[Your Job Title]
[Your Contact Information]

Sending Options:

Email (if HR allows digital complaints)
Printed letter (submitted in person to HR)
Union representative (if applicable)

Frequently Asked Questions

1. What if my complaint is ignored?
If HR does not respond, escalate to higher management, a labor board, or a legal representative.

2. Can I submit my complaint anonymously?
Some companies allow anonymous complaints, but providing your identity strengthens your case.

3. Can I face retaliation for complaining about my manager?
Most workplace policies prohibit retaliation, and you can report further if it happens.

4. Should I get legal advice before submitting my complaint?
For serious issues like discrimination or harassment, consulting a lawyer or HR specialist may be beneficial.

5. How do I ensure my complaint is taken seriously?
✔ Be factual and provide evidence
✔ Remain professional and avoid personal attacks
✔ Follow company complaint policies
✔ Set a deadline for response

Conclusion

Writing a complaint letter about manager behavior requires clarity, professionalism, and supporting evidence. By outlining specific incidents, their impact, and a resolution request, you improve the chances of corrective action. If ignored, escalate the complaint through higher management or legal channels.

Martin taggart