Understanding When to File a Complaint
Writing a formal complaint letter about your manager is a serious step, usually taken when attempts to resolve issues informally have failed. Employees should consider submitting a formal complaint if they experience:
- Unfair treatment, discrimination, or favouritism.
- Workplace bullying, harassment, or verbal abuse.
- Retaliation for raising concerns.
- Unethical or unprofessional behaviour.
- Toxic leadership, excessive micromanagement, or lack of communication.
Filing a written complaint ensures your concerns are officially recorded, allowing HR or management to take appropriate corrective action.
Gather Key Information Before Writing
Before drafting your complaint letter, compile detailed and verifiable information to support your case. Include:
- Your manager’s full name, position, and department.
- Dates, times, and locations of specific incidents.
- Witness names or colleagues who observed the behaviour.
- Details of previous complaints and responses (if any).
- Supporting documents such as emails, messages, meeting notes, or policy references.
The more factual and detailed your evidence, the stronger and more credible your complaint will be.
Maintain a Professional and Respectful Tone
While it can be tempting to express frustration, your letter should remain objective, factual, and polite. Avoid emotional or accusatory language — stick to the facts. Use clear and concise sentences, and refrain from making personal judgments.
A professional tone helps HR take your complaint seriously and demonstrates that you are seeking resolution, not confrontation.
Include Your Contact Information
At the start of your letter, provide your details so HR can follow up:
[Your Name]
[Your Job Title]
[Department Name]
[Company Name]
[Your Email Address]
[Your Phone Number]
[Date]
Follow this with the recipient’s information:
To,
[HR Manager / Senior Management]
[Company Name]
[Company Address]
Write a Clear Subject Line
Your subject line should clearly indicate the nature of your complaint. Examples include:
- “Formal Complaint Regarding [Manager’s Name] – Workplace Harassment”
- “Official Complaint – Unfair Treatment by [Manager’s Name]”
- “Request for HR Investigation into [Manager’s Name]’s Conduct”
Start with a Strong Opening Paragraph
Begin your letter with a direct statement explaining why you are writing:
“I am writing to formally raise a complaint regarding my manager, [Manager’s Name], due to ongoing behaviour that has created a hostile work environment. Despite my attempts to resolve the issue informally, the situation remains unresolved, and I am requesting HR intervention.”
This introduction sets a professional tone while making your request clear.
Provide a Detailed Explanation of the Issue
Describe each incident clearly and factually. Include dates, times, locations, and how the behaviour has affected your work or wellbeing. Avoid speculation and focus on observable actions.
Example:
“On [Date], during a team meeting, [Manager’s Name] criticised my work in an unprofessional and humiliating manner in front of colleagues. Similar incidents occurred on [Other Dates]. I attempted to raise these concerns privately with [Manager’s Name] on [Date], but the behaviour has continued.”
Where possible, reference any company policies that your manager’s actions may have violated.
Attach Supporting Evidence
Strengthen your complaint by including relevant documentation such as:
- Email or message exchanges.
- Screenshots or meeting notes.
- Witness statements or corroborating accounts.
- Performance reviews or official reports showing inconsistencies.
- Extracts from company policies or employee handbooks.
Attach these documents to your letter or include them in your email submission to HR.
Request a Specific Resolution
Be clear about what outcome you are seeking. For example:
- A formal investigation into the manager’s conduct.
- Mediation or a confidential HR meeting.
- Disciplinary action or corrective training for the manager.
- A transfer to another team or department.
Example:
“I respectfully request that HR conduct an internal investigation into this matter and consider appropriate corrective action. I am willing to participate in any discussions or mediation sessions as needed.”
End with a Professional Closing
Conclude your letter courteously, thanking the recipient for their time and requesting confirmation of receipt.
“Thank you for your prompt attention to this matter. I would appreciate a response within 14 days outlining the next steps in the investigation process.”
Then close with:
Sincerely,
[Your Name]
Submitting Your Complaint
Submit your letter through the appropriate channel based on your company’s policies:
- Email: Send directly to HR or your company’s official complaints address.
- Printed Letter: Deliver to HR in person and request an acknowledgment receipt.
- Internal Portal: If your company uses an online reporting system, upload your complaint there.
Always keep a copy of your letter and any attachments for your own records.
Follow Up on Your Complaint
If you haven’t received a response within 7–14 days:
- Send a polite follow-up email requesting an update.
- Schedule a meeting with HR or senior management.
If your concerns are still ignored, you may need to escalate your complaint externally.
Escalating the Matter Further
When internal procedures fail, consider:
- Writing to company executives or board members.
- Contacting ACAS (Advisory, Conciliation and Arbitration Service) for guidance on your employment rights.
- Consulting an employment solicitor for professional legal advice.
These steps ensure your complaint is taken seriously and handled fairly under UK employment law.
Frequently Asked Questions
1. What should I include in a complaint letter about my manager?
Include the manager’s details, factual descriptions of incidents, dates, witnesses, and a clear request for resolution.
2. How long should I wait for a response?
Most HR departments reply within 7–14 days, though complex investigations may take longer.
3. Can I file a complaint anonymously?
Some organisations allow this, but providing your name enables HR to investigate more effectively.
4. What if my complaint is ignored?
Escalate the issue to senior management or external bodies such as ACAS.
5. Can I request a transfer to another department?
Yes. If your working relationship with your manager has broken down, HR may consider a transfer.
6. Should I send my complaint by email or post?
Email is faster and easier to track, but a printed letter with a signed receipt provides stronger documentation.
Conclusion
Reporting a toxic manager can feel daunting, but a well-structured and professional complaint letter ensures your voice is heard. By focusing on facts, maintaining professionalism, and following proper channels, you increase the likelihood of fair investigation and resolution.
If internal remedies fail, external support from ACAS or an employment solicitor can help protect your rights.
For fixed-fee legal help with your case,
contact Martin Taggart — your trusted UK legal partner.