How to Write a Complaint Letter About a Staff Member

Table of Contents

1. Why Write a Complaint Letter About a Staff Member?

If a staff member’s behavior is unprofessional, rude, or violates company policies, filing a formal complaint ensures the issue is documented and addressed by management or HR. A well-written letter helps:

Hold employees accountable for misconduct.
Ensure a respectful and professional workplace.
Request corrective action, such as training or disciplinary measures.

Common reasons for filing a complaint include:

Rudeness or unprofessional behavior toward customers or colleagues.
Discrimination, harassment, or bullying in the workplace.
Failure to provide proper service or assistance.
Dishonesty, negligence, or unethical conduct.

If the issue is serious, review the company’s complaint policy or HR procedures before submitting your letter.

2. Where to Send Your Complaint Letter?

The complaint should be addressed to:

The Employee’s Manager or Supervisor – First level of escalation.
Human Resources (HR) Department – If the issue involves serious misconduct.
Corporate Office or Ombudsman – For unresolved complaints.

Check the company’s official website or employee handbook for the correct contact details.

3. Essential Information to Include in Your Complaint Letter

Your complaint letter should be professional, factual, and well-structured. Include the following details:

Your Contact Information
- Full name
- Address
- Email and phone number
Recipient’s Contact Information
- Manager’s or HR representative’s name
- Company name
- Office address and email
Subject Line
- Example: “Formal Complaint Regarding [Staff Member’s Name]”
Opening Statement
- Clearly state your complaint and dissatisfaction.
- Example: “I am writing to formally report inappropriate behavior by [Staff Member’s Name], which occurred on [Date] at [Location].”
Description of the Incident
- What happened?
- Where and when did it occur?
- Who was involved?
- How did it affect you or others?
Previous Attempts to Resolve the Issue
- Mention any prior discussions or complaints made.
- Provide reference numbers or responses received (if applicable).
Requested Resolution
- Clearly state what action you expect (e.g., disciplinary action, training, an apology).
- Set a reasonable response timeframe (e.g., 14 days).
Supporting Evidence
- Emails, messages, or reports documenting the issue.
- Witness statements or CCTV footage (if applicable).
Professional Closing Statement
- Example: “I expect a response within 14 business days outlining the steps being taken. If this matter is not resolved, I may escalate my complaint further.”

4. Sample Complaint Letter About a Staff Member

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

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

Subject: Formal Complaint Regarding [Staff Member’s Name]

Dear [Recipient’s Name],

I am writing to formally report a concerning incident involving [Staff Member’s Name], which occurred on [Date] at [Location]. Their behavior was [describe the issue, e.g., rude, unprofessional, discriminatory], which negatively impacted my experience at your establishment.

Details of the Incident:

Staff Member’s Name & Position: [If known]
Date & Location of Incident: [Date, time, and place]
Description of the Issue: [Explain what happened and how it affected you]

I previously attempted to resolve this issue by [mention prior actions taken, such as speaking with a supervisor], but the problem remains unresolved. I have attached supporting evidence, including [emails, witness statements, or screenshots].

Requested Action:

I request that [state your demand, e.g., an investigation, formal warning, customer service training] be addressed within 14 days. If I do not receive a response, I may escalate this complaint further.

Please confirm receipt of this letter and provide a written response outlining the next steps.

Thank you for your prompt attention to this matter.

Sincerely,
[Your Name]

5. What Happens After Filing a Complaint?

Acknowledgment – The company should confirm receipt of your complaint.
Investigation – HR or management may review records and speak with witnesses.
Resolution Offered – They may propose disciplinary actions, retraining, or corrective measures.
Escalation (If Unresolved) – If ignored, escalate to:
- Higher management or corporate office.
- Legal or regulatory authorities (if serious misconduct occurred).

6. Frequently Asked Questions (FAQs)

1. Can I file an anonymous complaint?

Some companies allow anonymous complaints, but providing your details ensures a stronger case.

2. How long does it take to resolve a complaint?

Most companies respond within 14-30 days, depending on the severity of the issue.

3. What if my complaint is ignored?

Send a follow-up letter.
Escalate to corporate management or regulatory authorities.

4. Can I take legal action for workplace harassment or discrimination?

Yes. If internal complaints fail, you can file a complaint with legal or labor rights organizations.

5. Should I complain in writing or verbally?

A written complaint provides a formal record and is more effective for serious concerns.

7. Conclusion

A complaint letter about a staff member is an effective way to report unprofessional behavior, misconduct, or poor service. By keeping your letter clear, professional, and backed by evidence, you increase the chances of a swift resolution.

If the issue is not addressed, escalate the complaint to higher authorities or legal entities. Your concerns deserve to be heard—don’t hesitate to take action!

Martin taggart