How to Formally Complain at Work – Letter Format & Example

Table of Contents

1. Understand the Purpose of a Workplace Complaint Letter

A complaint letter at work is a formal way to report issues affecting your job, workplace environment, or professional well-being. Common reasons for filing a workplace complaint include:

Harassment or discrimination (verbal abuse, bullying, unequal treatment).
Unfair treatment (favoritism, wrongful termination, denied promotions).
Unsafe working conditions (health hazards, lack of proper equipment).
Policy violations (breach of company rules, unethical practices).
Salary or benefits disputes (delayed payments, incorrect deductions).
Excessive workload or unrealistic expectations.

A well-structured complaint letter ensures your concerns are taken seriously and provides a record for future reference.

2. Maintain a Professional and Respectful Tone

Even if you are frustrated, your letter should be:

Formal – Use a professional structure.
Respectful – Avoid aggressive or emotional language.
Concise – Keep it brief and factual.
Solution-Oriented – Clearly state what you expect to be done.

Maintaining professionalism increases the likelihood of a positive response.

3. Gather Important Information Before Writing

Before drafting your letter, collect the following details:

Incident details (dates, times, location).
Names of people involved (colleagues, managers, witnesses).
Company policies or laws violated (if applicable).
Previous complaints or discussions (emails, HR meetings, reports).
Desired resolution (investigation, policy enforcement, disciplinary action).

4. Structure of the Complaint Letter

A well-organized workplace complaint letter includes the following sections:

1. Your Contact Information

Full Name
Job Title & Department
Company Name & Address
Work Email Address
Date

2. Recipient’s Contact Information

Manager/Supervisor/HR Representative Name
Their Position
Company Name & Address

3. Subject Line

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

4. Salutation

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

5. Introduction

State the purpose of your letter and your position in the company.
Example:
“I am writing to formally report an issue concerning [briefly describe the issue] that has affected my ability to work efficiently. I kindly request your attention to this matter.”

6. Describe the Issue in Detail

What happened?
When and where did it occur?
Who was involved?
Any previous attempts to resolve the issue?

Example:
“On [date], during [situation/meeting], I experienced [describe incident]. Despite bringing this issue to [supervisor/colleague’s name] on [previous date], no action has been taken, and the situation has continued.”

7. Request a Resolution

Clearly state what action you expect your employer to take.

Example:
“I kindly request an investigation into this matter and appropriate action to ensure a safe and fair workplace. I am open to discussing possible solutions.”

8. Closing Remarks

Thank the recipient and mention your expectation for a response.

Example:
“I appreciate your time in addressing this matter. I look forward to your response within [mention timeframe, e.g., 5 business days].”

9. Sign-Off

Yours sincerely,
[Your Name]

5. Sample Workplace Complaint Letter

[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[Work Email]
[Phone Number]
[Date]

To,
[Recipient’s Name]
[Their Position]
[Company Name]
[Company Address]

Subject: Formal Complaint Regarding [Issue]

Dear [Recipient’s Name],

I am writing to formally report an issue regarding [describe problem] in my workplace. I have been working in [department] since [employment start date], and I believe this matter needs urgent attention to maintain a professional work environment.

On [date], during [situation], I experienced [explain issue, e.g., workplace harassment, unfair treatment, or safety concern]. I previously addressed this with [mention any prior reports to HR or supervisors], but no corrective action has been taken.

I kindly request an investigation into this matter and appropriate action to resolve the issue. I would appreciate a prompt response and guidance on the next steps.

Thank you for your time and consideration. I look forward to your response within [mention timeframe].

Yours sincerely,
[Your Name]

6. Common Mistakes to Avoid

Being overly emotional or confrontational – Stick to facts.
Providing vague details – Be specific about what happened.
Not keeping a copy of your letter – Always save a copy for records.
Failing to follow company procedures – Check HR policies on complaints.
Not specifying a resolution – Clearly state what you want.

7. How to Submit Your Complaint Letter

You can send your complaint letter via:

Email – The fastest and most traceable method.
Printed Letter – If submitting directly to HR or a manager.
Internal HR Portal – Some companies have online complaint submission options.

Always request a confirmation of receipt.

8. Follow-Up If Necessary

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

Send a polite follow-up email.
Escalate the complaint to a higher authority (HR director, company leadership).
Contact an employment lawyer if the issue is severe and remains unresolved.
File a complaint with labor authorities if company policies are violated.

Frequently Asked Questions

1. What should I include in a workplace complaint letter?
Your contact details, a clear description of the issue, names of people involved, supporting evidence, and your expected resolution.

2. How long should a workplace complaint letter be?
One page is ideal. Keep it brief and to the point.

3. Can I email my workplace complaint letter?
Yes, email is commonly used for workplace complaints. Ensure the email is professional and formatted correctly.

4. What if HR does not respond to my complaint?
Follow up, escalate the issue, or seek legal advice if necessary.

5. Can I file a complaint anonymously?
It depends on company policy. Some workplaces allow anonymous complaints through HR portals.

Conclusion

Writing a complaint letter at work ensures your concerns are formally documented and taken seriously. By keeping your letter professional, clear, and solution-focused, you increase the chances of an effective resolution. Always follow up if necessary and know your workplace rights in case of non-compliance.

Martin taggart