Martin taggart

1. Understand the Purpose of Your Complaint Letter

A workplace bullying complaint letter is a formal way to report repeated mistreatment, harassment, or intimidation by a colleague, supervisor, or manager. Common examples of workplace bullying include:

• Verbal abuse or threats
• Humiliation or public shaming
• Exclusion or isolation
• Unfair treatment or discrimination
• Intimidation or aggressive behavior

A well-documented complaint increases the chances of appropriate action being taken.

2. Review Your Company’s Anti-Bullying Policy

Before drafting your letter, check:

• Your company’s policy on workplace bullying
• Who to address the complaint to (HR, supervisor, or senior management)
• The procedure for filing complaints and expected response times

Following internal procedures helps ensure your complaint is processed correctly.

3. Structure Your Workplace Bullying Complaint Letter Properly

A professional and well-organized letter strengthens your case. Use the following format:

Your Details

• Full name
• Job title and department
• Contact details (phone/email)

Recipient’s Details

• HR representative or manager’s name
• Company name and address

Subject Line

Example: Formal Complaint Regarding Workplace Bullying – [Your Name]

Opening Paragraph

Clearly state your reason for writing.

Example:
“I am writing to formally raise a complaint about workplace bullying I have experienced at [company name]. The ongoing behavior by [bully’s name] has created a hostile work environment, which has negatively impacted my well-being and ability to perform my job effectively.”

Main Body

Provide specific details, including:

• Who is involved (include names and job titles)
• Specific incidents (dates, times, locations)
• How the bullying has affected your work and mental health
• Any witnesses or previous reports made

Supporting evidence strengthens your complaint, such as emails, messages, or witness statements.

Proposed Resolution

Explain what action you expect. Examples:

• A formal investigation into the bullying
• Disciplinary action or mediation
• Implementation of anti-bullying policies and training

Closing Statement

Request a timely response and express appreciation for their attention.

Example:
“I trust that this matter will be handled confidentially and with urgency. I would appreciate a response by [date] regarding the next steps.”

Sign-Off

Use a formal closing:

• Yours sincerely (if addressing a named person)
• Yours faithfully (if using “Dear Sir/Madam”)

4. Maintain a Professional and Respectful Tone

Even if you are upset, keep your tone factual and professional. Avoid emotional language, exaggeration, or accusations that cannot be supported with evidence.

5. Provide Supporting Documents

Attach relevant documents, such as:

• Emails, text messages, or chat logs containing abusive language
• Witness statements from colleagues
• Any previous complaints or HR reports
• Medical reports if the bullying has affected your health

Mention in your letter that you have included supporting documents.

6. Send the Letter via the Correct Channel

Depending on company policy, send your complaint via:

• Email – Attach the letter and request confirmation of receipt.
• Printed Letter – Hand-deliver to HR and request acknowledgment.
• HR Portal – Some companies have an internal system for formal complaints.

7. Follow Up If Necessary

If you do not receive a response within the expected timeframe, follow up with:

• A polite email or phone call
• A second complaint letter referencing your initial letter
• Escalation to a senior manager or external organization if unresolved

8. Escalate If Necessary

If internal processes fail to resolve your complaint, consider escalating to:

• ACAS (Advisory, Conciliation and Arbitration Service) – For UK-based employees
• Employment Tribunal – If legal action is required
• Trade Unions – If you are a union member
• Health and Safety Executive (HSE) – If the bullying affects workplace safety

9. Sample Workplace Bullying Complaint Letter

[Your Name]
[Your Job Title]
[Company Name]
[Company Address]
[City, Postcode]
[Email]
[Phone Number]
[Date]

[HR Representative’s Name]
[HR Department or Manager’s Name]
[Company Name]
[Company Address]

Subject: Formal Complaint Regarding Workplace Bullying – [Your Name]

Dear [HR Representative’s Name],

I am writing to formally raise a complaint about workplace bullying I have experienced at [company name]. Over the past [duration], I have been subjected to repeated incidents of bullying behavior by [bully’s name], which have significantly impacted my well-being and ability to work effectively.

The incidents include the following:

• [Describe the first incident, including date, time, and location]
• [Describe the second incident, including date, time, and location]
• [Mention any witnesses who were present]

Despite my efforts to address this issue informally, the behavior has continued. I have attached supporting documents, including emails and witness statements, to substantiate my complaint.

I request that this matter be formally investigated, and I would appreciate a response by [date] outlining the next steps. I trust that my complaint will be handled confidentially and that appropriate action will be taken to prevent further incidents.

Please confirm receipt of this letter.

Yours sincerely,
[Your Name]

10. Common Mistakes to Avoid

• Being too vague – Provide specific details about each incident.
• Using emotional or aggressive language – Stay factual and professional.
• Not following company procedures – Submit the complaint to the correct person.
• Failing to provide evidence – Attach supporting documents where possible.

Frequently Asked Questions (FAQs)

How long should I wait for a response?
Most companies respond within 10 to 14 days. If you do not receive a response, follow up with HR.

Can I submit a complaint anonymously?
Some companies allow anonymous complaints, but it may limit their ability to investigate properly.

What if my complaint is ignored?
If ignored, escalate the complaint to senior management, ACAS, or an employment tribunal.

Should I consult a lawyer before submitting my complaint?
Legal advice may be helpful if the bullying involves discrimination, harassment, or affects your health.

Can I request a meeting instead of writing a letter?
Yes, but a written complaint ensures a formal record of your concerns.

Conclusion

Writing a workplace bullying complaint letter requires professionalism, clarity, and supporting evidence. By following these steps, you increase the likelihood of a fair resolution.