Identify the Reason for Your Complaint
Before submitting a complaint to HR, ensure that your concerns are well-founded, documented, and fall within legitimate workplace issues. Common reasons for reporting a manager include:
- Unfair treatment or discrimination
- Harassment or bullying
- Unethical or illegal behaviour
- Retaliation after reporting an issue
- Breach of company policy or procedure
- Verbal abuse or persistent unprofessional conduct
Ensure you have credible evidence and that your complaint aligns with your company’s HR and grievance policies.
Check Company Policy on Complaints
Most organisations have a formal process for handling employee complaints. Review:
- The employee handbook for grievance procedures
- HR department policies regarding complaints and investigations
- Reporting channels, including designated HR officers or senior management
If no formal process is in place, submit your complaint directly to HR or escalate it to a senior authority within the company.
Gather Supporting Evidence
To strengthen your complaint, gather clear and factual evidence. Include:
- Specific dates, times, and locations of incidents
- Witness statements or written confirmations
- Emails, messages, or other written communications showing misconduct
- Performance reviews or reports that indicate unfair treatment
Ensure your documentation is factual, consistent, and relevant to your claim.
Keep Your Tone Professional
Even when reporting serious issues, maintain a calm and professional tone throughout your letter. Avoid:
- Emotional or accusatory language
- Personal attacks or generalisations
- Exaggerating events or making assumptions
Instead, focus on facts, specific examples, and the impact on your work and wellbeing.
Structure Your Complaint Letter
A professional complaint letter should follow a clear, standard format.
1. Your Contact Information
Include your:
- Full name
- Job title and department
- Work email and contact number
2. Date
Indicate the date the complaint is being submitted.
3. Recipient’s Contact Information
Include:
- HR manager’s name or relevant contact
- Company name and address
4. Subject Line
Use a clear, concise subject line such as:
Subject: Formal Complaint Against [Manager’s Name] for Workplace Misconduct
5. Introduction
State your position, department, and the reason for your complaint. Mention any prior informal attempts to address the issue.
Example:
I am writing to formally raise a complaint regarding [Manager’s Name], my direct supervisor in the [Department Name]. Despite previous efforts to resolve this matter informally, the issue remains unresolved.
6. Detailed Description of the Issue
Describe the problem factually and chronologically, including specific dates, incidents, and witnesses.
Example:
On [Date], [Manager’s Name] made an inappropriate remark during a team meeting, which was witnessed by [Colleague’s Name]. This behaviour has persisted, and despite previous discussions, no change has occurred.
7. Impact Statement
Explain how the issue has affected your work, wellbeing, or the team’s performance.
Example:
This ongoing conduct has created a stressful work environment and has affected my ability to perform effectively. It has also negatively influenced team morale and productivity.
8. Requested Resolution
Specify the outcome you seek, such as:
- An internal investigation
- Mediation between involved parties
- Disciplinary action if appropriate
- Review of company policies
Example:
I respectfully request an HR investigation into this matter and appropriate corrective action in line with company policy.
9. Conclusion
End by requesting a timely response and thanking HR for their attention.
Example:
I appreciate your time and attention to this matter and request a written response within 14 days.
10. Closing and Signature
Close formally with “Sincerely” or “Best regards,” followed by your full name and job title.
Sample Complaint Letter Against a Manager
[Your Name]
[Your Job Title]
[Company Name]
[Your Work Email]
[Your Work Phone]
[Date]
To:
[HR Manager’s Name]
Human Resources Department
[Company Name]
[Company Address]
Subject: Formal Complaint Against [Manager’s Name]
Dear [HR Manager’s Name],
I am writing to formally file a complaint against my manager, [Manager’s Name], who supervises me in the [Department Name]. Despite my previous attempts to address this issue informally, the behaviour continues to affect my working environment.
On [Date], [Manager’s Name] [describe the specific incident, e.g., “publicly criticised me during a team meeting in front of colleagues, which was witnessed by [Colleague’s Name].”] In addition, there have been multiple occasions where [describe pattern, e.g., “discriminatory remarks were made about my performance despite positive evaluations from other senior staff.”]
This conduct has negatively impacted my productivity, confidence, and overall wellbeing. I request the following actions:
- A formal HR investigation into [Manager’s Name]’s behaviour.
- A mediation meeting to discuss possible resolutions.
- Any appropriate disciplinary or corrective action deemed necessary.
I would appreciate confirmation of receipt of this complaint and a response within 14 days. Please let me know if you require further information or documentation.
Thank you for your time and attention to this matter.
Sincerely,
[Your Name]
[Your Job Title]
Tips for an Effective Complaint Letter
- Be Specific: Provide dates, names, and factual evidence.
- Remain Professional: Maintain a neutral, formal tone throughout.
- Follow Procedure: Submit your complaint through the proper HR channels.
- Keep Records: Retain copies of your letter and any correspondence.
- Follow Up: If HR does not respond, send a reminder or escalate the complaint.
What to Do If Your Complaint Is Ignored
If you receive no response within the expected timeframe:
- Send a follow-up email to HR requesting an update.
- Escalate the complaint to senior management or a company director.
- If the issue remains unresolved, contact an external body such as an employment tribunal, labour board, or legal advisor.
Frequently Asked Questions (FAQs)
How long does HR take to investigate a complaint?
Most HR departments acknowledge receipt within 7–14 days, though a full investigation may take several weeks depending on complexity.
Can I file an anonymous complaint?
Some organisations accept anonymous reports, but named complaints are generally taken more seriously and are easier to investigate.
What if HR takes no action?
If HR does not respond or resolve the issue, escalate to higher management or seek legal advice.
Can I be dismissed for complaining about my manager?
Retaliation is prohibited under employment law and company policy. If retaliation occurs, document it and seek legal support immediately.
Should I include evidence with my complaint?
Yes. Attach relevant documentation such as emails, chat records, or witness statements to support your claims.
Conclusion
Filing a complaint against a manager requires professionalism, clarity, and evidence. By following company procedures, presenting detailed facts, and maintaining a respectful tone, you increase the likelihood of a fair and prompt resolution. If HR fails to act or the issue continues, escalate through appropriate internal or external channels to protect your rights.
For fixed-fee legal help with your case,
contact Martin Taggart — your trusted UK legal partner.