How to write a formal complaint letter about a coworker
If your manager is fully aware of the difficulties you are having, they may be able to assist you in resolving a conflict with a coworker. To complain to your boss about someone else you work with, follow these steps:
1. Try to resolve the conflict on your own
Consider attempting to write a letter to your boss if you believe you can resolve your conflict with a coworker together. You might discover that the root of your problems is a misunderstanding. Colleagues frequently work together to solve problems and become even better at working together as a result of the experience they had.
2. Make sure you have an issue to report
Before deciding to send a formal letter of complaint, think carefully about the validity of your complaint. Some people find it challenging to collaborate with a colleague due to a personality quirk or annoying habit. It might be worthwhile to write a letter to your manager if your coworkers’ behavior has made you feel uncomfortable or harassed, or if their behavior significantly undermines your productivity and work ethic.
When deciding whether the circumstance justifies a letter, consider your own actions. It might be best to reevaluate the situation, make any necessary corrections, and see if the problem persists if you in any way contributed to it. If you’re at all accountable for the issue, your boss might not take your complaint seriously or you might also face consequences.
3. State the purpose of the letter
Your letter should begin with a statement that explains why you are writing. Make sure your boss is clear on what they can expect to read in the letter and that there are no ambiguities.
Your directness in stating the purpose of your letter can ensure that your manager gives it the appropriate attention because workplace complaints can be serious and many employers want to address these issues as soon as possible. Without these urgent details, you run the risk of your manager taking longer to review your letter, which will make it harder to resolve the conflict you have with your coworker.
4. Include a lot of details
Ideally, you kept a record of your interactions with your coworker before writing your letter to demonstrate the conflict you have been having. Make reference to it as you write your letter so you can be as specific as you can. Tell your manager about the incidents in a chronological order so that they can comprehend the sequence of occurrences and how your workplace conflict may have developed into what it is now.
Try to remain impartial while sharing the details even though you are involved in the situation. Keep a neutral tone and relay the information very factually. Do not include any assumptions or inappropriate accusations.
Consider including these additional details:
Your manager and a representative from human resources will require the name of the employee about whom you are grieving. Include their title and your relationship to them, including whether you are a superior, coworker on the same team at work, or a departmental colleague. This will make it easier for the human resources manager to decide which parties to involve in the conflict resolution.
If anyone else saw the altercation with your coworker, please list their names, jobs, and what they saw. It may be necessary for your manager or the human resources representative at your company to look into your claims and interview any witnesses.
If you want to prove that there is conflict or an hostile work environment, you may have texts, emails, voicemails, or other types of correspondence. When possible, include copies and make reference to any supporting documentation you may have, such as voicemails, which cannot be included in a letter.
5. Explain your involvement in the situation
Be honest about your involvement in the conflict because your boss may be curious. Describe any attempts you may have made to speak with your coworker and how their actions have made you feel. Make sure you relate their behavior to how you feel and the environment at work. You can use this opportunity to review your job responsibilities and how the current situation is affecting them.
6. Propose a resolution
As you write your letter, consider how you want the dispute to be resolved. Investigate your options, which may include joining a new team or participating in a program for resolving disputes with your coworker. In the event of a hostile workplace due to serious harassment, you may decide that the conflict is so severe that you would like to see your coworkers’ employment with the company end.
7. Make a copy of your letter
A copy of your signed letter should be kept for your records. You can deliver an additional copy of the letter as required if the dispute persists or if your manager loses your letter before they have a chance to act. Additionally, you can give copies to anyone else who might require them, such as your entire management team or your human resources manager.
What is a complaint letter?
A complaint letter is a letter that’s typically written by an employee to their manager and a member of human resources at their place of business and includes criticism of another employee’s behavior. Complaint letters are useful for providing information to the right people who can address any workplace hostility that has arisen between employees.
Here are some reasons you may write a complaint letter:
Tips for writing a complaint letter about a coworker
Here are some pointers to keep in mind as you draft your letter:
Use a business letter format
Use a business letter format as this is an official letter of complaint.
Thank the reader
You can close the letter on a positive note and express confidence that you’ll all reach a resolution by thanking your manager or human resources for reading your letter and taking the time to address your concerns. If you remain positive throughout this process, your readers may be more willing to assist you.
File a complaint as soon as you can
Don’t let too much time pass after realizing the issue you’re dealing with. If a problem can’t be solved effectively or at all, it’s best to address it right away.
Hand deliver your letter
Make your boss aware that you will be stopping by their desk to deliver something important if at all possible. You might even want to arrange a meeting with your manager so that you can discuss your problem in private and be present when they are reading your formal letter. This will guarantee that they have the time to talk with you about these crucial issues and demonstrate how serious you are about your situation.
Dont get too personal
Try not to include your feelings in the letter, despite the fact that your conflict may feel personal and possibly even be very personal. Instead, be truthful and straightforward about the interactions you’ve had with your coworker. When your direct boss or the human resources manager can comprehend the improper actions that someone else committed rather than attempting to comprehend your feelings regarding it, it will be simpler for them to process the situation. Try explaining how you feel without using emotive language.
Reference your employee handbook
Before you write your letter, check your employee handbook to see if there is anything there that describes the situation you may be in and how the company promises to handle it. It might be useful to have this knowledge at your disposal so that you are aware of what to anticipate and so that you can mention it in your letter.
Keep your letter short
While you should include all the information you have noted, keep your letter as brief as you can. Consider including one or two of the most significant incidents you’ve kept track of and instructing your manager to consult the document you’ve attached for more information if there are numerous incidents.
Template for a complaint letter to your boss about a coworker
If you need help writing your own complaint letter about a coworker, refer to this sample:
[Your full name] [Your job title]
[Date]
[Recipients name] [Recipients job title]
[Company name]
Re: Formal complaint against [name of other employee]
Dear [recipients name]:
This letter is being sent in order to officially complain about [name of other employee] who holds the position of [other employee job title]. I believe it is appropriate to move forward with my concerns because there have been several instances between us that we have been unable to resolve.
[Name of employee], [incident details, including witnesses, what the employee said or did that was inappropriate], occurred on [incident date]. I was greatly impacted by their [words and/or actions] and [description of the effect their actions had at work] because I am a [personal characteristics] employee. Please see my attached notes for additional details.
By bringing this to your attention, I hope that we can [suggested solution]
Sincerely,
[Your name or signature]
[Your title]
Complaint letter example
Use the following model to help you create your own letter of complaint to your manager or human resources:
Christine Stanley
Inside Sales Representative
August 23, 2020
William Washington
Senior Sales Manager
Fitness Gurus, Inc.
Re: Formal complaint against Eva Daniels
Dear William:
I’m writing to complain formally about Eva Daniels, a member of my global sales project team. I have attempted to resolve our disagreement directly, but I feel that things have taken a turn for the worse, so I am speaking with management.
Eva arrived at work two hours late on August 1, which hampered the start of our project and prevented us from attending a joint meeting with a potential client. I addressed my concerns with her at that time. Since then, she has consistently been at least an hour late, making it challenging for us to complete joint projects on time. I’m a devoted employee who puts in a lot of effort, so I don’t want to let another employee have an impact on my output or the project’s success.
I need your assistance to fix this problem so we can get back to work productively and meet our upcoming deadlines.
Sincerely,
Christine Stanley
Inside Sales Representative
Complaint Letter Against Senior Co-Worker | Complain Against Leader Or Supervisor
FAQ
How do I write a letter of complaint to my boss about a coworker?
- Try to resolve the conflict on your own. …
- Make sure you have an issue to report. …
- State the purpose of the letter. …
- Include a lot of details. …
- Explain your involvement in the situation. …
- Propose a resolution. …
- Make a copy of your letter.
How do I write a letter of complaint about a worker?
- Identify exactly the kind of workplace harassment that took place.
- Write down the details about the harassment.
- Introduce yourself and your purpose.
- Present the facts of the harassment.
- Explain in great detail how you responded.
- Proffer a solution to the issue.
- Avoid using offensive language.
How do I complain about a coworker to HR?
- Begin by talking to your coworker. Try to resolve the issue in private with them.
- Set up an appointment with HR. …
- Prepare your complaint with a well-documented report. …
- Standby while investigations take place. …
- Wait for HR’s decision.
How do you professionally complain about a lazy coworker?
- Explain the Situation. Performance issues can sometimes go unnoticed by managers because other workers are stepping in to fill the gap.
- Present Factual Evidence. …
- Discuss Possible Solutions. …
- Use “I” Statements.
