How to write a professional letter to HR
If you ever have a grievance, you can speak with your HR department directly. They can assist you in determining the best course of action to take in the event of a conflict or issue at work. When composing this kind of letter to HR, follow these steps:
1. Document the details
Document any issues you have with a coworker or your boss whenever they occur. Note down in detail what this person said or did for you. Note the precise dates and frequency of these occurrences. assemble any supporting documentation you may have, such as call records, email correspondence, direct messages, or online postings
2. Format your letter
Your letter to HR should be formatted similarly to a business letter. Include the following information in order:
3. Explain why you are writing
Introduce yourself and the reason you are writing at the beginning of the letter. In your body paragraphs, describe the incident or conflict that took place. Make sure to include the following details:
Feel free to share the event’s specifics as well as your feelings about it. Requesting a meeting with HR in person should be in your letter. You could also ask them to keep your knowledge of this situation to themselves unless they first let you know.
4. Attach applicable documents
Attaching any supporting documentation to your letter is the best way to ensure that HR will take action to resolve your situation. Print out any inappropriate communications someone sent you. You could digitally send this proof to HR if they happened over voicemail or video. When communicating with HR about a serious matter, be sure to do so via a secure platform or deliver the letter in person.
When should you write a letter to HR?
There are a variety of situations where you might need to write to HR. Here are the most common ones:
When you have a conflict with a colleague
You should speak with HR right away if a coworker is making you uncomfortable at work or if you notice that they are acting inconsistently with company policies. You can go into more detail about this person’s activities in your letter. It’s best to keep a record of what they said to you and the time the incident happened.
When you have a personal problem
If you want to talk about something private or delicate, you can contact human resources at any time. For instance, you should contact HR if you require maternity or prolonged sick leave. The same holds true if you are dealing with something that makes it difficult for you to perform your job.
When you disagree with a company policy or practice
If you have a complaint about your employer, see if HR can handle it. You can significantly alter your workplace by directly addressing this rule or practice. It’s common for HR to be unaware of a problem until someone alerts them to it.
When you are applying for a position
Many businesses let their HR department handle all of the hiring requirements. You can address your cover letter or letter of intent to the company’s HR department unless your job application specifies otherwise.
When you are resigning from a position
You should document this choice in writing once you have formally informed your employer that you are leaving your position. This aids HR in keeping track of crucial information, such as the reason behind your resignation and the date of your last day of employment.
When you have an idea for your company structure
If you have a suggestion that you believe could enhance the workplace environment, you might want to think about sending HR a letter outlining it. They may find a way to implement your request.
Letter to HR template
Use this template when reporting a complaint to HR:
[Your name]
[Your job title]
[Your address]
[Your phone number]
[Your email]
[HR heads name]
HR head
[HR departments address]
[HR departments phone number]
[HR heads email]
[Date]
Dear [recipients name],
My name is [your name] and I am employed by the [your department] department as a [job title]. I’m writing to express my formal displeasure with a recent office incident. I’m hoping that after reading this letter and the documents I’ve attached, you’ll be able to resolve this issue right away.
[The person you are criticizing] made me feel quite [emotion] on [date]. [Pronoun] was [what this person did].
I thought this behavior was very inappropriate, especially at work. [Pronoun] is the [job title] of [department name]. I work [your working relationship] with [Pronoun], so this is a very uncomfortable situation for me. I’m hoping you’ll be able to [your ideal resolution] so I can keep concentrating on my work.
Please let me know if you would like to meet in person to go over the specifics of this situation. I’ll feel more at ease working here again as soon as you take care of this.
Sincerely,
[Your name]
Letter to HR example
Here is an example of a letter to HR:
“Harry Wilson
Graphic Designer
245 Main St.
Milwaukee, WI
555-898-9966
[email protected]
Sadie Carmichael
HR Head
343 Corporate Lane
Brown Deer, WI
555-787-2124
[email protected]
November 20, 2020
Dear Ms. Carmichael,
My name is Harry Wilson, and I work in the marketing division as a graphic designer. I’m writing to express my formal displeasure with a recent office incident. I’m hoping that after reading this letter and the documents I’ve attached, you’ll be able to resolve this issue right away.
Maggie Feinman made me feel uneasy on November 18, 2020. She constantly referred to my brother in lewd ways while we were working on a project together. She had seen a picture of him on my desk and started making crude remarks about his appearance. I struggled to concentrate on the project because of her behavior, and I felt embarrassed to have this physical reminder of my brother on my desk.
I’ve included a copy of the photo with this letter so you can see that it’s okay for me to have it on my desk. I also recorded everything she said to me after the incident in a document that I also attached to this letter.
I thought this behavior was very inappropriate, especially at work. She is the copywriter of the marketing department. She and I work together every day, so I find this to be a very uncomfortable situation. I’m hoping you can meet with her and tell her that her remarks are unacceptable so that I can keep working on my project.
Please let me know if you would like to meet in person to go over the specifics of this situation. I’ll feel more at ease working here again as soon as you take care of this.
Sincerely,
Harry Wilson
Complain to Human Resources (the right way)
FAQ
How do I write a letter to HR?
Dear HR Manager, I would like to express my strong interest in applying for the Data Scientist position that you recently posted on (name of job portal). My educational background and internship experience are in line with the requirements for the position. I would value the opportunity if I were given to demonstrate my value addition to this job role.
What is the use of HR letter?
Human resource HR letters are a crucial tool for communicating with current or potential employees of a company. Use these letters to express gratitude to rejected job applicants, make job offers, resign from your position, review resume cover letters, and express gratitude to employees.
How do I start an email to HR?
- Avoid gendered language.
- Avoid exclamation points.
- Avoid casual language like “Hey,”
- Avoid overly formal language like “Sir” or “Madam”
- Avoid using “To Whom it May Concern”
- Avoid saying “good morning” or “good evening” at specific times of day.
- Avoid using “Dear [Job Title]” if possible.
