Understanding the Importance of a Formal Complaint
Writing a formal complaint letter against a person requires careful consideration and a professional approach. It serves as an official record of your grievance and allows the recipient (often a supervisor, HR department, or legal entity) to address the issue effectively. The letter should be clear, concise, and fact-based, avoiding emotional language and focusing on the specific incidents that warrant the complaint. Providing dates, times, and witnesses, if applicable, will strengthen your case. Remember to maintain a respectful tone throughout the letter, even when detailing serious concerns.
Before drafting your complaint, gather all relevant documentation, such as emails, memos, or performance reviews, that support your claims. Think carefully about your desired outcome. Are you seeking disciplinary action, a change in work conditions, or some other resolution? Clearly state your desired outcome in the letter. Proofread your letter meticulously for grammar and spelling errors, and consider having a trusted colleague review it before sending. Keeping a copy of the letter for your records is also crucial for future reference.
20 Formal Complaint Letter Samples Against a Person
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain about the behavior of [Person’s Name], [Person’s Title], which I believe violates [Company Policy/Ethical Guidelines]. On [Date], at approximately [Time], [Person’s Name] [Describe the incident in detail]. This is not an isolated incident, as [He/She] has also [Describe previous incidents].
This behavior has [Describe the impact of the behavior on you or others]. I request that you investigate this matter and take appropriate action to prevent further occurrences. I am available to discuss this matter further at your convenience.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Workplace Harassment by [Person’s Name]
Dear [Recipient Name],
This letter serves as a formal complaint regarding the harassment I have experienced from [Person’s Name], [Person’s Title]. Specifically, on [Date], [Person’s Name] [Describe the harassing behavior in detail – e.g., made inappropriate comments, sent offensive emails, etc.]. I have also witnessed [He/She] harassing [Other Employee’s Name(s)].
This harassment has created a hostile work environment and has significantly impacted my ability to perform my job effectively. I request immediate action to address this issue and ensure a safe and respectful workplace. I am available to provide further details and documentation upon request.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Unprofessional Conduct of [Person’s Name]
Dear [Recipient Name],
I am writing to express my concerns regarding the unprofessional conduct of [Person’s Name], [Person’s Title]. On several occasions, including [Date] and [Date], [Person’s Name] has [Describe the unprofessional behavior in detail – e.g., been consistently late to meetings, failed to meet deadlines, exhibited disrespectful behavior towards colleagues].
This behavior is detrimental to team productivity and morale. I request that you address this issue with [Person’s Name] and take appropriate measures to ensure a more professional work environment. I am available to discuss this further.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Misuse of Company Resources by [Person’s Name]
Dear [Recipient Name],
I am writing to report the suspected misuse of company resources by [Person’s Name], [Person’s Title]. I have observed [Person’s Name] [Describe the misuse of resources – e.g., using company vehicle for personal errands, making excessive personal phone calls during work hours, etc.] on [Date] and [Date].
This behavior is a violation of company policy and may be costing the company significant resources. I request a thorough investigation into this matter. I have photographic evidence if needed.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Discrimination by [Person’s Name]
Dear [Recipient Name],
This letter serves as a formal complaint regarding discriminatory behavior exhibited by [Person’s Name], [Person’s Title]. I believe I have been discriminated against based on [Protected Characteristic – e.g., age, race, gender, religion]. On [Date], [Person’s Name] [Describe the discriminatory behavior in detail].
This behavior is unacceptable and violates company policy and applicable laws. I request an immediate investigation and appropriate action to address this discrimination. I have witnesses that can support my claim.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Bullying Behavior of [Person’s Name]
Dear [Recipient Name],
I am writing to formally report the bullying behavior of [Person’s Name], [Person’s Title]. I have experienced [Describe the bullying behavior in detail – e.g., public humiliation, intimidation, verbal abuse] on [Date] and [Date]. [Person’s Name] has [Give specific examples of bullying acts].
This bullying has created a hostile and uncomfortable work environment, negatively impacting my well-being and productivity. I request that you investigate this matter thoroughly and take appropriate disciplinary action. I fear for my personal safety if this continues.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Violation of Privacy by [Person’s Name]
Dear [Recipient Name],
This letter is to formally complain about a violation of my privacy by [Person’s Name], [Person’s Title]. On [Date], [Person’s Name] [Describe the privacy violation – e.g., accessed my personal files without authorization, shared confidential information with unauthorized parties, etc.].
This action is a serious breach of trust and a violation of company policy and privacy laws. I request a full investigation and appropriate disciplinary action. I expect that all my private information will remain that way.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Failure to Follow Safety Protocols by [Person’s Name]
Dear [Recipient Name],
I am writing to report a serious safety violation by [Person’s Name], [Person’s Title]. On [Date], [Person’s Name] [Describe the violation of safety protocols – e.g., failed to wear required safety gear, operated machinery improperly, disregarded safety warnings, etc.].
This negligence puts themselves and others at risk of injury or death. I urge you to take immediate action to enforce safety protocols and prevent future incidents. This is a serious matter.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Theft by [Person’s Name]
Dear [Recipient Name],
This letter serves to report theft by [Person’s Name], [Person’s Title]. I believe [Person’s Name] has stolen [Describe the item(s) stolen]. On [Date] I noticed that [Describe the incident, including date, time, and any evidence you have]. I have a feeling that, [Person’s Name] took my item.
Theft is a serious matter and I ask for you to give him or her proper investigation. This is not something that should be taken lightly.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Insubordination by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain about insubordination by [Person’s Name], [Person’s Title]. On [Date], [Person’s Name] refused to [Describe the action that was refused] after being instructed to do so. As well as, I asked him to do something [Date] and he also disregarded it.
This is a very disrepectful thing to do in this company, and the company has already given the employee a very generous chance and I believe that a thorough investigation is needed.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding False Accusation of [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain about [Person’s Name], [Person’s Title] in giving me false accusations of doing this and that. On [Date] [Person’s Name] accused me of [Accusation] which is not true in nature.
I believe that this false accusation should be investigated and looked into, this is not something that should be taken lightly, as it may defame my character as a diligent employee.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Gossip & Rumor Spreading by [Person’s Name]
Dear [Recipient Name],
I am writing to complain regarding Gossip & Rumor Spreading by [Person’s Name], [Person’s Title]. On [Date], [Person’s Name] has started gossiping to people about [Specifics] and has also ruined my reputation as a good employee.
This has resulted to lower output of work and the environment in the company has been very unsettling to me. I believe that his character should be checked as this has heavily effected the company.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Negligence in Work by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding negligence in work by [Person’s Name], [Person’s Title]. [Date] the work that was given to [Person’s Name] has not been completed even though the deadline has passed.
This has greatly effected the company and his negligence and should be checked, especially when the company depends on him to give deliverables.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Violation of Company Policy by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding the Violation of Company Policy by [Person’s Name], [Person’s Title]. On [Date] the company policy that was violated was [Company Policy Violated].
The employee was aware of this policy and still continued doing it, I believe that a proper investigation should be done on this case.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Unfair Treatment by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding Unfair Treatment by [Person’s Name], [Person’s Title]. [Date] the employee has given me unfair treatment by [Specifics] which is biased in nature.
I believe that everyone should be treated equally and fairly, and because of the incident that occured it is affecting my work as an employee.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Disregard to Diversity & Inclusion by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding Disregard to Diversity & Inclusion by [Person’s Name], [Person’s Title]. [Date] the actions that [Person’s Name] did was, [Describe].
The company has always valued Diveristy and Inclusion and the actions that he did was a complete disregard and is not tolerated by the company.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Discrimination and Harassment by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding Discrimination and Harassment by [Person’s Name], [Person’s Title]. [Date] The actions that he did to me were [Describe] and has caused harm and affected my work.
The company needs to address this immediately and I believe that the person should be given the proper investigation and actions.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Threat by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding a Threat to me by [Person’s Name], [Person’s Title]. [Date] The actions that he did was [Describe] and I feel unsafe with it.
This action has resulted in paranoia in going to work and this greatly effects my work and the employees in the workplace. Please give him an immediate and thorough investigation.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Intimidation by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding the Intimidation by [Person’s Name], [Person’s Title]. [Date] The actions that he did was [Describe] and it made me anxious.
This action has created a tense environment and because of this, my work and others around me are affected negatively, I believe he should be given an investigation.
Sincerely,
[Your Signature]
[Your Typed Name]
[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]
[Date]
[Recipient Name]
[Recipient Title]
[Organization Name]
[Organization Address]
Subject: Formal Complaint Regarding Unethical Practices by [Person’s Name]
Dear [Recipient Name],
I am writing to formally complain regarding Unethical Practices by [Person’s Name], [Person’s Title]. [Date] The actions that he did was [Describe] which is against company practices.
This action has potentially hurt the company and that should be given serious and proper investigation and actions.
Sincerely,
[Your Signature]
[Your Typed Name]
Conclusion
These sample letters provide a starting point for drafting your own formal complaint. Remember to tailor the letter to your specific situation, providing detailed and accurate information. A well-written complaint letter is a crucial step in addressing workplace issues and ensuring a fair and respectful environment.
