How To Make A Formal Complaint At Work

We handpick every product we feature. We may earn commission from the links on this page.Work|Careers|Human Resource JobsHow to Make a Formal Complaint at WorkBy Chron Contributor

A formal work complaint is a serious issue because it goes in your permanent file and could lead to tense or stressful interactions with co-workers and supervisors. When you feel like a formal complaint is necessary, consult your company handbook and follow the specific procedures it recommends. If your company doesn't have an official complaint policy, a few simple guidelines can help you present your frustrations in the best way possible.

Put Your Complaint in Writing

Draft a letter or a formal paper that details your complaint and address it to the head of your company's human resource department. If you don't have a human resource department, address the letter to your direct supervisor or to the senior manager who oversees your department, if your supervisor is part of the complaint. Be courteous and direct in your writing and include specific details, exact dates and first-hand accounts to support your complaint. You may feel emotional about the situation, but avoid using personal feelings as evidence to support your claim. Proper grammar, well-constructed sentences, punctuation and appropriate vocabulary will help you get your point across.

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Submit Your Complaint

Take your written complaint to the head of human resources, or to the addressee on your letter, in person. Some organizations provide an online complaint process. If not, be sure to ask for a receipt, if you submit a hard copy of your complaint. You want to make sure there's no way the recipient could say he never received your claim. When you hand over the formal complaint, don't discuss the information -- simply say, "I'm here to submit a formal complaint."

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Schedule a Meeting

The human resource director may ask to schedule a meeting to discuss your frustrations with your supervisor or others involved in the complaint. A follow-up meeting is usually the best way for the director or management to ask questions or gather additional information that is relevant to your complaint. If your complaint involves activity that could be considered illegal, such as harassment, improper use or allocation of funds, theft or negligence, you'll likely want a lawyer to help you draft the formal complaint and ask her to attend the follow-up meeting with you.

Contact the External Agencies

When your formal workplace complaint is about unfair labor practices, such as substandard working conditions, unfair pay, unequal treatment or your company's refusal to allow you to join a labor organization, submit a complaint to the National Labor Relations Board. Address the complaint to the regional director who handles complaints in your state. Use supportive details and specific examples to back your claim. The regional director will decide if your complaint requires further investigation and notify you of the results. If your complaint is related to potential job discrimination, contact the Equal Employment Opportunity Commission instead.

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References

• NLRB: Investigate Charges
• EEOC: How to File a Complaint

Chron Contributor