4 Ways To Write A Letter Of Complaint To Human Resources

derogatory remarks or slurs based on the protected characteristic intimidation threats and physical assaults telling offensive jokes

Who harassed you and their relationship to you. You can be harassed by a supervisor or by a co-worker. Also, the harassment can come from someone as the same sex as you. When each harassing act occurred—date, time, and location. Also write down what the person said or did, and how you responded. Who witnessed the harassment. Write down their names and job titles. What tangible evidence you have of the harassment. For example, you may have harassing emails, voice mails, or notes.

Describe the incidents in chronological order, which is the easiest for people to understand. In some larger organizations, HR might not know everyone, such as a coworker. You should identify who they are, e. g. , “Jason Jones, who works in the cubicle next to me, saw our boss make the obscene gesture. ” Stick to the facts. You shouldn’t make any kind of allegation or charge that you can’t back up with proof, such as your written memories or a witness. For example, don’t speculate about your boss or coworker’s motivation for what they said or did. You don’t know that.

Also explain if you tried to resolve the issue. For example, you might have met with your harasser to ask them to stop making sexually-explicit jokes. Remember to explain how the harassment made you feel. For example, you might have had trouble working in a team with the person who was harassing you, which caused you to skip work or perform below your usual standards.

Remember to end the letter by thanking HR for their time. Insert “Best” or “Sincerely,” and then sign the letter.

Instead of writing, “I’m so pissed right now,” write “I am angry. ” Instead of “my boss is a bigot,” write “Mr. Jones intimidates me by repeatedly yelling at me using racial slurs. ”

You haven’t been paid properly: your company might be withholding pay, not calculating it properly, etc. You have not received what you have been promised under your employment contract. Your boss or coworkers are bullying you. Some abuse doesn’t qualify as workplace harassment. Legally, harassment must be based on a protected characteristic, such as race, gender, religion, age, etc. [5] X Research source Nevertheless, someone might bully you simply because they don’t like you, and you should report them. For example, a coworker might say something that makes you uncomfortable. A random sexually-charged joke might not qualify as sexual harassment. However, there’s no reason to put up with it. You can report inappropriate behavior that makes you uncomfortable.

What happened, when and where. If you’ve been bullied, write down the details. Who is involved (your immediate supervisor, coworker, employee in a different part of the organization, etc. ) How you attempted to resolve the issue. Did you talk to a supervisor? Ask HR for help already? Write down the dates and the names of who you spoke with. Also summarize any responses you received.

Contact HR and ask who to address your letter to. Your salutation should read “Dear Mr. Jones” or something equivalent.

For example, you can begin with something like the following: “I am a data processing clerk in our accounting office. I’m writing to complain that my total pay has been inaccurate for two months now. ”

You can write something like the following: “There have been three major bullying incidents” and then write “Additionally, there has been low-level bullying, which I am happy to discuss in person with you. ”

For example, you can write, “On January 12, I told my supervisor, Kevin Jones, about my pay being wrong. Although he said he would investigate, my pay hasn’t changed and he doesn’t seem too worried about it. We are now approaching the two-month mark and I am still not being paid properly. ” Also let HR know how you have been feeling. For example, if you are being bullied, briefly explain how it has affected your health. Identify if you had to take time off or had to see a doctor. [7] X Research source

If you don’t think HR has your phone number, you can include that as well.

Although you may be told that the interview is confidential, you should expect many other people in the organization to know what you have written. You may be disappointed with the resolution HR reaches. For example, don’t be surprised if management is let off the hook with only a slap on the wrist. [8] X Research source

The purpose of mediation is to resolve the dispute voluntarily so that each side can walk away feeling good. If the harassment has been severe, you shouldn’t feel compelled to mediate a dispute with your employer. Instead, you should find an attorney and discuss next steps. Your employer might offer “conciliation,” which is like mediation. However, the conciliator is more involved in decision-making than a mediator, who lets the parties decide a proper resolution.

Avoid delay. You have 180 days from the date of the harassment to file a discrimination charge with the EEOC. [10] X Trustworthy Source US Equal Employment Opportunity Commission U. S. government agency that enforces civil rights in the workplace Go to source Your state agency may give you more time. Generally, federal EEOC law cover most employers. But some smaller employers might only be covered by state law. If your employer has 15 or fewer employees, you may need to complain to your state agency. Use the Assessment System at the EEOC website to check whether you should direct your complaint to a state agency.

Ask for an employment lawyer. When you call to set up a consultation, ask how much the lawyer charges. Prepare for your consultation by gathering helpful documents, such as a copy of your complaint letter to HR. At the consultation, you will discuss whether you have a legal case. Not all harassing conduct rises to the level of legal harassment. For example, one off-color joke probably doesn’t qualify.