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How to Write a Formal Complaint Letter

If you’re having a problem with a co-worker and are wondering what measures to take first, be honest about your situation, face the individual, and if all of that fails, write a formal complaint letter on your own. The easiest way to approach a situation like this is to do it the “professional” way, which means that you get the issue in writing and document everything. This can make all the difference in the world, especially if you’re working at a company where you may have to deal with one or more of your superiors down the line.

How to Write a Formal Complaint Letter If you’ve ever worked in a human resources department, you know how important it is to follow your letter of termination up with a formal letter of complaint. This lets the company know that they are being unprofessional in some fashion and that you believe the conduct described in the incident warrants an investigation. It also lets them know that you’re willing to work with them to resolve the problem and give them a chance to rectify the situation. Depending on how the incident occurred, you may write the letter to the HR department or simply the human resources manager. The same instructions apply for addressing the problem. However, when the dispute is with your supervisor, you’ll need to refer to their name within the letter to indicate that you are actually making a complaint against them.

Who You’re Complaining To One of the most important steps in how to write a formal complaint is to choose a person you’d like to complain to. When choosing a person to complain to, it’s important to remember that you don’t necessarily have to work with that specific person directly. You could use your supervisor’s name, or you could even refer to a lower-level employee who you think needs to be informed about the conflict. Just be sure that the person you choose knows that you’re complaining and that you have proof that they are in the wrong (i.e. something that proves that the conduct described in your letter is not acceptable).

What You Should Accomplish After You’ve Finished Writing Your Letter Once you’ve chosen a person to write your how to write a formal complaint letter about a coworker, you must then follow the proper procedure to address the matter. Even though your complaint is with your supervisor, the process should still be formal. First, you’ll need to provide your supervisor with the written notification that you’re filing the formal complaint, followed by a courtesy call to discuss the details of the complaint. If your supervisor does not respond to your courtesy call, you may send a follow up letter.

Follow Up Once Your Letter is Received Finally, you should follow up. If you were polite enough during your meeting with your coworker to let them know that you would like to file a complaint, then you should do so now. Offer to resolve the conflict in order to resolve the issue between you and your coworker. Acknowledge their mistake and apologize for any undue anger or hurt feelings that may have been caused.

Follow Up While you are waiting to hear back from your employer, you should attempt to make the situation better between you and your coworker. If the dispute was over a minor issue, such as a less than perfect haircut, you can resolve it yourself. However, if you find yourself in a larger conflict, such as sexual harassment or other types of discrimination, then you should find another method to resolve it without escalating the situation further. A formal complaint should always include an offer to resolve the problem, as well as an apology and an outline of how you plan to fix the problem, follow up, or prevent a repeat of the same behavior.

How To Write a Business Letter Formatting Your complaint letter is very important, but so is the way in which you write it. Following the basic steps above-addressing it to the person who needs to be contacted, offering a solution or how to fix the problem, offering follow up, and an apology-will help ensure that your letter makes a good impression. There are many different business letter formatters out there, so it is easy to find one that you can use, even if you happen to have a computer problem! There are also plenty of resources available on the internet that can provide templates and examples for you to follow.

How to Write a Formal Complaint Letter Being successful in how to write a complaint letter does not happen overnight, but following these simple steps will help you get started much faster. Learn more information about business letter formatting by visiting the site below. You can download templates and get started right away. If you struggle with any part of the process, no matter how hard you try, it is always wise to seek the advice of a professional who can help you through it. This will be time well spent.

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