Working with people isn’t always very easy and so it often leads and brings about misunderstanding, but to work together requires cooperation, understanding, and maturity. However, colleagues can be very annoying and hard to work with because of some behaviors. And at times it affects our work in the office, so what should one do about it. You can confront the individual and try to settle things, but if the individual is not interested in resolving the issues, resort to writing a letter of complaint about the individual. But how does one write this type of letter?. This article will show you how to write it and also the various types of complaint letters. In this article, we will see about ‘How To Write A Formal Complaint Letter About A Coworker?’.
How To Write A Formal Complaint Letter About A Coworker?
There are various ways and formats for writing letters. However, every letter has a particular format used for writing them. So what pattern is used in writing a letter of complaint, also how can one write them. Here are steps to guide you in writing a letter of complaint.
- It is a formal letter, so you have to be formal when writing.
- Try to resolve the issue, before writing. Some issues can be resolved by talking or conversing between the individuals, but if one party refuses to make peace, then write.
- Write down a detailed view of the issue: This letter is issued to Human Resources, so be sure to include details in your letter, like;
- Things said or done and how your response to them
- Who harassed and their relationship with you
- Give them the time, date, and location of these occurrences
- Evidence should be tangible: it would help the case.
- Write your letter professionally: it is a professional letter, so it must take a professional format. Include your details as well as who you are writing to.
- State the purpose of writing: You must state why your purpose of writing to the recipient in the first paragraph. State that you are filing a complaint against a co-worker for harassment, assault, or other reason.
- Do not make assumptions, generalizations, or accusations when including details of the issue.
- Explain your response: Explain how you reacted to the issue, how you felt about it and how it affected your work.
- Suggest a solution: suggest what you want your Human Resources or Boss to do, this does not mean that is what they will do, but it shows that you are willing to solve the issue.
- Sign and send the letters: End the letters with ‘yours faithfully’ as they are formal letters. Also, fill in your details in your complaint letter, should they need to reach you for more information.
Key Points That Helps In Writing A Letter Of Complaint
- Always define the problem
- Explain the bad behavior and its effect
- Be polite when writing, manners matter.
- Always suggest solutions
- Don’t blame who you are writing about
- Explain how the behavior is against the company rules so that your case will be justified on rationality and not emotions.
- Speak to the Manager or Boss.
- Complaint Letter Template
Here is template to guide you when writing a letter of complaint.
(Your name in full and your job position)
Date
(Recipient job title and company name)
Re: formal complaint against ( the person’s name)
Dear (recipient name)
The reason for writing this formal complaint against (name of co-worker), who works as (job title of the worker) is that there have been issues between us in recent times and we have been unable to come to any reasonable solution. I think this is the next and right step to deal with this issue.
On (date of incident occurence), (co-worker names) (detailed information about the incident and if possible add witnesses present, what was said and done by your coworker that was inappropriate). I am a (your personal attribute) individual and employee, and this actions has affected me and my work (explain how the action affected you and your work). Please consider this attachee and additional informations.
I hope that by writing to you , we can come up with a better solution.
Sincerely
(Your name or signature)
(Your job title.)
Conclusion
Complaint letters are used to address issues that arise between workers who cannot settle their issues personally, to seek a more productive outcome. How this letter is written is very important and the format too. It should be professionally written so that it can be given attention. It should not be written like a normal letter, because it is not. There are various kinds of complaint letters, so the one that best suits the scenario should be used. And also one should not avoid the points, because they will always come out in handy.
Frequently Asked Questions
- My Co-worker Behavior is Affecting My Work, What Should I Do?
In situations like this, confront the individual and try to settle the issue, if the individual persists, then the next step is to report the individual to the appropriate authorities by writing a letter of complaint
- I Wrote A Letter Of Complaint And It Has Not Been Attended To, What Do I Do?
In cases like this contact and ask the Manager of Human Resources or the authorities you laid your complaint with why nothing has been done. Their response will determine your next line of action. If it is to write again or carry on with the case.