An employee complaint form is a document used by an employee to submit his/ her grievance regarding misbehave occur within the workplace. A workplace consists of different types of people having different ideas and diversity. In this kind of set up, due to differences in opinions and ways of doing things, problems may arise very easily.
However, some problems are work-related and some are personal. So, as an employee, you may face several types of misconducts like harassment, discrimination, verbal abuse, insubordination, bullying, and more. When these offenses happened to you, you don’t have to fight back. Filling an employee complaint form is the surest and appropriate way of addressing.
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Components of an employee complaint form:
You should include the following three parts in an employee complaint form;
- The name of the employee who is submitting grievances
- The job position of the employee
- The reason that why the complaint is written
How to file an employee complaint?
Follow the below steps to file an effective employee complaint;
Revisit your employee handbook
Employee generally has a hand book that contains processes and procedures to file a complaint. However, different companies follow different protocols. You should use one that is suggested by your employer. Therefore, you should take handbook in order to understand all the specific actions that you require to take before filling up your complaint form. In case, you don’t have an employee’s handbook, visit the human resource department and ask them to provide you directions regarding filing a complaint.
Write a comprehensive complaint report
After identifying the proper protocol to follow, you have to write down your complaint in detail. You should mention everything regarding an incident like what happened, the perpetrators, witnesses, and the date it happened. Furthermore, you have to ensure that you are honest and specific enough. You should follow the guidelines of your employee’s handbook in order to make sure that you adhere to all the company policies. You have to remain relevant and professional. Don’t use the violent language. Also, never indicate your personal opinions. Instead of this, you should put all your focus that how you would want the grievance to be resolved.
The proofs strengthen your complaint. So, you should assemble any pieces of evidence available. These evidence are helpful for HR manager for taking an appropriate form of action. The witnesses, pieces of documents, or even pictures from the CCTV camera are some of the evidence you can use.
Refer to a sample letter
If you are writing a complaint letter for the very first time then you don’t have to worry about what formats and structures to use. In such a case, it is recommended that you should get a sample or use readily available templates. Proper structures, formats, and language tone need to be followed as it is an official letter. A sample letter will give you with a clear rundown on how to properly write down your grievances. In addition, you can download free employee complaint form templates online. They help you when you need an assistance.
Submit your complaint form to the relevant department
Again, you should check the employee’s handbook in order to know where you have to submit your complaint. Generally, complaint forms are handed over to the HR departments. Some may also prefer manager or supervisor for submitting a copy of complaint. In some cases, violation can be severe and require the intervention of a legal expert. For example, if an employee is sexually assaulted then a lawyer may be consulted to help in the legal jurisdiction.
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In conclusion, an employee should use the employee complaint form to file his/her complaint in case any inappropriate actions has been occurred within the workplace. You can handle such issues better using this form instead of taking the violent route. This document acts as a communication between the dissatisfied employee and the relevant department.