Formal Complaint Letter: How to Write an Effective Complaint Against a Co-Worker

Writing a formal complaint letter against a co-worker can be a daunting task, but it is often necessary to address significant workplace issues. This guide will walk you through the steps to create a clear, professional, and effective letter that addresses these issues.

Structure and Format

To ensure your letter is taken seriously, it must be meticulously structured and formatted.

Header

Your Name
Your Address
City State Zip Code
Email Address
Phone Number
Date
Recipients Name
Title
Company Name
Company Address
City State Zip Code

Salutation

Use a formal greeting such as:

Dear [Recipient Name],

Introduction

Briefly state the purpose of your letter. For example:

I am writing to formally complain about [Co-worker's Name] due to [a brief description of the issue].

Details of the Complaint

Describe the Incident: Provide a clear factual account of what occurred, including dates, times, and specific behaviors. Avoid emotional language. Provide Evidence: If applicable, mention any evidence you have, such as emails, messages, or witness statements.

Previous Attempts to Resolve

Mention if you have previously addressed the issue with the co-worker or management and the outcome.

Request for Action

Clearly state what you would like to see happen as a result of your complaint, such as an investigation or disciplinary action.

Closing

Thank the recipient for their attention to the matter and express your hope for a resolution.

Thank you for considering my complaint. I look forward to your prompt response.

Sign Off

Use a formal closing such as:

Sincerely,
[Your Name]

Example Letter

[Your Name]
[Your Address]
[City State Zip Code]
[Email Address]
[Phone Number]
[Date]
[Recipient Name]
[Title]
[Company Name]
[Company Address]
[City State Zip Code]

Dear [Recipient Name],

I am writing to formally complain about [Co-worker's Name] due to [a brief description of the issue, e.g., their consistently disruptive behavior during meetings.]

On [date], [Co-worker's Name] [describe the behavior or incident, e.g., verbally attacked a colleague during a meeting, causing a hostile environment.]. This behavior has impacted [explain the impact on you or the workplace, e.g., the morale of our team and the overall professional atmosphere.]

I have attempted to resolve this matter directly by [describe any previous discussions or actions taken, e.g., advising [Co-worker's Name] privately and informally, expressing my concerns to the HR manager.] but unfortunately, the behavior has continued.

I would appreciate it if you could investigate this matter and take appropriate action to ensure a professional work environment.

Thank you for considering my complaint. I look forward to your prompt response.

Sincerely,
[Your Name]

Tips for Writing a Compliant Letter

Stay Professional

maintain a professional tone throughout the letter.

Be Objective

focus on facts rather than emotions.

Keep It Concise

be clear and to the point, avoiding unnecessary details.

Conclusion

Writing a formal complaint letter is a critical step in addressing workplace misconduct. By following this guide, you can ensure that your letter is clear, professional, and effective in addressing the issue at hand.