employee complaint letter example

As an employee, there may come a time when you need to file a complaint against your employer or colleague. Writing an employee complaint letter can be a daunting task, but it’s crucial to ensure that your concerns are addressed in a timely and professional manner. In this article, we will provide tips and examples to help you write an effective employee complaint letter.

Examples of Employee Complaint Letter

Unfair Treatment

Dear [Employer Name],

I am writing to express my concern about the unfair treatment that I have been receiving at work. Despite my hard work and dedication, I feel that I am not being given the same opportunities as my colleagues. For instance, I have been passed over for promotions and important projects without any explanation.

This has left me feeling demotivated and undervalued. I would appreciate it if you could investigate this matter and take the necessary steps to ensure that I am treated fairly.


[Your Name]


Dear [HR Manager],

I am writing to report a case of harassment that I have been experiencing at work. One of my colleagues, [Name], has been making inappropriate comments and gestures towards me, which has made me feel uncomfortable and unsafe in the workplace.

I would like to request that this matter be investigated and action be taken to ensure that such behavior is not tolerated in the workplace. Please let me know what steps will be taken to address this issue.

Thank you for your attention to this matter.


[Your Name]


Dear [Employer Name],

I am writing to complain about the discrimination that I have been experiencing at work. I feel that I am being treated unfairly due to my [race/gender/age/disability], which is unacceptable and violates my rights as an employee.

I would like to request that this matter be thoroughly investigated and that appropriate action is taken to ensure that I am treated fairly and without discrimination. I look forward to your prompt and positive response.

Yours sincerely,

[Your Name]

Unsafe Working Conditions

Dear [HR Manager],

I am writing to bring to your attention the unsafe working conditions that I have been exposed to. Specifically, [describe the unsafe conditions], which have put me and my colleagues at risk of injury or illness.

I urge you to take immediate action to address these issues and ensure that the necessary safety measures are put in place. I look forward to hearing from you soon about how this issue will be resolved.


[Your Name]

Salary Dispute

Dear [Employer Name],

I am writing to dispute my salary, which I believe is not in line with industry standards and my level of experience and qualifications. Despite my many years of service and contributions to the company, I have not received a salary increase or bonus since I started working here.

I would like to request a review of my salary package and an explanation for why I have not received any increases or bonuses. I would appreciate a prompt response to this matter.

Yours faithfully,

[Your Name]

Poor Management

Dear [HR Manager],

I am writing to express my concern about the poor management practices that have been affecting the productivity and morale of the team. Specifically, [describe the issue], which has resulted in missed deadlines, low employee engagement, and high turnover rates.

I would like to request that this matter be addressed as soon as possible and that steps are taken to improve the management practices within the team. Thank you for your attention to this matter.


[Your Name]

Tips for Writing an Employee Complaint Letter

If you are considering writing an employee complaint letter, here are some tips to help you make the most of this opportunity:

  • Be clear and concise. State your concerns in a direct and straightforward manner, and avoid using emotional language or exaggerating the issue.
  • Provide evidence if possible. If you have any documentation or witnesses to support your complaint, include this in your letter.
  • Stick to the facts. Avoid making assumptions or speculating about the intentions of your employer or colleagues.
  • Be professional. Even if you are frustrated or angry about the situation, maintain a professional tone throughout your letter.
  • Offer solutions. If you have any suggestions for how the issue can be resolved, include these in your letter.

Frequently Asked Questions

Q: Should I send the complaint letter to my employer or HR?

A: It depends on the nature of the issue. If you feel comfortable discussing the matter with your employer directly, you can address the letter to them. However, if the issue involves your employer or you are uncomfortable raising the matter with them, you can send the letter to HR.

Q: Is it a good idea to send a complaint letter via email?

A: It depends on the company’s policy on communication. If email is an accepted and preferred mode of communication, then sending a complaint letter via email is appropriate. However, if the company prefers written communication or there is sensitive information involved, then sending a physical letter may be the better option.

Q: How long should a complaint letter be?

A: A complaint letter should be concise and to the point. Ideally, it should be no longer than one page. However, if you need to provide detailed information or supporting evidence, it may be longer.

Q: What if my employer retaliates against me for filing a complaint?

A: Retaliation for filing a complaint is illegal and should not be tolerated. If you experience any form of retaliation, you should report it to HR or a relevant authority immediately.

Q: How long does it take for an employer to respond to a complaint letter?

A: The response time may vary depending on the complexity of the issue and the company’s policy on handling complaints. However, the employer should acknowledge receipt of the complaint and provide a timeline for when you can expect a response.

Q: What should I do if my complaint is not resolved to my satisfaction?

A: If your complaint is not resolved to your satisfaction, you may need to escalate the matter to a higher authority within the company or seek legal advice.


Writing an employee complaint letter can be a difficult task, but it’s an important step in addressing workplace issues and ensuring that your rights as an employee are protected. By following the tips and examples provided in this article, you can write an effective complaint letter that gets results.