The Proper Way to Write a Letter of Complaint About an Employee’s Behavior to Their Manager

Whether you are a co-worker or a customer, the way to write a complaint letter about an employee's behavior can vary. This article provides guidelines and tips to ensure your complaint is handled professionally and effectively.

Co-worker Complaint Letter

As a co-worker, it is best to send an email rather than a formal letter. However, you should still use a professional tone and include the employee in question using 'cc:'

Be specific about the behaviors, providing dates and times. Describe the negative impact these behaviors had on your job or the organization. Avoid personal attacks, name-calling, or profanity.

Here is an example of a Co-worker Complaint Letter:

Subject: Concern Regarding [Employee Name]'s Behavior

Dear [Manager Name],

I am writing to express my concern regarding [Employee Name]'s recent behavior. On [specific date], during our team meeting, [Employee Name] interrupted me several times, which disrupted my presentation. This occurred again on [another specific date] during [specific meeting or event], where their behavior further impacted my ability to perform my duties effectively.

[Employee Name]'s actions have had a negative impact on my job performance and the overall team dynamics. I believe that this behavior should be addressed to ensure a productive work environment.

I am cc'ing [Employee Name] to emphasize the seriousness of the situation and the importance of professional conduct.

Please let me know if you would like to discuss this matter further in a private meeting.

Sincerely,

[Your Name]

Customer Complaint Letter

If you are a customer, writing a formal letter addressed to the manager and a copy to the employee is appropriate. Here are the key points to include:

Be professional and factual. Describe the negative impact the employee's behavior had on your experience. Emphasize how the company might lose your business because of the employee's behavior. Avoid personal attacks, name-calling, or profanity.

Here is an example of a Customer Complaint Letter:

Date: [Current Date]

Manager Name

Employee Name

[Company Address]

Dear Manager Name,

I am writing to formally report the unsatisfactory behavior of [Employee Name] who works at [Company Name]. On [specific date], [Employee Name] was rude and disrespectful towards me and other customers. Their behavior not only ruined my experience but also affected the overall atmosphere of your establishment.

As a loyal customer, I understand the importance of a positive and welcoming environment. However, the behavior of [Employee Name] has made me reconsider my continued patronage. I believe that this behavior reflects poorly on [Company Name] and could potentially lead to a loss of my business.

I would appreciate it if you could take immediate action to address this issue and maintain a professional work environment. Please let me know if you need any further information or if you would like to discuss this matter in a private meeting.

Sincerely,

[Your Name]

Anonymous Complaints

Anonymous complaints are often seen as less valuable and are rarely followed up on because they lack accountability.

Avoid submitting anonymous complaints as there is no guarantee of action or follow-up. Instead, focus on addressing the issue directly with the manager or through a formal complaint letter. Mind your own business and focus on improving yourself and your own performance.

Considerations Before Complaining

Before writing a complaint letter, ask yourself:

Does the behavior have a negative impact on your job performance, your colleagues, or the company? Is it worth mentioning? Does it reflect poorly on the company as a whole? Can the issue be resolved through a face-to-face conversation with the manager?

Remember, complaining can often make you appear as a troublemaker or tattletale. If the behavior continues to affect your work, consider speaking to the manager in private or seeking guidance from HR.

Additional Resources

To learn more about how to write effective letters for various occasions and needs, you can search for 'write letter' on Quora. This platform offers a wealth of tips, tricks, and examples to help you draft your complaint letter.

By following these guidelines, you can ensure that your complaint is professional, effective, and credible. Remember that the key is to focus on the issue and the impact it has, rather than attacking the individual involved.