United States
Workplace letter guides
Free, practical guides to putting a workplace concern in writing. Document preparation and general information — not legal advice.
Free checklist & example
Workplace complaint letter checklist, with a full example
A six-part checklist to work through as you draft, plus a complete worked US example letter.
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Treatment and conduct at work
For concerns about how you are being treated: a formal complaint to HR, repeated behaviour from a manager or colleague, or treatment you think is unfair.
How to write a complaint letter to HR
A plain-English guide to putting a workplace concern in writing to HR in the US: what to include, how to structure it, and what usually happens next.
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Writing a complaint about bullying or unfair treatment
How to document repeated behaviour at work in the US, what a dated record should look like, and how to ask your employer to act.
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Write-ups, warnings and decisions
For when your employer has already acted: a write-up, written warning or performance plan you want to answer, or a decision you want reviewed.
How to respond to a write-up or written warning
How to write a rebuttal to a write-up, warning or performance plan in the US: what to accept, what to dispute, and what to ask for.
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How to appeal or respond to a workplace decision
How to write a clear response when your employer's decision on a complaint, request or disciplinary matter goes against you.
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Health and accommodation
For asking for a change that would help you do your job, such as adjusted hours, equipment, breaks or remote work, and how the back-and-forth usually runs.
Pay and hours
For missing, late or incorrect pay: setting out the pay periods and amounts, gathering records, and knowing which agencies handle wage complaints.
Choosing the right letter
Not sure where to start? Find the situation closest to yours. If more than one fits, start with the thing that is affecting you most right now, and mention the rest briefly.
Informal first?
A conversation can fix small issues quickly. If it doesn't, or the issue is serious, put it in writing so there is a dated record.
Check your handbook
If your employee handbook names a complaint or review procedure, follow it and say in your letter that you are using it.
Internal vs agency
Letters to your employer are separate from agency processes such as the EEOC or Department of Labor, which have their own deadlines.
Frequently asked questions
When should I put a workplace concern in writing?
Once a quick conversation hasn't resolved it, or when the issue matters enough that you want a dated record. Writing it down gives you and your employer the same record of what was raised and when.
Is a written complaint to my employer the same as filing with a government agency?
No. An internal complaint goes to your employer. Agency processes, such as an EEOC charge or a Department of Labor wage complaint, are separate and have their own deadlines. Raising a concern internally does not usually pause those deadlines.
Do I need legal language or an attorney to write a complaint?
No. Internal letters work best when they are short, factual and dated. You don't need to name laws or prove anything. If you want advice on your legal position, speak to a licensed attorney in your state.
What if things get worse after I complain?
Keep a dated note of anything that changes afterwards, such as shifts, duties, pay or how you are treated. Federal agencies treat retaliation for raising certain concerns as a separate issue.
What records should I keep?
A copy of every letter you send and every reply, your timeline of events, pay stubs, schedules and relevant messages. Keep copies outside work systems in case you lose access.
Do the rules differ by state?
Yes, often. These guides describe general federal information. Many states have their own laws and agencies, and they can set different rules or time limits.
RightWords is a document-preparation and general-information service. We are not a law firm and do not provide legal advice or legal representation. Employment laws and procedures can vary by federal, state and local jurisdiction. RightWords does not determine whether conduct is unlawful or tell you what legal claim to bring. If you need advice about your legal rights, deadlines or a specific claim, speak with a licensed attorney or an appropriate government agency.