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Workplace complaint letter checklist, with a full example
Work down the checklist as you draft, then compare your letter with the worked example below. The example is invented — the people, the company and the events are fictitious. This page gives general information about the process only. It is not legal advice or representation.
The checklist
1. Before you write
- • Find your employer's complaint or open-door procedure — usually in the employee handbook or intranet — and note who complaints should go to.
- • Decide whether you are raising this formally. A formal written complaint normally leads to it being logged, assigned and responded to.
- • Gather the emails, messages, schedules, pay stubs, notes and meeting invitations that relate to what happened, and keep copies outside work systems.
- • Write out a plain timeline of events with dates before you start drafting, oldest first.
- • Note whether you have already raised any of it with a manager or HR, and when.
2. Your letter's opening
- • Your name, home address and the date at the top.
- • The name, job title and address of the person you are sending it to.
- • A subject line that says it is a formal written complaint and names the subject in a few words.
- • One opening sentence saying you are raising a formal complaint under the employer's procedure, if it has one.
- • Your job title, department, start date and who you report to.
3. What happened
- • Numbered events in date order — one event per number.
- • For each event: the date, where it happened, who was present, and what was said or done.
- • Direct quotes only where you are confident of the words; otherwise summarise.
- • No 'always', 'constantly' or 'everyone knows' — replace with dated examples.
- • Facts kept separate from how you interpreted them.
- • No labels such as bullying, harassment, discrimination or retaliation applied as conclusions — describe the conduct and let the employer assess it.
4. Impact and what you're asking for
- • A short section, in your own words, on the effect this has had on your work, hours, pay, health or position.
- • Only include health information you are comfortable sharing.
- • A specific list of what you are asking the employer to do — investigate, stop the behaviour, explain a decision, change an arrangement, correct your records.
- • A reasonable date for a reply — ten business days is a common ask.
- • Nothing you are not prepared to discuss at a meeting.
5. Supporting information and closing
- • A list of the documents you can provide, rather than every attachment bundled in.
- • An offer to provide them with the letter or ahead of any meeting.
- • A request to confirm receipt and to be told what happens next.
- • A note that you would like a colleague or representative present at any meeting, if your employer's procedure allows it.
- • 'Sincerely,' your signature, printed name, job title and employee number.
6. Final read-through
- • Every date, name and figure checked against your documents.
- • Anything you cannot back up either removed or clearly marked as your recollection.
- • Tone calm and factual throughout — no sarcasm, threats or ultimatums.
- • About one to two pages of events, with extra detail moved to a separate dated timeline.
- • A copy kept for yourself outside work systems, and the letter sent in a way you can prove — an email you keep, or hand delivery with a dated receipt.
A full example letter
Daniel Reyes is a fictitious warehouse associate at an invented employer, Halden Foods, Inc. He has been assigned no overtime for two months and two written requests for an explanation have gone unanswered.
Daniel Reyes 418 Willow Creek Lane Columbus, OH 43215 September 3, 2025 Ms. Rachel Lindell HR Manager Halden Foods, Inc. 2200 Riverside Industrial Park Columbus, OH 43219 Dear Ms. Lindell, Formal written complaint — overtime assignments and unanswered requests to discuss them I am writing to raise a formal complaint under the company's complaint procedure in the employee handbook. This letter sets out what has happened, the effect it has had on me, and what I am asking the company to do. Background I have worked at Halden Foods, Inc. as a Warehouse Associate since January 11, 2021. I report to Mr. Stephen Bright, Shift Supervisor. What has happened 1. On July 14, 2025 the overtime schedule for August was posted on the warehouse notice board. I was assigned no overtime shifts. Three colleagues who joined the warehouse in 2024 were each assigned between four and six shifts. 2. On July 16, 2025 I asked Mr. Bright how the schedule had been decided. He said it was "based on who's reliable" and did not explain further. 3. On July 21, 2025 I emailed Mr. Bright asking for the criteria used for overtime assignments. I did not receive a reply. 4. On August 4, 2025 I sent a further email to Mr. Bright, copying the warehouse inbox, repeating the request. I have had no response to either email. 5. On August 18, 2025 the September schedule was posted and I was again assigned no overtime shifts. Impact on me Overtime made up a regular part of my earnings in 2024, and losing it has noticeably reduced my monthly income. Not being told how the decision was made, and having two written requests go unanswered, has left me concerned that I am being treated differently from others on the team. What I am asking for I would like the company to: - explain in writing how overtime is assigned at the warehouse; - review how the August and September schedules were decided; - confirm whether my previous overtime record was taken into account; - agree a way for me to raise schedule questions and receive a reply. I would appreciate a written reply within ten business days. Supporting information I can provide my emails of July 21 and August 4, 2025, photographs of the August and September schedules as posted, and my pay stubs for 2024 and 2025 showing previous overtime. Next steps Please confirm receipt of this letter and let me know what the next step in the complaint procedure will be. Sincerely, Daniel Reyes Warehouse Associate Employee number 2214
More detail on structure and wording: How to write a complaint letter to HR.
Common mistakes
- • Sending it to the wrong person, because the handbook names a different recipient.
- • Describing months of behaviour in general terms with no dates attached.
- • Stating your own conclusion — that it was discrimination, or retaliation — instead of what was said and done.
- • Attaching a large bundle of documents with nothing explaining what each one shows.
- • Asking for no particular outcome, which leaves the employer unsure what would resolve it.
- • Writing while angry and sending the same day. Draft it, leave it overnight, then read it again.
Questions people ask
- Is 'complaint' the right word in the US?
- Usually, yes. In the US, 'grievance' normally refers to a step under a union contract. If you are not covered by a union contract, 'complaint' or 'formal written complaint' is the term most HR teams expect.
- How long should a complaint letter be?
- Most are one to two pages. Keep the events section tight and put longer detail into a separate dated timeline you can hand over at any meeting.
- Is an internal complaint the same as filing with the EEOC?
- No. An internal complaint goes to your employer. A charge of discrimination is a separate process handled by the EEOC or a state agency, with its own deadlines.
- What happens after I send it?
- Procedures differ between employers, but typically the complaint is acknowledged, looked into, and responded to. Check your handbook for the steps your employer has set out.
Sources
Have it written around your situation
RightWords asks about what happened, builds your dated timeline and evidence list, and prepares a letter in this style as a downloadable Word document. You confirm every fact before anything is generated.
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.