United States guide
How to write a complaint letter to HR
Most US employers ask for concerns in writing so they can be logged, assigned and investigated. A good letter is short, dated, factual and clear about what you want to happen. You don't need legal language, and you don't need to prove anything at this stage.
What to include
Your name, job title, department and the date. Say plainly that you are raising a concern and that you would like it looked into.
What happened, in order, with dates. Stick to what you saw, heard or were told. If you can't recall an exact date, say roughly when — that's more credible than a date you're unsure of.
Who was involved and who else may have seen or heard it.
The effect on your work: hours, pay, health, attendance, working relationships or opportunities.
Anything you've already tried — a conversation with a manager, an email, a note to HR — and what came of it.
What you're asking for: an investigation, a meeting, the behaviour to stop, the policy applied, or the outcome confirmed in writing.
Structure that works
Open with one sentence saying what the letter is. Follow with background, then a dated timeline, then impact, then what you're asking for, then a reasonable date for a reply — ten business days is a common ask.
Keep each incident to a short paragraph. A reader who has to hunt for the facts is a reader who misses them.
Terminology: complaint, not grievance
In the US, "grievance" usually 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 your HR team will expect.
Check your employee handbook. If it names a complaint procedure, follow it and say in your letter that you are using it.
Keep your own copy
Send it in a way that leaves a record and keep a copy outside work systems. Note the date you sent it and the date of any reply.
If anything changes at work after you raise a concern, keep a dated note of that too.
Build a written workplace complaint
Answer a few short questions and RightWords turns your own account of what happened into a Word document you can download and send yourself.
Workplace complaintCommon questions
- Does a complaint to HR have to be in writing?
- Employers set their own internal procedures, so check your handbook. Writing it down gives both sides the same record of what was raised and when.
- 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, with its own deadlines.
- Should I name people?
- Only where it's relevant and you're comfortable doing so. Describe what was said or done rather than characterising someone's motives.
Sources
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.