How to file a complaint with HR

To file a complaint with HR, follow these steps:

Determine the type of complaint you are going to file

It is critical to determine the type of complaint you are going to file. What and who does the conflict involve?

Complaints to HR can take many forms, such as ones involving discrimination or harassment, illegal conduct, or the violation of company policies.

Harassment in the workplace is defined as unwelcome physical or verbal behavior imposed upon you by a co-worker or superior. In other words, any behavior you find abusive, hostile, intimidating, or offensive can be harassment.

Generally, harassment in the workplace falls into one of two categories:

• Hostile Working Environment - This is when a superior or peer humiliates you in some form, verbally, physically, or otherwise.

• Quid Pro Quo - When any job benefit, like a promotion, raise, or similar, is offered to you in exchange for your engagement in some form of sexual behavior.

Sexual harassment is often what people think of when they hear of workplace harassment, and unfortunately, these occurrences are prevalent in the corporate world.

However, the hostile working environment form of harassment is also quite common and can involve elements such as your:

• Gender

• Disability

• Religion

• Age

• Race

• Nationality

• Color of your skin

Not all hostile working environment harassment involves one of these factors, but it often can.

You should also keep in mind that workplace harassment doesn't have to transpire in the physical workplace, like your office. It can happen via communications, emails, texts, phone calls, etc., or even in other locations, such as the site of a business trip.

In the event of illegal conduct or the violation of company policy, be sure to find the specific language that deals with these issues in your employment guide. This should provide definitive steps you can take in both cases.

Write down everything you can about the complaint

If possible write down as much information after the incident about the experience as possible. This is not your official complaint to HR but you can use this as a reference when writing it.

Try to write the complaint when you are calm

You should write your complaint when you are calm, not when you are agitated. You should also not write the complaint immediately after the event has taken place. The key is to remain objective and strictly state the facts about the conflict and the individual(s) involved.

If you write the complaint while angry or distraught, this may cause you to include things that you shouldn't, like your opinion about a specific co-worker, group of co-workers, or superiors.

Stick to the facts and keep it professional to give the complaint a better chance of being acknowledged by your HR department and resolved.

Keep it brief, polite, and professional

It is important not to write too long of a complaint unless there have been many occurrences of harassment, illegal activity, or the breaking of company policies. Keep the complaint 500 words or less when detailing just one incident.

As stated above, the complaint should be strictly the facts and written professionally. Using all caps or negative adjectives, for example, to convey your frustration will not be effective in this situation.

Get witnesses' statements if possible

If other employees witnessed the incident involved in your complaint you should ask them if you can use their official statements. You can even dedicate a section of the letter to this.

If HR can follow up with any witnesses that are included in your complaint, there is a greater likelihood that the matter will get resolved.

Specifics of what to include in a complaint to HR

Here is a checklist of everything that should be included in your complaint to HR:

• The names of all of those involved and their job titles

• Your relationship with the involved parties

• Witness statements and the witnesses' job titles

• The specific incident or incidents

• The dates of the incidents

• The location or locations where the incidents took place

• Any evidence related to the complaint, such as emails, texts, voicemails, etc.

Save a copy of the complaint and submit it to HR

After you are finished with your complaint make sure you save a copy for your records. This can be useful if the incidents or related incidents occur in the future.