An employee complaint form helps companies create a standardized process in which misconduct and grievances can be conveyed to supervisors and management teams in an orderly fashion. Organizations that provide a complaint form template also establish a transparent workplace culture in which employees feel heard and valued. An employee complaint form also serves as a tool for human resources (HR) departments to make informed decisions about preventing harassment and illicit activity.
What Is an Employee Complaint Form?
An employee complaint form is an invaluable tool that creates a record of potentially damaging or illegal activities in the workplace. A complaint form template can be filed online with the HR department to start an internal audit. It is the basis for claims between co-workers, supervisors, subordinates, and key stakeholders. An employee complaint form allows otherwise disenfranchised workers to be heard.
What Should an Employee Complaint Form Include?
It’s essential to articulate the facts clearly and consistently in the document. Remember to include the following information:
- Your name and position at the company
- The name and position of the person who committed the transgression
- Time and place of the most recent and any previous incidents
- Brief description of the events and their context
- Indicate whether you want the complaint kept confidential
The best employee complaint forms take the grievance further. They provide designated areas to add other pertinent information.
When Should You File an Employee Complaint Form?
Many of the issues articulated in the comprehensive employee complaint form are too familiar. These rank among the most prevalent reasons to file a grievance in writing and file it with HR or a supervisor.
- Workplace bias that is based on religion, race, disability, sexual orientation, or age
- Verbal harassment in the form of off-color jokes, intimidation, cyberbullying, or embarrassment
- Physical harassment, such as destruction of property, theft, physical abuse, or threats of violence
- Sexual harassment, which includes touching, violating personal space, and inappropriate remarks
The complaint form can also bring attention to misconduct by clients and third-party vendors. Most importantly, it establishes a process to identify and curb unacceptable behavior.
How to Write an Employee Complaint Form
Step 1 – Initial Details
Fill in all the pertinent information at the top of the first page. This includes the complainant’s name, email, phone number, position, and direct supervisor.
Step 2 – The Complaint
Provide the date, time, and location of the incident. Write a brief account and whether this issue has occurred in the past. This section also provides space to provide information about potential witnesses and their contact information.
Step 3 – Solutions
The employee complaint form also provides a section where the complainant can propose possible solutions. When filling out the complaint form, consider what a fair and equitable resolution could involve thoughtfully. Remember that human resources officials and other decision-makers will take your recommendations under advisement.
Sample Employee Complaint Form
Using an Employee Complaint Form PDF streamlines the complaint process, gives staff members a voice, and provides the HR department with documentation to ensure an inclusive and healthy business environment.