Letters & Emails

11+ Employee Complaint Letter & Email Sample Formats

Employee Complaint Letter & Email Sample Formats
Written by Danish Ali

In any company, there may be times when employees have complaints about their work situation or specific aspects of their job. It is important for employees to understand the channels through which they can voice these complaints, whether it is in writing or verbally. In this blog post, we will discuss the proper way to write an employee complaint letter or email. We will also provide some tips on how to ensure that your complaint is heard and addressed by management.

What is a Employee Complaint Letter & Email?

Employee complaint letters are an important part of the grievance process. By definition, a grievance is a formal complaint that an employee makes about their job or working conditions. The grievance process is designed to give employees a way to air their concerns and have them addressed in a timely and effective manner.

So, Employee complaint letters are usually the first step in the grievance process. They are typically sent to the employee’s immediate supervisor or HR department. In some cases, they may also be sent to higher-level management or even external agencies such as regulatory bodies or unions. The purpose of an employee complaint letter is to let the company know about a problem or concern and to request that something be done about it.

Complaint letters can be about anything related to the workplace, including but not limited to: discrimination, harassment, wrongful termination, salary issues, workload, etc. While an employee complaint letter is not always required, it is often the best way to get a problem resolved quickly and efficiently. When writing an employee complaint letter, it is important to be clear and concise.

Be sure to state the specific issue that you are complaining about and what you would like to see done about it. It is also important to include any relevant information or documentation that will support your claim.

Employee Complaint Letter & Email format

The email format for sending a letter is simple and includes just five essential parts:

Employee complaint letter sample

Template 1:

Hi [name],

We had a situation arise that prompted us to contact you about some communication issues. We've identified a problem with your communication, and wanted to follow up on this by speaking with you in person. We hope that you can speak with us soon.If needed, we're available through email at [email protected].


Template 2:


I hope you are having a great day. I am looking for some help with a situation that I am currently dealing with at work.

I have been working at my current job for about 6 months now and I have had some problems with my boss. Recently, these problems came to a head and culminated in me writing a letter of complaint to HR. Unfortunately, the letter was not very good and I am worried that it might not be enough to get the results that I am hoping for.

Would you be able to help me write a better employee complaint letter? I would really appreciate it if you are able to help me out. Please let me know if you are available for a call or chat so we can

Sample of complaint letter against a coworker with unprofessional behavior

Template 3:


I hope you're doing well. I am writing because I need some advice on how to handle a situation at work.

Recently, I have been having problems with a coworker who has been exhibiting unprofessional behavior. This has been causing tension in the office and making it difficult to work.

I was wondering if you could help me draft a complaint letter against this coworker. I would appreciate any advice you can give me on how to handle this situation. Thank you for your time.

Template 4:


I am writing to you because I have a problem with one of my coworkers. NAME has been exhibiting unprofessional behavior and it is having a negative impact on my work.

I would like to ask for your advice on how to handle the situation. Do you have any suggestions on how I can address the issue with NAME? I would really appreciate any help you can give me.



Sample complaint letter for unprofessional behavior of manager

Template 5:


I hope you're doing well. I'm looking for some advice and was hoping you could point me in the right direction.

I recently had a meeting with my manager where he displayed unprofessional behavior. I'm not sure what to do about this and could use your help.

Would you be able to offer any advice or suggestions? I would really appreciate it.



Template 6:


I am writing to you because I need some help. I have been having problems with my manager, who has been acting unprofessionally.

I would like to know if there is anything that [Company Name] can do to help me out. Can you point me in the right direction? I really appreciate it.



Letter of complaint to employer unfair treatment examples

Template 7:

Hello NAME,

I hope this email finds you well. I am writing to you because I am experiencing unfair treatment at work and I need advice on what to do next.

I have attached a few examples of letters of complaint that I have drafted. Can you please take a look and let me know if any of them are effective? I need to make sure that my case is strong before taking it further.

Thank you for your time,

Template 8:


I hope you are well. I am writing to you because I need some advice and I thought of you as the best person to talk to.

I have been working at my company for a little over two years now, and in that time I have never received a raise or any form of bonus. Recently, one of my colleagues was given a raise even though they have only been with the company for a few months. This has made me feel like I'm not valued at my job and it's unfair how some people are being treated differently.

Do you think it's worth bringing this up with my boss? Or should I just suck it up and stop complaining? Any advice would be much appreciated

Management unprofessional behavior sample complaint letter about manager behavior

Template 9:


I hope you're well. I'm writing because I've been dealing with a lot of unprofessional behavior from my manager and I was hoping you could provide some advice.

I would love to discuss this further over the phone, or even in person if you're available for a meeting. Please let me know what times work best for you.

Thank you,


Sample Template 10:


I am reaching out to you because I am looking for help. I hope you don't mind me contacting you directly.

I am a big fan of your work and I was hoping you could provide me with some advice. I am dealing with a situation at work where the manager is behaving unprofessionally and I don't know how to handle it. Do you have any advice on how to deal with this type of situation?

I would really appreciate any advice or feedback that you can offer. Thank you for your time.



Template 11:


I am writing to you today because of the unprofessional behavior I have been experiencing from your management team.

Recently, [SITUATION] happened, and it was the final straw for me. I can no longer stand to be treated this way. I believe that my skills and talents are being wasted in this hostile environment, and I would like to request a transfer to another department.

I hope that we can discuss this further. Thank you for your time.


Employee Complaint Letter & Email subject lines

Employee complaints are a common occurrence in any workplace. Whether it’s a problem with a coworker, a supervisor, or the company itself, employees often feel like they need to speak up. But writing an effective complaint letter can be tricky. You want to make sure your concerns are heard, but you also don’t want to come across as angry or confrontational.

Here are 10 employee complaint letter & email subject lines that will get your message across without causing too much drama:

  1. I’m not comfortable with the new office layout
  2. I’d like to discuss my workload with my supervisor
  3. I’m being harassed by a coworker
  4. I don’t feel safe at work
  5. I’m being discriminated against
  6. I’m not being paid fairly
  7. I’m not being given enough hours/overtime opportunities
  8. My benefits are not adequate
  9. The working conditions are unsatisfactory
  10. I’m resigning due to irreconcilable differences

Related: 101 Example subject line for complaint email

How to Start an Employee Complaint Letter & Email

Employee complaints are a fact of life in any business. No matter how well you treat your employees, there will always be someone who isn’t happy. The key is to deal with complaints quickly and efficiently, so they don’t fester and cause even more problems.

The first step is to ensure that you have a clear and concise Employee Complaint Letter & Email policy in place. This policy should outline the procedure for employees to follow when they want to make a complaint. It should also detail the disciplinary action that will be taken if an employee is found to be making false or malicious complaints.

Once you have your policy in place, the next step is to encourage employees to use it. Let them know that you’re open to hearing their concerns, and that you’ll take them seriously. You can also provide an anonymous complaint box or hotline, so employees feel comfortable coming forward with their issues.

Dealing with employee complaints may not be easy, but it’s essential for keeping your business running smoothly. By having a clear policy in place, and encouraging employees to use it, you can quickly and effectively resolve any issue that arises.

How to END a Employee Complaint Letter & Email

Employee Complaint Letter & Email can be a very important way to end your employee complaint process. It can help you to get the resolution that you need and want from your employer. It can also help to keep the peace in your workplace and avoid any legal action that may result from your complaint. To make sure that your Employee Complaint Letter & Email is effective, there are some things that you will want to keep in mind.

First, be sure to include all of the pertinent information in your letter. This includes the date, time, and location of the incident, as well as a brief description of what happened.

Next, be sure to state what you would like to see happen as a result of your complaint. For example, if you feel that you were unfairly treated, you may want your employer to apologize or offer you some type of compensation.

Finally, be sure to send your letter in a timely manner. Employee Complaint Letters & Emails that are sent too late may not be given the same level of consideration as those that are sent in a timely manner. By following these tips, you can ensure that your Employee Complaint Letter & Email is effective and gets the results that you are hoping for.


We hope you found this guide helpful in drafting your employee complaint letter and email. Remember, it is always best to try and resolve the situation informally before escalating to a formal written complaint. However, if that doesn’t work or isn’t an option, these templates will help get your message across clearly and concisely. Be sure to subscribe to our newsletter for more tips on workplace communication and other HR topics. Thanks for reading!

Sample complaint letter for unprofessional behavior of manager

About the author

Danish Ali