Free letter template · Word

Workplace Behaviour Complaint

A workplace behaviour complaint is a letter an employee writes to HR about a colleague's or supervisor's unprofessional behaviour, such as shouting, insulting remarks or public humiliation. It lists the incidents with dates, explains the impact and asks HR to look into the matter, while staying factual and respectful.

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[Company Logo][Company Name]

COMPLAINT REGARDING WORKPLACE BEHAVIOUR

Date:: [Date]

To,
[HR Name]
Human Resources
[Company Name]
[Company Address]

Subject: Complaint regarding the behaviour of [Name], [Designation]

Dear [HR Name],

I am [Employee Name], [Designation] in the [Department] team (Employee ID [Employee ID]). I am writing to formally bring to your notice the behaviour of [Name], [Designation], towards me, which I believe is not in line with the company's code of conduct.

The incidents are as follows:

On [Date], during [meeting / shift], [Name] said '[words used]' in front of [people present].
On [Date], [Name] posted [description] in the team chat group.
On [Date], [describe incident factually].

These incidents have made it difficult for me to work comfortably and have affected [my confidence / my work output / my health]. On [Date], I spoke politely to [Name] about this, and also informed [Reporting Manager] on [Date], but the behaviour has continued.

I request you to look into this matter fairly and take appropriate action as per company policy. [Witness Name] and [Witness Name] were present during some of these incidents. Copies of the relevant messages are attached.

I request that this complaint be kept confidential and that I be protected from any retaliation for raising it. I am willing to cooperate fully with any inquiry.

Thank you.

Yours sincerely,

[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Contact: [Phone]

Enclosures: [List of attachments]

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What this template includes

Subject line naming the issue
Introduction with the writer's role
Incident list with dates and exact words where possible
Impact on work and wellbeing
Earlier attempts to resolve
Specific request to HR
Request for confidentiality and protection from retaliation

When to use it

A colleague repeatedly speaks rudely or uses abusive language
A supervisor humiliates team members in meetings or group chats
Talking directly to the person has not changed the behaviour
The employee prefers writing a letter rather than filling a form

How to customise this template

1Replace the incident examples with your own facts
2Attach screenshots or emails as annexures
3Name any witnesses
4Address it to HR, or to the next-level manager if HR is involved
5Keep a copy and note the date of submission

HR tips

Describe what was said or done, not your opinion of the person
Avoid exaggeration; accurate facts are more persuasive
If the behaviour is sexual in nature, write to the POSH Internal Committee instead
Ask for an acknowledgement with a reference number

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Frequently asked questions

How do I write a complaint letter about a colleague's behaviour?+

State who you are, list incidents with dates and facts, explain the impact, mention earlier attempts to resolve and ask HR to take appropriate action.

Should I name witnesses in the letter?+

Yes, if anyone saw or heard the incidents. HR may speak to them confidentially.

Can I complain about my manager's behaviour?+

Yes. Address the letter to HR or the next-level manager so it is reviewed independently.

All 50 employee relations & grievances →

[Company Logo][Company Name]
WORKPLACE COMPLAINT FORM
Site / Unit:
[Work Location]
Form No.:
[Reference Number]
Date:
[Date]
Anyone working at this site may use this form. You may give your name or leave it blank. For complaints of sexual harassment please contact the Internal Committee: [IC Presiding Officer Name], [Phone].
About You (optional)
Name
Employee ID / Gate Pass No.
Category: Employee / Contract Worker / Trainee / Apprentice
Contractor Company (if applicable)
Department / Line
Shift
Contact Number
Type of Complaint
- Safety hazard or unsafe practice
- Washroom, drinking water or hygiene
- Canteen or food quality
- Transport or shuttle
- Wages, overtime or deductions
- Behaviour of a person
- Equipment, PPE or tools
- Other
Form · Word
Workplace Complaint Form
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Name
Employee ID / Gate Pass No.
Category: Employee / Contract Worker / Trainee / Apprentice
Contractor Company (if applicable)
Department / Line
Shift
Contact Number

[Company Logo][Company Name]

WORKPLACE COMPLAINT REGISTER

Establishment:: [Company Name], [Work Location]
Register Year:: [Year]
Maintained by:: [HR Name]

Sr. No.	Date Received	Mode	Complainant Code	Department	Category	Forwarded To	Acknowledged On	Closed On	Outcome	Initials
[Number]	[DD/MM/YYYY]	[Form / Email / Box / In person]	[Code]	[Department]	[Pay / Conditions / Conduct / Other]	[HR / Admin / Safety]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Resolved / Not upheld / Withdrawn]	[Initials]
[Number]	[DD/MM/YYYY]	[Mode]	[Code]	[Department]	[Category]	[Forwarded To]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Outcome]	[Initials]
[Number]	[DD/MM/YYYY]	[Mode]	[Code]	[Department]	Sexual harassment	Referred to Internal Committee	[DD/MM/YYYY]	As per IC	As per IC	[Initials]
[Number]	[DD/MM/YYYY]	[Mode]	[Code]	[Department]	[Category]	[Forwarded To]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Outcome]	[Initials]

Instructions

Enter every complaint on the day of receipt, in serial order.
Use the complainant code only; the code key is kept separately by HR.
Do not write allegation details in this register.
Corrections must be struck through and initialled, not erased.
This register is confidential and must be kept under lock or restricted access.

Monthly Verification

Month	Entries	Open	Verified By	Date
[Month]	[Number]	[Number]	[HR Head]	[DD/MM/YYYY]
[Month]	[Number]	[Number]	[HR Head]	[DD/MM/YYYY]

Workplace Complaint Register

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[Company Logo][Company Name]
EMPLOYEE COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date:
[Date]
This form is used to report conduct that you believe breaches company rules or the code of conduct. All complaints are treated confidentially. If your complaint relates to sexual harassment, please approach the Internal Committee directly as per the company's POSH policy.
1. Complainant Details
Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact
2. Person(s) Complained Against
Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)
Form · Word
Employee Complaint Form
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[Company Logo][Company Name]
COMPLAINT ACKNOWLEDGEMENT EMAIL
Subject: Your complaint has been received – Case ID [Reference Number]
To:
[Employee Name] <[Employee Email]>
From:
[HR Name], Human Resources
Date:
[Date]
Classification:
Confidential
Dear [Employee Name],
Thank you for writing to us on [Date] about [brief neutral description]. We appreciate you coming forward. Your complaint has been registered as Case ID [Reference Number].
What happens next:
1. [HR Name] will contact you by [Date] to arrange a confidential meeting and understand the details.
2. We will carry out a preliminary review to decide the appropriate route, which may be an inquiry, mediation or other action.
3. We will keep you informed of progress and let you know the outcome that concerns you.
Email template · Word
Employee Complaint Acknowledgement
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[Company Logo][Company Name]
WORKPLACE CONFLICT FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
1. Submitted By
Name [Employee Name]
Employee ID [Employee ID]
Designation / Department
Submitting as: Party to the conflict / Manager / Other
2. Parties Involved
Name Designation Department Working Relationship
[Employee Name] [Designation] [Department] [Peer / Reports to / Cross-team]
[Employee Name] [Designation] [Department] [Relationship]
3. Nature of Conflict
Form · Word
Workplace Conflict Form
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Report · Word
Workplace Incident Report
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[Company Logo][Company Name]
BULLYING COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date:
[Date]
Classification:
Confidential
Section 1: Your Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Safe contact number / email
Section 2: Person(s) Alleged to be Bullying
Name(s) and designation(s)
Relationship: Manager / Senior / Peer / Junior / Group
Section 3: Type of Behaviour
Form · Word
Bullying Complaint Form
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[Company Logo][Company Name]
HARASSMENT COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date of Submission:
[Date]
Classification:
Strictly Confidential
Section A: Where This Complaint Goes
- Sexual harassment: To the Presiding Officer, Internal Committee, [IC Presiding Officer Name], [IC Email]
- Other harassment (caste, religion, region, disability, appearance or other): To Human Resources, [HR Name], [HR Email]
Section B: Complainant Details
Name
Employee ID
Designation
Department
Work Location
Safe contact number / email
Section C: Respondent Details
Form · Word
Harassment Complaint Form
Download .docx

Date and time
Location
Type of incident
Brief summary

Time	Event	Source
[Time]	[Event]	[Witness / CCTV / Log]
[Time]	[Event]	[Source]
[Time]	[Event]	[Source]

Workplace Behaviour Complaint

Preview of the letter

Subject: Complaint regarding the behaviour of [Name], [Designation]

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

About You (optional)

Type of Complaint

Workplace Complaint Form

Instructions

Monthly Verification

Workplace Complaint Register

1. Complainant Details

2. Person(s) Complained Against

Employee Complaint Form

Subject: Your complaint has been received – Case ID [Reference Number]

Employee Complaint Acknowledgement

1. Submitted By

2. Parties Involved

3. Nature of Conflict

Workplace Conflict Form

1. Incident Summary

2. Sequence of Events

3. People and Impact

Workplace Incident Report

Section 1: Your Details

Section 2: Person(s) Alleged to be Bullying

Section 3: Type of Behaviour

Bullying Complaint Form

Section A: Where This Complaint Goes

Section B: Complainant Details

Section C: Respondent Details

Harassment Complaint Form

Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact

Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)

Name	[Employee Name]
Employee ID	[Employee ID]
Designation / Department
Submitting as: Party to the conflict / Manager / Other

Name	Designation	Department	Working Relationship
[Employee Name]	[Designation]	[Department]	[Peer / Reports to / Cross-team]
[Employee Name]	[Designation]	[Department]	[Relationship]

Name(s) and designation(s)
Relationship: Manager / Senior / Peer / Junior / Group

Workplace Behaviour Complaint

Preview of the letter

Subject: Complaint regarding the behaviour of [Name], [Designation]

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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