Free register template · Word

Workplace Complaint Register

A workplace complaint register is the formal, serially numbered log of every complaint and grievance received at a site, with the date, mode, category, who it was forwarded to and when it was acknowledged and closed. It serves as an auditable record that each complaint was received and dealt with.

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[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[Pay / Conditions / Conduct / Other]	[HR / Admin / Safety]	[DD/MM/YYYY]	[DD/MM/YYYY]	[Resolved / Not upheld / Withdrawn]	[Initials]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]

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What this template includes

Serial number that becomes the reference number
Date received and mode of receipt
Complainant code to protect identity
Category of complaint
Forwarded to, such as HR, admin, safety or the IC
Acknowledgement and closure dates
Remarks and verifying signature

When to use it

A factory, establishment or office must keep a record of grievances received
Labour inspections, client audits or certification audits ask for proof of grievance handling
Complaints arrive through boxes, emails, letters and walk-ins and need one record
HR needs to issue sequential reference numbers

How to customise this template

1Maintain a bound register or a locked Excel sheet with version control
2Use complainant codes; keep the key in a separate restricted file
3Add a site column for multi-location companies
4Get the register checked and signed monthly by the HR head
5Record POSH referrals only as 'Referred to IC' with no details

HR tips

Never leave gaps or overwrite entries; strike through with initials if corrected
Enter complaints on the day they are received
Do not record allegation details in the register; keep them in the case file
Retain the register as per your record retention policy

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Frequently asked questions

What is a complaint register?+

A serially numbered log of all complaints and grievances received, recording dates, category, routing and closure.

Why use complainant codes?+

Codes protect the identity of complainants if the register is seen by auditors or others, while HR keeps a separate key.

Should POSH complaints be in the complaint register?+

Only as a referral entry without details. The Internal Committee maintains its own confidential records.

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
Download .docx
[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:
Letter · Word
Workplace Behaviour Complaint
Download .docx
[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
Download .docx
[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
Download .docx
[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
Download .docx
Report · Word
Workplace Incident Report
Download .docx
[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
Download .docx
[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 Complaint Register

Preview of the register

Instructions

Monthly Verification

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

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

Workplace Behaviour Complaint

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

Name
Employee ID / Gate Pass No.
Category: Employee / Contract Worker / Trainee / Apprentice
Contractor Company (if applicable)
Department / Line
Shift
Contact Number

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 Complaint Register

Preview of the register

Instructions

Monthly Verification

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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