Managing conflict and complaints in any workplace keeps everyone, from workers to clients to supervisors, safe, content, and satisfied with their jobs. Oftentimes, workplaces can be hostile or unhealthy for employees due to a variety of reasons and the employer may not be aware. Learning how to write a formal complaint letter about a coworker can be a useful tool in difficult work environments.
If you are having trouble with a coworker and are wondering what steps to take, be sure to document your situation, confront the person, and, should none of this work, proceed to write a formal complaint letter. The first step is understanding what a hostile work situation is, what merits a formal complaint, and then how to handle the situation.
Read on the learn:
- When To Write A Formal Complaint Letter About A Coworker
- 4 Warning Signs Of A Hostile Work Environment
- Steps To Writing A Formal Complaint Letter
- Sample Letters
If you are facing a hostile work environment and still have questions or concerns after reading this article, please contact our consulting team here at ACUTE. Contact the experts at ACUTE today to learn more about their consulting services for workplace violence and harassment and see how they can help you and your workplace today. A safe working environment requires everyone to be on board.
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When To Write A Formal Complaint Letter About A Coworker
Before we get to “how” it’s important to start with “when”. When should you resort to writing a formal complaint letter? There are two steps you should take before writing a letter: documenting and confronting.
However, before any of that, it’s important to know if the situation requires this kind of addressing. Here is a list of questions to ask yourself before proceeding with formal a complaint:
1. Is my work environment hostile?
A hostile work environment is one where a colleague’s actions, communication, or behaviour make doing your job impossible. The behaviour that creates a hostile environment must be discriminatory in nature. In Ontario, this is regulated by the Ontario Human Rights Commission, which provides guidance on addressing harassment or discrimination based on protected grounds such as race, sex, sexual orientation, disability, and gender identity. Employers are expected to investigate complaints promptly and implement corrective measures when necessary to ensure a fair and respectful workplace. Failing to address reports of harassment could potentially expose an organization to legal liability and damage its reputation.
With this understanding, we know that a coworker who is negative or talks loudly does not constitute a hostile work environment. However, a person who tells a sexually explicit joke is guilty of sexual harassment and creating a hostile work environment. When behaviour is targeted toward a protected characteristic, it can undermine an employee’s sense of safety and belonging, thus hindering their ability to perform their job effectively. It is crucial for managers and human resources professionals to foster an environment where all employees feel empowered to voice concerns and trust that those concerns will be handled with diligence and confidentiality.
Behaviour that creates a hostile environment must be discriminatory in nature.
2. Are my rights being attacked or discriminated against?
If someone verbally attacks your age, religion, gender, or race, they may be guilty of creating a hostile work environment. Even “casual” comments can turn hostile very easily, often without employees even being aware. Any business, from a small office to a large corporation, can have hostile work environments. Hostile behaviour rooted in protected characteristics can undermine trust, lower morale, and discourage employees from feeling safe or valued. Managers and HR professionals need to stay alert to subtle forms of discrimination—like offhand jokes or comments that seem harmless on the surface—because these can escalate quickly. By proactively addressing incidents, promoting inclusivity, and reinforcing policies that prohibit any form of harassment, organizations can help foster a respectful workplace culture where all employees feel supported.
3. Is this problem severely affecting my work?
Are you crying at your desk? Is this problem preventing you from getting your work done? If the answer is yes, you should consider confronting the issue or seeking help immediately.
Sometimes, simply voicing your concerns to the offending party, if it’s safe to do so, can resolve misunderstandings and create space for discussion. However, if someone touches you, threatens you, or exhibits any dangerous or harassing behaviours, go to Human Resources right away. Document the incident and be prepared to share any relevant details, such as dates, times, and witnesses. Taking swift, proactive steps not only protects you but also helps maintain a healthy work environment for everyone.
If someone exhibits any dangerous or harassing behaviours, go to Human Resources right away.
4 Warning Signs Of A Hostile Work Environment
1. Discrimination
One major sign of a hostile work environment is one where colleagues discriminate against each other based on sex, age, race, religion, or even appearance. If you feel you are being discriminated against, it could be affecting your day-to-day work tasks or even limiting you from moving forward in your career.
Sometimes, this discrimination might take the form of offhand remarks or “jokes” that demean or belittle certain groups. Other times, it can manifest as overt actions, such as being excluded from meetings or projects based solely on a protected characteristic.
Discrimination can create anxiety and stress, making it difficult to stay motivated or feel appreciated at work. Recognizing these signs early on and documenting incidents can help you communicate your concerns effectively, whether you choose to address them yourself, involve your supervisor, or seek assistance from Human Resources.
2. Sexual Harassment
This is any form of inappropriate behaviour which has sexual connotations. This could be anything from innuendoes to someone talking to you or touching your body inappropriately. In our digital age, this can also mean an employee who emails, texts, or digitally sends inappropriate images or messages.
Unfortunately, many people who experience such behaviour may feel embarrassed or fearful about reporting it, worrying that they won’t be taken seriously or that they might face retaliation. Sexual harassment creates an uncomfortable and unhealthy work environment, ultimately impacting productivity and morale.
It’s important for organizations to enforce a zero-tolerance policy toward sexual harassment, offering clear guidelines on how to report incidents and ensuring that complaints are thoroughly and objectively investigated. By providing support and taking swift action against inappropriate conduct, employers demonstrate their commitment to protecting employees and fostering a respectful, inclusive workplace.
If you have experienced sexual harassment check out the #metoo movement for support. Check out the TIME Magazine cover article on the Silence Breakers here.
Sexual harassment includes any form of inappropriate behavior which has sexual connotations.
3. Intimidation
Intimidation can be either physical or verbal. A boss can intimidate an employee with threats, or employees could be subject to physical intimidation from other employees. Facing intimidation affects your day-to-day work, your self-esteem, and even your health. Such harassment can create a cycle of fear, causing you to dread coming to work and potentially discouraging you from speaking up.
Intimidating behaviours may also lead to reduced productivity, higher stress levels, and the risk of burnout. Recognizing and addressing intimidation promptly is crucial: document any incidents, detail dates and times, and bring concerns to a supervisor or Human Resources representative. By taking these steps, you help safeguard not only your own well-being, but also the overall workplace environment.
4. Poor Facilities
Failing to provide the right equipment can also create a physically hostile environment. If there is poor lighting, lack of furniture, lack of ventilation, or poor sanitary facilities, you may be in a hostile work environment. If you are forced to handle or work with dangerous materials without proper protective gear, then you are working in a dangerous, hostile environment.
These conditions not only pose immediate health and safety risks but can also negatively impact morale, leading employees to feel unvalued or even unsafe at work. Employers are generally required by law to follow occupational health and safety regulations, which include providing appropriate gear, maintaining clean facilities, and ensuring adequate lighting and ventilation.
When these requirements are not met, employees may suffer both physically and mentally, as constant exposure to poor conditions can cause stress-related ailments, reduced productivity, and overall dissatisfaction. By recognizing these warning signs and bringing them to the attention of a supervisor, Health and Safety representative, or Human Resources department, you can help safeguard your own well-being and contribute to creating a healthier, more supportive workplace for everyone.
Not providing the right equipment can create a physically hostile environment.
Steps To Writing A Formal Complaint Letter
1. Always try to resolve the conflict amicably before proceeding to a formal complaint letter.
Be sure to document the conflict well, and try to confront the person (as long as there is no immediate danger) before writing a letter. If this isn’t an option due to safety, simply begin with writing a letter. If you have attempted to resolve the conflict through confrontation without success, proceed with writing your letter. It’s helpful to keep detailed notes of each incident, including dates, times, locations, and any witnesses. When you do confront the individual, remain calm and focus on specific behaviours rather than personal attacks. If the situation escalates or you feel unsafe, prioritize your well-being and move directly to a written complaint.
2. Write down the details of the harassment.
our letter will be going to the human resources manager or department (depending on the size of your organization), and you will want to provide them with as much information as possible to facilitate their investigation. Be sure to include:
- A clear description of the issue: Detail the incidents that occurred, including specific dates, times, and locations.
- Names of individuals involved: Identify the person or people whose behaviour has caused the issue, along with any witnesses who may have observed the incidents.
- How the behaviour has affected you: Explain how the situation has impacted your ability to perform your job, your emotional well-being, or your sense of safety at work.
- Steps you’ve already taken: Note whether you’ve attempted to address the issue directly with the individual or through other means.
- A request for action: Clearly state what resolution or actions you are seeking, such as an investigation, mediation, or disciplinary measures.
Keep your tone professional and factual, avoiding overly emotional language, to ensure your concerns are taken seriously and addressed promptly.
Your letter should include the date, time, and location of the incident.
3. Format your letter professionally.
When writing a complaint letter, always use the standard business letter format to ensure your concerns are presented professionally. Follow these guidelines for proper formatting:
- Your Contact Information
At the top of the letter, include your full name, address, phone number, and email address. - Date
Place the date below your contact information. - Recipient’s Information
Include the name, title, department, and address of the person or organization to whom you are sending the letter. - Salutation
Use a professional greeting such as “Dear [Recipient’s Name or Title].” If unsure of the name, address it to “Human Resources Manager” or the appropriate title. - Body of the Letter
- Introduction: Clearly state the purpose of your letter (e.g., filing a formal harassment complaint).
- Details: Provide a thorough explanation of the issue, including specific incidents, dates, and names of those involved.
- Impact: Explain how the harassment has affected you and your work.
- Resolution Request: Specify what action you hope will be taken to address the situation.
- Closing
End the letter with a formal closing, such as “Sincerely,” followed by your name and signature.
4. Introduce yourself and your purpose.
In the first paragraph, clearly state the purpose of your letter to ensure the recipient understands the nature of your concern. Begin by identifying that you are filing a formal complaint about harassment and specify the individual or individuals against whom you are filing this complaint. For example, you might write:
“I am writing to formally file a complaint regarding harassment I have experienced in the workplace. This complaint is directed against [Name of individual(s)], whose behaviour has created a hostile and unproductive work environment for me.”
This sets a professional and direct tone, ensuring that your complaint is taken seriously from the outset.
5. Include details about the facts of the harassment.
When writing your complaint letter, it’s essential to be clear and provide adequate information to ensure the human resources manager can identify the problem and understand the need for further investigation. Here are key tips for structuring the details:
- Describe the incidents in detail: Outline each specific occurrence, including dates, times, and locations. For example, “On [date], at approximately [time], in [location], [Name of individual] made the following comment…”
- Include every occurrence: If the behaviour was ongoing, list each incident separately to show a pattern or establish the severity of the issue.
- Stick to the facts: Avoid making assumptions or drawing conclusions about the motives or intentions behind the actions. Focus on what was said or done and how it impacted you.
- Be objective: Refrain from using emotional language or generalizations such as “they always” or “everyone knows.” Instead, provide concrete examples that can be investigated.
For instance:
“On [date], during a team meeting, [Name] made the following remark: ‘[Quote].’ This comment was directed at me and made me feel [describe how it made you feel, such as uncomfortable or disrespected], affecting my ability to focus on the discussion.”
By presenting your concerns factually and systematically, you increase the likelihood that your complaint will be taken seriously and addressed appropriately.
Your letter should describe the incidents in detail.
6. Explain how you responded.
In your complaint letter, clearly outline how you responded to each incident. This is important because your response can influence how the issue is addressed and resolved. Be specific and include details about what you said or did in each instance. For example:
- If you confronted the individual, describe the conversation or interaction:
“On [date], I approached [Name] privately and expressed my discomfort with their comment, saying, ‘[Your response].’ Despite my efforts to resolve the issue, their behaviour persisted.” - If you did not feel safe confronting the person, explain why:
“I did not address the incident directly with [Name] due to concerns about my personal safety and the potential for escalation.” - If you reported the incident to someone else, such as a supervisor or HR, mention it:
“After the incident on [date], I informed [Supervisor/HR Representative] about what happened and sought guidance on how to proceed.”
Additionally, describe how the harassment affected you personally and professionally. For example:
“These incidents have made me feel [e.g., anxious, disrespected, unsafe] and have negatively impacted my ability to focus and perform my work effectively. The ongoing stress has also taken a toll on my well-being.”
This section demonstrates that you have taken reasonable steps to address the issue and helps HR understand the full impact of the harassment on your work and mental health.
7. Propose a solution.
In the final section of your complaint letter, clearly state the outcome you hope to achieve. While HR may not implement your exact suggestions, expressing your desired resolution helps guide their response and shows that you are proactively seeking a fair solution. For example:
- If you want an investigation:
“I respectfully request that a formal investigation be conducted into the incidents I have described. I believe this will help bring clarity to the situation and ensure accountability.” - If you want to be transferred:
“Given the ongoing challenges and the impact on my work environment, I would like to request a transfer to a different department or team, if possible.” - If you want specific actions taken:
“I would like to see clear steps taken to address this behaviour, including appropriate disciplinary measures and training for all staff on workplace harassment policies.” - If you need additional support:
“I also request access to any resources the company may offer, such as counseling or mediation services, to help me navigate this situation.”
By proposing a solution, you show that you are focused on resolving the issue constructively, ensuring that both your needs and the organization’s workplace standards are met.
8. Sign and send your letter.
Be sure to make and keep a copy for your records of both your letter and supporting documentation.
You should keep a copy of your letter for your own records.
Sample Letters
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