Employee Complaint Policy Template

About Employee Complaints

Why We Have an Employee Complaint Policy

Our company values a respectful and professional work environment, and we believe that it is important for employees to feel comfortable voicing their concerns or complaints. We encourage all employees to use this policy if they have any concerns or complaints, and we will do our best to address them in a timely and fair manner. As such, we have implemented a policy for issuing employee complaints.

Our Employee Complaint Policy

Under this policy, employees are encouraged to speak openly and honestly with their managers or other members of leadership if they have any concerns. This can include issues related to their work environment, their job duties, or their relationship with other employees.

In most cases, employees should first bring their concerns to their direct manager, as they are typically the best equipped to address the issue. However, if an employee does not feel comfortable discussing the issue with their direct manager, or if they believe that their direct manager is part of the problem, they may choose to bring their complaint to the attention of human resources.

Issuing Employee Complaints

Submitting a Complaint

Here are five steps you can follow to submit an employee complaint:

1. Write down your complaint: Start by writing a clear and concise description of your complaint. This will help you organize your thoughts and ensure that you include all the important details.
2. Determine the appropriate channel for submitting your complaint: Depending on the nature of your complaint, you may have several options for submitting it. For example, you might be able to speak with your manager or HR representative directly, or you might need to use the company's formal complaint process.
3. Gather supporting documents: If you have any documents that support your complaint, such as emails or pay stubs, make sure to gather them before you submit your complaint.
4. Submit your complaint: Once you have written your complaint and gathered any supporting documents, you can submit it through the appropriate channel. 
5. Follow up as necessary: Depending on the nature of your complaint, you may need to follow up with the person or department responsible for addressing it. Make sure to keep track of any deadlines or next steps, and don't be afraid to check in if you feel that your complaint is not being addressed in a timely or satisfactory manner.

How Our HR Team Responds to Complaints

When HR receives an employee complaint, they are responsible for investigating the complaint and taking appropriate action to resolve it. This might involve speaking with the employee who made the complaint, as well as any other individuals who may have relevant information.

During the investigation, HR will typically gather as much information as possible about the complaint, including any relevant documents or witness statements. They may also speak with other employees or conduct other research as needed.

Once the investigation is complete, HR will typically report the findings to the employee who made the complaint and to any other relevant parties. If the complaint is found to be valid, HR will work with the employee and management to determine the appropriate course of action, which might include discipline, mediation, or other measures.

It is important to note that HR is responsible for ensuring that employee complaints are handled in a fair and impartial manner. They should not take sides or favor one employee over another, and should work to ensure that all parties are treated with respect and fairness throughout the process.

Complaint Notifications

If you receive an employee complaint about your behavior or performance, it is important to take it seriously and respond appropriately. You’ll work with HR to resolve the issue.

Here are a few steps you can take if you receive an employee complaint:

1. Stay calm: It can be difficult to hear that someone has a complaint about you, but it is important to remain calm and professional.
2. Listen carefully: Make sure to listen to the complaint in its entirety, and try to understand the perspective of the person making the complaint. Avoid interrupting or getting defensive, as this can make the situation worse.
3. Acknowledge the complaint: Let the person know that you have heard their complaint and that you take it seriously.
4. Apologize if appropriate: If you believe that you have done something wrong, it is appropriate to apologize. This can help to de-escalate the situation and show that you are willing to take responsibility for your actions.
5. Take steps to address the complaint: Once you have listened to the complaint and understand what the issue is, work with the person making the complaint to determine a course of action for addressing it. This might involve making changes to your behavior or finding a way to resolve the issue.

It is important to remember that employee complaints are an opportunity for you to learn and grow as an employee. If you handle them with professionalism and a willingness to make things right, you can come out of the situation even stronger.

Have questions? Please reach out to your assigned HR rep.