Writing a Complaint Letter for Bad Behavior of Colleague (with Sample)
Use this sample complaint letter for the bad behavior of a colleague as a template for your formal complaint letter.
Last updated on November 25, 2023
Cooperating and getting along with one’s colleagues is important and makes for a good and supportive work environment; however, sometimes this is not possible, especially when you're working with a difficult colleague.
Keep in mind that one of the best ways to deal with a difficult coworker is to talk with that colleague. However, if your colleague has a volatile personality, you may have more success by writing a complaint letter to your boss. To do this with a complaint letter, first define the problem. When you define the problem, detail how your colleague’s behavior is affecting your work.
Violations of Policies
Do not describe him or her on a personal level. Instead, if he or she is constantly late for work, describe how you have to pick up the slack. In addition, if he or she is making ethnic or racial remarks to you and is violating the company’s anti-bullying policies, describe this in the letter.
Keep in mind that one of the best ways to deal with a difficult coworker is to talk with that colleague. However, if your colleague has a volatile personality, you may have more success by writing a complaint letter to your boss. To do this with a complaint letter, first define the problem. When you define the problem, detail how your colleague’s behavior is affecting your work.
Violations of Policies
Do not describe him or her on a personal level. Instead, if he or she is constantly late for work, describe how you have to pick up the slack. In addition, if he or she is making ethnic or racial remarks to you and is violating the company’s anti-bullying policies, describe this in the letter.
Begin the letter by writing something like, “I’m writing this letter to report a conflict I am currently having with employee, Jane Watkins.” Continue writing something like, “Because of several incidents that have occurred between her and me, I feel that it is time to make an official complaint.
List Each Incident Separately
Then, write about what happened between you and the colleague. List each incident separately and with the respective dates. For example, “On Sept 12, 20xx I spoke to Jane about her loud talking and laughing, which interrupted my phone conversation with two of my clients. Since that time, she has repeated this behavior on five additional occasions.” At this point in the letter, provide the dates for all occurrences.
List Each Incident Separately
Then, write about what happened between you and the colleague. List each incident separately and with the respective dates. For example, “On Sept 12, 20xx I spoke to Jane about her loud talking and laughing, which interrupted my phone conversation with two of my clients. Since that time, she has repeated this behavior on five additional occasions.” At this point in the letter, provide the dates for all occurrences.
The next step is to write about how this person has affected your ability to work. For example, you could write, “Because of Jane’s aforementioned behavior, I have had to put my clients on hold several times to ask her to be quiet.” Then in your letter, state your job duties and your goal to meet them; however, your coworker’s actions are keeping your from fulfilling your objective.
Also, state that since you have failed to resolve this issue with her, you would appreciate your manager speaking to her about the issue. Then, thank your boss for understanding.
The next step would be to see your manager professionally and explain the situation. Continue to say that you have written a letter, which has the details in the letter. Give him or her letter. If he or she fails to resolve the issue, go to your human resources department and give HR a copy of the letter.
Here is an example of a complaint letter:
Also, state that since you have failed to resolve this issue with her, you would appreciate your manager speaking to her about the issue. Then, thank your boss for understanding.
The next step would be to see your manager professionally and explain the situation. Continue to say that you have written a letter, which has the details in the letter. Give him or her letter. If he or she fails to resolve the issue, go to your human resources department and give HR a copy of the letter.
Here is an example of a complaint letter:
Sample Complaint Letter for Bad Behavior of Colleague
Name of Employee
Name of Company (if Applicable)
Position in Company (if Applicable)
Address of Company
City, State, Zip Code
DATE
Name of Employer
Name of Company (if Applicable)
Address of Company (if Applicable or of Employer)
City, State, Zip Code
Dear Name of Employer:
I would like to report a conflict that has arisen between me and [Name of Colleague], my fellow colleague, in the Finance department. There have been several incidents over the last three months, and I feel that it is time to present a formal complaint.
I would like to report the occurrences on record as follows:
On [Date], the aforementioned coworker and I disagreed about how she disrupted a phone call I was having with a client. She was laughing and talking out loud; even though I explained to her several times that I couldn’t hear my client on the phone.
The phone call was disrupted and my client did not call back to substantiate a deal that was in process. Even though I explained to her several times that I couldn’t hear my client on the phone, Jane continued to talk even louder.
[Name of Colleague], has continued to talk and laugh loudly when I am on the phone with clients. Because she continues to do this, I am unable to do my job as I should and I am losing clients.
I have felt harassed and belittled by [Name of Colleague] and have suffered stress and verbal abuse on many occasions; not only on [Date] but also five times in [Month] of this year. The dates in [Month] are: [Date] around one in the afternoon, [Date] at 11 am, [Date] at 12 noon, [Date] at 1 pm and [Date] at 9 am.
I understand that it takes two people to have a conflict and that I may have been responsible for reacting too strongly to her; however, I am actively seeking a decision now.
I would like to suggest that either [Name of Colleague] or I be assigned to different departments or projects or that a mediation session be set up with a third person present.
I feel that I am a loyal and hardworking employee but the stress of this situation has brought on unwanted anxiety about coming to work and has made my work almost impossible. I would like to resolve this issue as soon as possible. Thank you for your time and understanding.
Sincerely,
Signature of Employee
Printed Name of Employee
By Andre Bradley
Frequently Asked Questions (FAQs)
Q: What is a Complaint Letter for Bad Behavior of Colleague?
Answer: A Complaint Letter for Bad Behavior of Colleague is a formal written communication addressed to a superior or human resources department, expressing concerns and grievances regarding the inappropriate or unacceptable behavior of a colleague in the workplace.
Q: How should the tone of a Complaint Letter for Bad Behavior of Colleague be?
Answer: The tone of a Complaint Letter for Bad Behavior of Colleague should be formal, objective, and respectful. It is important to avoid any language or statements that may be considered offensive or confrontational. Focus on presenting the facts and expressing your concerns in a professional manner to increase the likelihood of a constructive response.
Q: What is the purpose of a Complaint Letter for Bad Behavior of Colleague?
Answer: The purpose of a Complaint Letter for Bad Behavior of Colleague is to formally document and address concerns regarding the inappropriate behavior of a colleague in the workplace. By submitting a complaint, you aim to bring attention to the issue, seek resolution, and ensure a respectful and professional work environment for all employees.
Q: To whom should a Complaint Letter for Bad Behavior of Colleague be addressed?
Answer: A Complaint Letter for Bad Behavior of Colleague should be addressed to the appropriate authority within your organization, such as your immediate supervisor, the human resources department, or a higher-level manager. Ensure that you address the letter to the person who has the authority and responsibility to address and resolve such complaints effectively.
Q: What actions can be taken after submitting a Complaint Letter for Bad Behavior of Colleague?
Answer: After submitting a Complaint Letter for Bad Behavior of Colleague, the recipient should initiate an investigation into the matter. This may involve gathering statements from involved parties, reviewing any supporting evidence, and conducting interviews as necessary. Depending on the severity of the behavior, appropriate disciplinary measures may be taken against the colleague. The goal is to address the issue, resolve the problem, and create a more positive work environment.
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