Download these Free Employee Complaint Forms Templates in order to study them and then prepare and print your own Complaint Form as per situation.
Working in a multinational organization is a dream for most of us and even if it can bring new opportunities for our careers, working within large group of people can be challenging sometimes. If you see this from the point of view of the employer, he deals with all sorts of problems and issued on daily basis and a very common issue is to handle employee complaints against each other. Because some of the accusations can be pretty serious i.e. sexual harassment or battery or assault charges, it’s important to follow a formal and valid method to record each complaint. Employees are asked to fill out complaint forms if they have any grievance or complaint against each other. This is a pretty basic and common form where the employee is asked to give his personal details i.e. name, designation and explain the complaint he has about another employee.
Key Elements of Employee Complaint Form:
Key elements and parts of an employee complaint form mainly depend on the type of the form. For instance a classified complaint form has different features than a public complaint form. In the same manner, a performance complaint form is different than sexual harassment complaint form. But regardless of the type, here are some of the common elements that can be found in any complaint form.
- Name of the employee
- Designation and department of the employee
- Date on which the letter is written
- Subject of the letter i.e. introduction to the complaint
- Name of the employee accused/nominated in the complaint
- Details of the actual complaint
- Date on which the incident occurred (if applicable)
- Names of the witnesses (if applicable)
- Reference of the company rules and regulations to support the complaint
- Suggested actions to be taken
- Signature of the employee
Free Employee Complaint Forms:
Here are previews and download links for these free Employee Complaint Forms,
Download link for this Employee Complaints Form 09 is here,
Market Practices of Employee Complaint Form:
Details of the Employee:
You might not think of this as an important part of a complaint form because you have just a few employees but when it comes to big organizations i.e. the corporations that have hundreds or even thousands of employees, executives and HR department can’t remember details of each employees and it’s also possible that there are various people with the same names. Due to these reasons, it’s really important to design a complaint form that first asks all the relevant details of the employee filling the form. This should include full name of the employee, tracking ID, designation and department, name of the immediate supervisor and the duration of the employment.
Complete Information of the Accused:
In the next part, all of the above mentioned details should be added but here this should be the person who is accused or nominated in the complaint form. Although it’s not common but there can be a situation where you don’t know any particulars of another employee in your company and in that case, it can be difficult to find details of someone you haven’t seen before. In this scenario, the complaint form should add a part where the description of the accused can be mentioned. This can help the HR department or disciplinary committee to find the accused employee.
Full Details of the Complaint:
In a complaint form, this is the main part because here the employee will talk about the complaint he has against another employee(s). Keep in mind that even if most of the complaints are about behavioral issued of other employees, there are some situations where an incident happens which means it can take a little extra space to cover all the details of the incident. To ensure the complaint is completely explained on the form, you should put at least 5-7 lines in this part.
Details of the Witnesses:
Usually when an employee decides to formally complaint about another employee, he or she has at least couple of witnesses to support his accusations but that’s not always the case. For instance, in sexual harassment complaints, there are often no witnesses which can make it difficult for the employee to prove his allegations. In case there are witnesses of an incident or a dispute between employees, the complaint form should have the space to mention the names of these witnesses along with their designations, departments and contact numbers.
Reference of Company’s Guidebook:
It is possible that even if you want to complaint about someone in your office, you can’t because they are not breaking the law. This happens more often than you can think that a complaint is received and the HR department just rejects it because it’s not valid. In order to ensure that your allegations or accusations are actually valid, you should find the company’s guidebook and see if there is any specific portion that refers to the complaints you have as valid. If you can find the rules in the employment guidebook, you should refer its serial number on the complaint form.