The human resource management in your company has the sole responsibility of ensuring the safety, comfort, and satisfaction of its employees. As a result, you may file a human resource complaint to the department in the case of an unethical situation in your workplace. Understanding the procedures can help make you feel more at ease to proceed with taking legal action in such scenarios. In this article, we explain the right steps you may use to file an HR complaint. These steps include;

Assess Your Situation

Before you file a formal complaint with HR, you first have to consider the possibility of getting a warrant for your situation. Assess your situation whether you were harassed, discriminated against, or violated laws or company policies. According to Tully Rinckey law, these factors offer good grounds for complaints. In such a scenario, the human resource department has a legal obligation to investigate the claims and have actions taken against the culprit if your claim is valid. First, go through the company’s handbook to make sure that you comprehend the policies and processes put in place. It is important to note that the policies serve as a guiding book to getting your claim approved by HR as a formal complaint. 

Documentation of the Situation

Once you go through the policies and agree that you have a situation that guarantees a warrant for complaint, ensure that it is put down in writing in all the instances to have a case. Your detailed information will serve as evidence when you submit the complaint or discuss the situation with HR. Take the notes at the current time and be as clear as possible. If you wish to send the details to HR directly, make it concise and provide accurate descriptions of the events. Write the date and time of the incidences happening and detailed descriptions of what transpired. Giving a timeline of these events helps the human resource department to comprehend what you went through and how many times.

Review the Company’s Processes 

Every company has its processes for filing an HR complaint. So, review the company’s policies and processes to know where you will start first. Some companies may need a specific complaint format, including sending it in person, online, or written up. It all depends. You may be required to forward the complaint to the director of the company or have an attorney representing you. There are those with special departments apart from the HR that handles employee complaints. Following these steps and policies sets the pace to get your complaint reviewed as fast as possible.

Write Factual and Detailed Information

For the complaint to be taken seriously, it has to be accurate, factual, and detailed enough with information highlighting the situation. Adding specific details to your complaint makes it easy for the department to know what to address. For instance, if you state that the manager does things that make you uncomfortable, he does not mention anything specific. Instead, you have to detail the exact actions or comments your manager made. In short, the complaint must have the following;

  • Explained details of what occurred
  • Who is involved by name and position?
  • Date, time, and location
  • Witnesses 

Provide Supportive Information

Depending on the company policies, you can forward the evidence together with your complaint or wait for HR to request it from you once they have reviewed the case. The more valid your evidence is, the better you will have aid and the investigation will be carried out smoothly. When preparing to forward a human resource complaint, ensure that you have gathered all the evidence to support the claim of wrongdoing. The evidence can vary depending on the situation and can include videos, email, and images. Furthermore, witnesses of your event may also serve as evidence and clarify your claim that it is true. 

Make a Follow-Up

Once you have submitted the complaint, do not wait for too long. Keep an eye on the progress by following up with the HR department. The company policies may offer a specific timeline for reviewing your complaint. However, not every institution does that, so it is prudent to ask for feedback once in a while. Also, waiting on timelines is a show of patience and respect for the department. 

Escalate the Situation if Need Be

Lastly, in some cases, complaints are not reviewed well. Some organizations are biased and handle cases in an unprofessional manner. If so, take further legal actions and seek guidance and assistance from a law firm to tighten your wish for justice and protection from employer retaliation.

If you wish to file an HR complaint and you are stranded on where to start, follow these steps. It will offer you a leeway to receive justice to your claim. Not all have the luck to get their claims reviewed but most people do. In case you need further assistance, reach out to Tully Rinckey, you will get all the answers you need. Good luck. 

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