How to Write a Complaint Letter about an Employee’s Rudeness

HR Complaints How to Write a Complaint Letter about an Employee’s Rudeness

How to Write a Complaint Letter about an Employee’s Rudeness

If you work in an office or with a team, you probably have had to deal with a rude coworker who gets under your skin. This is a problem not only because this may irritate you, but it may also affect your ability to perform your job and make you unproductive. Therefore, it’s important to know how to write a formal complaint letter to alert HR and get their help in resolving the matter. You should not let an unprofessional coworker ruin your life at work, and the most effective way to make sure this doesn’t happen is to properly make a complaint to HR.

What Rude Behavior Looks Like in the Workplace

Although some bothersome behavior should either be ignored or handled personally, there are certain issues you might face with an employee which require more stringent measures. Before making a complaint, you should know which behaviors warrant a formal complaint letter.

Behavior Description
Crude language Most workplaces frown upon the use of curse words or crude language and jokes at work. When an employee repeatedly uses such language, they are not only violating company policy but making other employees and possibly clients uncomfortable.
Frequent tardiness Constantly showing up late is a common form of rudeness in the workplace. An employee who is regularly tardy to meetings and work in general might be slowing down the work other members of their team (who showed up early) need to get done. This also shows great disregard for their coworkers’ time.
Interruptions Interruptions not only annoy workers but can make them feel undermined. When an employee constantly interrupts their coworkers in meetings or working sessions, they stop these coworkers from clearly articulating their points and contributing to the conversation at hand. This behavior makes workers less productive at proposing solutions to work problems.
Disruptive behavior Whenever an employee performs any behavior which distracts other workers from completing their jobs efficiently or disrupts the workplace, this is considered disruptive behavior. For example, this may include a colleague constantly coming over to a colleague to make unimportant comments, talking too loudly on the phone, or sending non-work-related emails and text messages to other coworkers.


What to Include in a Complaint Letter When Reporting a Colleague

Writing a complaint letter about employee rudeness requires that you include all the necessary information while sticking to the right format. Because such issues might be somewhat personal, you must be careful not to approach this process emotionally, but with logic and tact. These are the elements to include in your complaint letter:

  • A brief summary of the issue you are reporting.
  • Details of the event(s) mentioned; including time, date, and context of the incident. List each incident separately. Attach all the evidence you have to solidify your report.
  • Details of the violation of policy. Instead of focusing solely on what the employee did, detail how their actions affected you as a coworker.
  • Details of the steps you have taken to resolve the problem on your own.
  • A polite note of the outcome you are expecting out of the complaint letter.
  • Request for response to your complaint as soon as possible.

How to File Your Complaint

Going through a checklist of these elements will let you know how prepared you are to make a formal complaint about your colleague. For instance, if you have not carried out any actions to resolve the matter personally, you should do that before going forward with your complaint. Once you have everything you need to build a report, these are the steps to follow:

  1. Collect all facts and evidence you need to attach to your complaint.
  2. Make sure you have the right address, including the name and designation of the authority you are making the report to.
  3. Use a sample letter to make the process easy.
  4. Begin your letter with the address of the authority you are reporting to.
  5. Break down your complaint into three paragraphs: the first paragraph is an introduction to your complaint, including the dates and times of all incidents. The second paragraph should provide details on the complaint you have, focusing on the different violations of policy and how you have been affected. And the third paragraph outlines steps you have taken to address the issue, and what you hope to be the outcome of the report.
  6. Conclude your letter with closing pleasantries and a request for a response as soon as possible.
  7. Include your final salutations with your name and address below.

The Downside to Making an Official Complaint about an Employee’s Rudeness

Reporting an unpleasant workplace issue to HR does not always yield the results you desire. There can be negative consequences like:

  • The problem might escalate when the accused employee finds out you made a report about them. This is usually done in retaliation, making the workplace an even worse environment than before.
  • HR may not take action on your complaint. Depending on what your company culture is, your expectations for HR to work for resolution of such issues might not be met. Your complaint might not be taken seriously, or there just might be an unwillingness to pursue the matter.
  • You might get a bad reputation of being a disloyal colleague, by other coworkers who disapprove of your complaint. This could significantly strain your work relationships and even lead to harassment and discrimination.

Report Employee Rudeness to HR Anonymously with DoNotPay

Given these possible consequences of making a complaint about your coworker’s rudeness, you may want to consider making an anonymous report. Luckily, there’s an easy way to do this. Through DoNotPay’s Autonomous HR Complaints product, you can file a credible anonymous HR complaint with ease. You can complain about your coworkers or even bosses, in anonymity and in 4 simple steps:

1. Sign up to DoNotPay and select the Autonomous HR Complaints product


2. Add your employer’s name and the address for your HR department


3. Give details about the issue you’re complaining about and how you would like it resolved


That’s it! Let DoNotPay sent a report to your HR in total anonymity!

Other Services DoNotPay Offers

DoNotPay does not only help employees to make complaints about coworkers, report rude bosses without getting fired, and filing incident reports. The company offers a wide range of services to address issues like: