The voice of an employee must at all times be heard of by the company especially if the subject is in lieu with a complaint or a concern regarding an unfavorable behavior of a colleague or anyone in the company. For this, an employee complaint form must be made readily available by the supervisors, managers, and the company’s human resource personnel to allow employees to formally report their complaints.

Employee Complaint Form Sample

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What Is an Employee Complaint Form?

An employee complaint form is a document that employees must use in order to record and submit their complaints to the company. The form serves as a bridge between the management of the company and the employees in addressing concerns and grievances. Moreover, employee complaint forms must only be filled out by the direct complainant and not any representing party to ensure that the data, statements, and the claims in the form are accurate.

Employee Complaint Concern Form

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Public Employee Complaint Form

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What’s In an Employee Complaint Form?

Regardless of the type of industry a company is operating in, the employee complaint form which is being used for documenting the employees’ concerns must have the following elements and contents for it to be an effective and informational form:

  • Parties involved: The names of the people or the employees and staff involved in the complaint should be disclosed in the form. Other than their names, the job title of each involved party and the department or company branch where they are working in can also be included for further identification.
  • Description of the complaint: This portion of the form should be composed of a large area since this will be for the details or the narration of the complainant about his complaint. The events leading to the complaint will have to be disclosed in this portion of the form including the date, time, and location where the concerns arise.
  • Acknowledgment statement: It is essential that the company will inform the users of their employee complaint forms about the formal investigation process which will be conducted in lieu of the complaint. The information about the investigation must be included in the acknowledgment statement along with the specifications of anonymity and the detailed obligations of the complainant for his claims and disclosed data. Below the acknowledgment statement, a signature block must be incorporated for the signatures of the complainant or the employee filing the complaint, and the supervisor of the employee or the HR representative whom the complaint has been submitted to.

Employee Complaint Statement Form

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Varieties of Employee Complaint Forms

Employee and Third Party Complaint Form – This form variety is not only limited to be used by a company’s employee but also by the company’s clients, partners, and staff members. The form can be used for reporting bullying, harassment, and intimidation incidents that occurred within the premises of the company and by the members of the company. Moreover, the user of the form must state his name, the department or office where he is assigned in if he is a company employee or member, his job title, residential address, and phone number. The type of complaint that the user of the form wants to report, the action which was taken by his department head, the names of the alleged person who committed the offense, as well as the names of the witnesses will also have to be disclosed in the form.

Employee and Third Party Complaint Form

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Employee Complaint and Appeal Form – There are different levels of complaint stages that employees must follow in a company. An employee complaint raises to another level if the alleged person failed to acknowledge, apologize, and meet the required actions of the complaint resolution. Specifically, the form to be used for this purpose is an employee complaint and appeal form. The form not only records the complaint’s details but also the administration or the company’s appeals which have been submitted to raise the complaint level or stage. The adverse effects of the complaint, the complainant’s requested relief, and the appeals of the company’s board members will be some of the information to state in this complaint form variety.

Employee Complaint and Appeal Form

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Employee Complaint and Comment Form – Compared to the aforementioned forms, this variety of employee complaint form contains lines allocated for the statements and the reports of the complainant. In the first item of the form, the series of events causing the complaint will be stated while the comments and the complaints of the complainant will be in the second item. A list of specific facts to support the complaint will be the focus of the third item which is followed by the remedies that the complainant seeks to be defined in the fourth item of the form.

Employee Complaint and Comment Form

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Employee Internal Complaint Intake Form – This form is only intended to be filled out by the complaining employee prior to facing the management or the HR representative who is assigned to deal with employee complaints and grievances. The form will allow the HR representative to know more about the details of the complaint as well as the complainant and the respondent. The basis of the complaint, the adverse reactions against the complainant, and the list of individuals who have witnessed the incident are also required to be disclosed in the intake form along with the type or the nature of the complaint.

Employee Internal Complaint Intake Form

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Employment Discrimination Complaint Form – This is another variety of employee complaint form which is for addressing a complaint against an employer or a company. The form is for informing an employment authority about the discrimination that an employee or an applicant have encountered, either during his employment period or upon applying for a job position. To complete the form, the complainant will need to state his basic information, the type of discrimination he received, the sequence of events leading to the discrimination, and the list of other agencies or authorities who knew about the complainant’s concerns.

Employment Discrimination Complaint Form

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Employment Standards Anonymous Complaint Form – For employees who prefer to keep their identities anonymous when filing a complaint, this variety of complaint form must be used especially for reporting a complaint about the company or the employer to the authorities. In the form, the employee will need to fill out three sections: business information section, employee information section, and the employee declaration and signature section. The employee’s chosen method of sending the completed complaint form will also be indicated, however, not by the employee himself but by the authority who received the complaint form.

Employment Standards Anonymous Complaint Form

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To conclude, employee complaint forms can be used for varying levels of complaints and appeals, for different individuals who are involved with the company, as well as for reporting companies who have failed to meet employment standards. Nonetheless, any claim in a complaint form must be verified properly to prove the validity of the claims.

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