A company should not only focus on the production of goods and services or on satisfying customers and clients but also in ensuring that employees are working in a well-managed and healthy environment. This is why it is important that the company informs its employees about the protocols and procedures to be followed if there are concerns and issues to raise. One of the most common documents that the company must have in hand is known as the HR complaint form.

HR Complaint Form in DOC

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What Is an HR Complaint Form?

An HR complaint form is a document which can be used by employees and any member of the company to report to the human resource department about violence, hazards, and any concerns or issues. The form is intended to bridge the communication gap of the employees from the HR personnel as well as to address resolutions to the concerns immediately.

HR Discrimination Complaint Form

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HR Discrimination, Harassment, Retaliation Complaint Form

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Furthermore, HR complaint forms are also specifically used whenever there are instances of discrimination, harassment, and assaults in the company. And when filing the complaint form, the complainant or the employee should disclose all details including the names of the individuals whom he deems as the victims as well as the assailants based on what he witnessed.

HR Employee Complaint Concern Form

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HR Formal Grievance Complaint Form

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Why Is an HR Complaint Form Important?

There are several reasons why HR complaint forms are important and these are stated below:

It records the prevalent complaints of employees

With the HR complaint form, the company will be able to gather and know what types of complaints are prevalently reported by employees and staff members within a specific period or year. This allows the company to identify why the complaints are repetitive and what can be done in order to avoid dealing with the same complaints in the future.

Identifies the needs of the employee and the limitations of the company

Complaints are raised if there is a need which had not been met such as a need for security or privacy in the workplace which had been violated by a nosy co-worker. With this, the violated employee can file the complaint and inform the company about what he needs and what should be done. However, since not every employee request can be catered immediately, the company or the HR representative who is handling the complaint can resort to informing the employee of what the limitations of the company are, and how the company can still help with his concern to achieve a grounded and balanced resolution.

Helps authorities to have a record of the event and its details

There are some employee complaints which should be informed to the authority. And in order to prove to the police or the authority that the company has done all they can to address the complaint, the company should present the HR complaint forms which had been submitted by their employees. The form will allow the authorities to know the details of each of the employee’s complaints and connect the written statements to one another to solve the issue. Additionally, if the complaint will be raised to the court, then the company and the employee can still use the form as a foundation of the lawsuits that they will file to the violating party.

Communicates to the company about the gravity or seriousness of the complaint

There are companies who prefer to not add value or importance to a complaint unless it is written and signed by the complainant or the employee. This is the reason why an HR complaint form must be used instead of merely voicing out a concern to an HR representative or to another employee of the company.

HR Informal Complaint Procedures Request Form

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HR Non-Sexual Harassment Complaint Form

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Tips in Creating HR Complaint Forms in DOC

When creating HR complaint forms in “.DOC” or document file format, the tips below must be noted:

  • Use colors and lines: When adding colors for separating sections and contents in the form, it is essential that the chosen colors should not overwhelm the document or yet are minimal and promotes a formal look and feel to the form. Some of the basic colors to use would be black, gray, and light hues. In addition, lines can also be useful in the complaint form especially when it comes to making entry fields for the data and information of the use or the employee.
  • Include a questionnaire: A set of questions can aid the employee or the user of the form to disclose details about his complaint. The questions should focus on identifying how the event happened and how it affected the employee. Moreover, ample blank space should be placed along with each question to allow the employee in stating his narration and descriptions of the events which will be used for determining a plausible solution.
  • Add a call-to-action section: This is where the employee will be able to know the next step that he must take such as the procedure to be fulfilled upon submitting the complaint form. In addition, the contact information of other members of the company to whom the employee can reach out to further communicate and report his complaints can also be placed as part of the call-to-action section of the form.

Lastly, an area for the suggestions of the HR department or personnel should also be included in the form. This will serve as the employee’s or the complainant’s guide in knowing what the company has conducted to address his concerns as well as to determine whether or not the suggested resolutions are what he wanted or have expected from the company.

HR-Workplace Complaint Form

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University HR Complaint Form

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Along with the completed HR complaint form, the employee who is filing the complaint or the complainant should also be able to supply evidence or proof of his complaint. This includes photographs or video recordings which shows the event leading to the complaint. In addition, other documents and forms which are related to the complaint can also be submitted by the complainant such as an attendance sheet which proves the erroneous records of his manager in lieu of attendance and inaccurate data collection in the company.

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