FREE 9+ Sample Employee Complaint Forms in MS Word | PDF

Employees are the fuel that run your company and without them, your company would cease to exist. As an employer, it should therefore be one of your main priorities to make sure that your employees are happy and eager to promote productivity and to ensure employee loyalty.

One way to make sure that your employees remain happy campers is by providing an Employee Complaint Form. An Employee Complaint Form is a form that allows workers or employees to communicate their concerns to the administration. Providing an Employee Complaint Form at work allows employees to vent their grievances or dissatisfaction so that employers can help make the workplace motivating and conducive for work.

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It is important that employees are treated equally and receive quick and prompt responses from the management when a complaint is being filed by an employee. Responding quickly to an employee’s concern is a sign of an employer’s respect and concern for his employees and at the same time helps boost company morale. Providing outlets for Employee Complaints also helps foster a sense of pride and accountability in the workplace. Below are tips on how you can effectively handle an employee’s complaint:

Establishing Rules in the Workplace

Clear set of rules and regulations must first be put into place so that employees and the administration or management will know what is acceptable and what is not. If a Code of Conduct has already been put into place, a company should assign a person or a specific department to handle Employee Complaints. A central location allocated for filing complaints should be provided so that employees will know where they need to go to express their grievances and to ensure the confidentiality and anonymity of their identity.

Categorize Employee Complaints

In order for you to provide timely and effective responses to Employee Complaints, you first have to learn how to properly organize the classifications of complaints by putting them into different categories. You can categorize complaints according to their degree of urgency so that you will know which ones need immediate resolution. Typically, complaints about work conditions have to be a main priority and should be immediately addressed because the inconvenience might bring a halt to your employee’s productivity. Complaints about management policies should then come second on the list, followed by issues on the violation of rules and regulations.

Acknowledge the Receipt of a Complaint

As soon as you or the company management has received an Employee Complaint, an acknowledgement of the receipt of the complaint has to be given to assure the employee that they have been heard and that plans for a resolution are being concocted. Once a complaint has been received, an investigation has to be done by Human Resources. Let the complainant know that an investigation process is underway, and set proper expectations by letting them know that the investigation process may take time and will require the collection of relevant data.

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Finding a Resolution

As soon as an investigation is done and collection of pertinent information relevant to the issue has been completed, a resolution should then be provided by the management. Old employee complaints and grievances have to be acted upon immediately to avoid impacting production and lowering the company’s morale.

Evaluation of Results

After you have implemented a solution to the complaint or the grievance, it is always a good idea to evaluate the issue. Evaluating the way you processed a complaint helps you get an objective perspective and help you resolve similar situations in the future.

An Employee Complaint can create stress and discontent in the workplace; however, in effect, it will also help shed light on serious infractions or even criminal conduct in the office.

Listening to your employee’s complaints and addressing their concerns can also provide a great comfort to them and will make them feel respected and appreciated. You can download our sample Complaint Form, Official Complaint Forms, and Employee Complaint Forms so you can provide ways for employees to express their grievances without having to worry about whipping up a complaint form.