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Racial and gender discrimination, unupdated payroll forms and employee salary payments, as well as inequality of workplace treatments are the most common issues that result to a complaint form being presented to the authority about a company. Specifically, an employee complaint form is the essential document for the intention of reporting problems. An employee complaint form is mainly for gathering the thoughts of employees with regards to company issues and conflicts.

Along with the subject of the reported complaints and issues would be the reasons and the description of how the incident happened. The complainant who is the employee of the company must complete the fields of the form and supply his claims with pieces of evidence to allow the management or the authorized organization to conduct an investigation. Other than the issues and the subject of the complaint, the form will also indicate the results of the investigation and the resolutions that aid in fixing the incident, which will be stated by the investigating party or the authority.

Employee Complaint Form Template

There are some examples and varieties of employee complaint forms that are accompanied by other purposes and usage such as to file an appeal in an employee complaint appeal notice form. This document is used by the employee or the opposing party to imply that the result of the investigation and the suggested action to take does not meet his needs, solve the issue, and properly achieve the legal matters of the state’s regulations.

Another variety is an employee contract grievance complaint form that focuses on determining what terms and conditions in a contract agreement had been breached or disputed by one of the parties who signed the contract during the start of employment. This form will categorize each grievance level based on the contract’s terms that were previously agreed with a legal representative. Additionally, a reviewer needs to go through the whole contract to assure that the complaint is indeed implying a statement and have met the legal standards of the state’s regulations about agreement forms issues.

Employee Complaint Form in DOC

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Individual Employee Complaint Form

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Classified Employee Complaint Form

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College Employee Complaint Form

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Covered Employee Complaint Form

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Significant Contents of Employee Complaint Forms

Employee complaint forms can come in varieties of formats; however, there are significant sections and contents that need to be retained as these details will aid in the process of investigating the complaint. Below are the following contents that should be found in any employee complaint form:

Complainant or Employee Information

This first section will have the name, address, contact information, the department as well as the job position of the employee. With these pieces of data, the investigators and the authority will be able to distinguish who is the individual who reported the complaint to achieve a resolution about his employment or the company where he is currently working.

The Subject of the Complaint

The main subject or the type of complaint made by the employee is indicated in this section. Depending on the company’s preferences, they may have a set of checklist boxes with accompanying complaint subjects to allow the complainant to choose his category easily.

Actions That Were Taken

This section is to determine whether the complainant has filed a previous complaint with the same issue to a higher authorized representative or have done other ways to report his complaint. The procedure stages of the complainant’s actions taken are also highlighted in this section along with the name of the individual who presented himself in resolving the complainant’s issues.

Opposing Party

Since the complainant’s identity has been laid down on the first area of the form, this section is allotted for the identity of the individual or the organization who is complained by the complainant. If the party addressed in the complaint is an organization or company, then the details must include the company’s name, the specific industry that the company’s business is handling, and the company’s contact number.

On the other hand, if the opposing party is a single individual, the details are similar to the data that the complainant provided on the first section such as the name of the individual, his title in the company, and the phone number that is open and available to be contacted by the authority whenever needed.

List of other Complainants

It is essential that the authority will not only focus within the complaining employee and the company being complained for solving the issue as there may be other employees who have experienced the same violence the complainant underwent during his period of employment. In this section, the complainant will state the names of other individuals who were treated wrongly by the management along with their general information.

Employee Complaint Appeal Notice Form

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Employee Complaint Concern Form

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Employee Complaint Grievance Form

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Employee Complaint Statement Form

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Employee Contract Grievance Complaint Form

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Details of the Alleged Act

This is the section where the complainant will indicate the whole description of the incident of how and when it occurred, who was in the area during the incident, and why it escalated to the matter of reporting the incident as a complaint. A complaint affidavit may also be attached in this section to allow in-depth details about the incident and the outcome of the complaint to the people who got involved in the incident.

Witness Information

If there are multiple witnesses to the incident, then a witness statement form can be enclosed with the employee complaint form. The names and the contact numbers of the witnesses are also significant to allow the investigators in gathering more data about the claims and charges of the complainant for the company.

The Outcome of the Investigation

Although the title of this section implies an outcome and result, this does not refer to the actual outcome but the expectations of the complainant and employee suggestions of how the investigation must head to a conclusion. The investigating party should not be moved by the statements or the employee suggestions in this section; however, the statements may be called up for a consideration to assure that the needs of the parties are catered equally by the laws.

Confidentiality Agreement Statement

The purpose of including a confidentiality agreement statement is to promote an assurance to the complainant and the other parties that the information stated on the form will be kept private to protect their identities and the company. The information should also be limited for the usage of the investigators and the company management as well as the specific government agency who will be managing reports about employee complaints.

Release Statement

With this statement, the parties will be aware that the information they have provided will be used for coming up to a resolution by means of conducting an investigation process. Even though the complainant and the other parties aware about the process, it is vital that the form will have this statement to maintain legalities and to avoid the investigator from dealing with further issues about the data that are not disclosed during the employee interview regarding the incident or complaint.

Additionally, the form will also integrate a set of instructions of how the user can fill out each field and provide sufficient details for the complaint. A return address at the end of the form is often included to secure that the user or the employee complainant will know where to send and mail the document upon its completion.

Employee Formal Complaint Form

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Employee Internal Complaint Intake Form

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Online Employee Complaint Format

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Public Employee Complaint Form

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Office Employee Complaint Form

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Why Use Employee Complaint Forms?

There are a lot of reasons why employee complaint forms must be readily available and used by companies in their management, and the most common is to pinpoint and record issues. By having the form, the company will know what issues have been escalating in a repetitive manner within a certain period. This will allow the company to be aware and to produce an action plan in preventing the issue’s or the complaint’s reoccurrence.

In connection with the aforementioned reason is the ability of the form to aid the management in constructing strong policies that can lessen and eliminate issues in the workplace. The forms should also be filed with the associated documents in the human resource department for good record-keeping. Since each complaint may vary, the management must distinguish each category such as employee harassment issues, discrimination complaints, theft reports, as well as violence complaints to determine the number of incidents in each case and address each issue effectively.

Another reason for using the form is due to the need of the company to train their own staff and employees in managing complaints especially those who are involved in dealing with the welfare of the people in the company. The procedures or ways to handle employee complaints should be the primary discussion and lesson to be taught for these authorized staff along with possible solutions to associate varying complaints and company conflicts.

Complaint forms are not only used for companies, business enterprises, and employees but also for any individual who needs to report issues to officials in the state or country. Nonetheless, the usage of this form must only be to document and solve an issue with factual proofs and statements to assure that both parties involved in the complaint will be meeting with a resolution and at a closing.

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