Reporting workplace issues to Human Resources (HR) can feel overwhelming, especially when dealing with harassment, discrimination, or a toxic work environment. While verbal complaints may seem sufficient, submitting a formal written HR complaint is often the most effective way to ensure your concerns are addressed.

This article explores why HR complaints should be in writing, when to file a complaint, and how to properly document workplace issues to protect your rights.

Why Should HR Complaints Be in Writing?

Many employees assume that speaking to a supervisor or HR representative is enough to constitute a formal complaint. However, verbal complaints lack a paper trail, making it difficult to prove that an issue was reported.

Key Benefits of a Written HR Complaint

• Creates a Record: A formal written complaint ensures HR cannot deny awareness of the issue.
  
• Triggers an Investigation: HR is obligated to acknowledge and respond to a written complaint.
  
• Legal Protection: If the issue escalates to a workplace investigation or legal action, written complaints serve as evidence of proactive steps taken.
  
• Stronger Workplace Accommodations: Some complaints may qualify you for medical leave, disability accommodations, or other workplace protections.
  

By submitting a written HR complaint, you increase the likelihood of a resolution while safeguarding your rights in case further action is needed.

When Should You File an HR Complaint?

Not all workplace frustrations require a formal complaint. However, if an issue affects your rights, well-being, or job performance, submitting a written complaint may be necessary.

Common Reasons for Filing an HR Complaint

• Workplace Harassment (including sexual harassment).
  
• Discrimination based on race, gender, age, disability, or other protected grounds.
  
• Bullying or a toxic work environment.
  
• Unfair treatment, retaliation, or wrongful termination.
  
• Lack of accommodations for disabilities or health conditions.
  
• Safety concerns or violations of workplace policies.
  

If your issue is serious, ongoing, or affecting your health, it may be time to submit a formal written complaint.

Steps to Take Before Filing an HR Complaint

Before escalating a complaint to HR, consider these steps:

• Address the issue informally (if safe to do so). Speaking directly with the involved party may resolve the matter without formal action.
  
• Document everything. Keep detailed notes on dates, times, people involved, and any evidence (emails, messages, witness statements).
  
• Check company policies. Some workplaces have specific complaint procedures you need to follow.
  
• Consult an employment lawyer if you are unsure whether your complaint should be escalated.
  

If informal efforts fail or the issue is severe, submitting a formal written complaint may be the next step.

Tips for Submitting a Complaint to HR

A well-structured complaint increases the chances of HR taking your concerns seriously. Follow these best practices when preparing your complaint:

• Be Clear and Concise: Clearly outline the issue, avoiding unnecessary details or emotional language.
  
• Stick to the Facts: Focus on what happened, when, and who was involved.
  
• Provide Supporting Evidence: Attach relevant documents, emails, or witness statements to strengthen your claim.
  
• Include Specific Dates and Times: If possible, provide a timeline of incidents to help HR understand the scope of the issue.
  
• Identify Workplace Policies Violated: Reference company policies, employment contracts, or legal obligations that relate to your complaint.
  
• Propose a Solution (if applicable): Suggest possible resolutions or accommodations that could help resolve the issue.
  
• Keep a Copy for Your Records: Retain a copy of your complaint for future reference, in case further action is needed.
  
• Remain Professional: Use a respectful and professional tone, even if the situation is frustrating.
  

Following these tips can help ensure your complaint is taken seriously and increase the likelihood of a fair resolution.

What Happens After You Submit an HR Complaint?

Once you submit your complaint, HR is responsible for investigating and determining an appropriate response. The process typically includes:

• Acknowledgment: HR should confirm receipt of your complaint.
  
• Investigation: This may involve interviews, document review, and witness statements.
  
• Confidentiality Considerations: While HR aims to keep complaints private, full anonymity may not always be possible.
  
• Resolution or Disciplinary Action: If the complaint is valid, HR may issue warnings, training, policy changes, or disciplinary measures.
  

If HR fails to take appropriate action, you may need to seek legal advice or escalate the matter externally.

What If HR Does Not Resolve the Issue?

If HR dismisses your complaint or retaliates against you, consider the following:

• Keep records of all communications regarding your complaint.
  
• Document any retaliation, such as unfair treatment or changes in job responsibilities.
  
• Consult an employment lawyer to explore options such as filing a human rights complaint or pursuing legal action.
  

Protecting Yourself When Submitting an HR Complaint

• Remain professional and avoid emotional language in your complaint.
  
• Keep a copy of your written complaint for your records.
  
• Follow up with HR if you do not receive a timely response.
  
• Know your rights—employees are legally protected from retaliation for reporting workplace issues.
  

When to Seek Legal Advice

If your employer fails to investigate, retaliates against you, or if you are unsure how to proceed, consulting an employment lawyer can help protect your rights. Legal professionals can:

• Assess the strength of your complaint.
  
• Advise on next steps if HR does not respond appropriately.
  
• Help file a complaint with the Human Rights Tribunal of Ontario (HRTO) or other legal bodies.
  

Achkar Law: Helping Employees Manage Workplace Complaints

At Achkar Law, our experienced workplace lawyers assist employees in handling HR complaints, workplace investigations, and employment disputes.

If you need legal guidance on submitting a workplace complaint or if your employer is not taking your concerns seriously, our team can help.

Contact Achkar Law Today

Toll-Free: 1-800-771-7882 | Email: [email protected]