To write a complaint letter to your boss, first consider the reason for the complaint, lay it out systematically, and then provide a detailed explanation for your preferred resolution. This approach ensures that the complaint is conveyed in a professional manner.
- Consider the reason
If the complaint relates to another colleague, then it is worth addressing the colleague prior to notifying a supervisor. In some instances, a supervisor may feel defensive after reading a complaint. Therefore, you should consider every alternative and determine whether the complaint letter is really justified.
- Provide a detailed explanation
The body of the letter should provide specific details and a timeline of incidents surrounding the complaint. If a colleague is not handling his share of the workload, cite specific projects. If there are not enough supplies in the office, explain why they were needed. Complaint letters can be constructive provided they contain explicit information.
- Seek a solution to resolve the issue
Managers and supervisors generally prefer a complaint letter to contain suggestions for improvement. While an employee may feel the manager should resolve the issue, suggestions demonstrate employee initiative and a positive attitude. Ultimately, a manager should feel that his employees are working with him, not against him. The proposed resolution should be listed in the final remarks of the complaint letter.