Write a letter to your boss by choosing the topic to address, explaining the reason for the letter clearly and asking for specific action in response. A letter to one's boss should use a professional and respectful tone and should focus on making requests rather than demands.
- Choose the topic for the letter
Make sure the topic you are writing a letter about is one that your boss is likely to consider relevant and important. Don't draw your boss into a conflict between employees or any other difficult situation until you have tried to resolve it on your own.
- Explain the situation clearly
Place the situation you are writing about in a context that your boss can easily understand. Remember as you write that your boss may not be aware of longstanding employee conflicts, your current work load or other issues outside his purview. Make sure you explain how the topic of your letter is important to others in the workplace. For instance, if you are reporting on an employee who has been making racial slurs or sexual advances, the situation may involve legal liability issues.
- Ask for a response
Ask your boss for a specific response to your request. It might involve setting a meeting to discuss the issue further, having him speak to another employee or reviewing a specific project.
- Review the letter for appropriate language and tone
Rephrase any sentences in which you give advice, make demands or give orders. Instead, phrase the content of these sentences as requests.
When writing a letter to an employer regarding a problematic colleague, define the problem first, and state how it reduces your work productivity. List all incidents and corresponding dates related to the conflict between you and your colleague. Explain how each incident affected your job, your desire to meet your work goals and any attempt to resolve the issue.
Avoid writing about simple problems, such as constantly chewing gum, being moody or whistling during working hours, as your employer may consider these matters unimportant. An employee's frequent tardiness causing more workload for others, an employee who makes inappropriate racial remarks or an employee who breaches the company's anti-bullying regulations are examples of situations that require writing a complaint to an employer.
When writing to your boss to request an extended leave, include the specific dates of your leave, the reason for taking the leave and your plan for covering work duties while on leave. Write in a brief, concise manner, provide only the necessary details and maintain a neutral tone throughout the letter.