Fill in the [brackets]
Subject: Formal complaint - [Your name]
Dear [HR Manager / Name], I am making a formal complaint about [short description, e.g. the way the restructuring process was handled / bullying by X / unsafe work]. What happened 1. [Date]: [facts - who, what, where, who saw it]. 2. [Date]: [facts]. 3. [Date]: [facts]. Effect on me [Short statement, e.g. loss of income, stress, time off work, damage to my reputation.] Policy or law I think wasn't followed [Optional: clause [x] of my employment agreement / the company's [policy name] / the Health and Safety at Work Act 2015 / Employment Relations Act 2000 good faith obligations.] What I would like [E.g. an independent investigation, an apology, correcting my record, a fair redeployment process, changes to how X is done.] Please acknowledge this complaint within [3-5] working days and tell me how it will be investigated and when I can expect an outcome. I'd like to have a support person at any meetings. [Please note: I reserve the right to raise a personal grievance, and this letter is not a withdrawal of that right.] Yours sincerely, [Your name] [Date]
Tips
- If your complaint may also be a personal grievance (unjustified dismissal, disadvantage, discrimination, harassment), the time limit (90 days; 12 months for sexual harassment) keeps running while you complain internally. A complaint is not automatically a personal grievance, so say so or raise one separately.
- Stick to dated, factual statements. Attach evidence (emails, rosters, photos).
- Follow the employer's complaints policy if there is one, and ask for a copy.
- Send to HR and the manager above the person you are complaining about.
- Health and safety concerns can also go to WorkSafe (worksafe.govt.nz).
- Free help reading or sending this: Community Law (communitylaw.org.nz), Citizens Advice Bureau (0800 367 222), Employment New Zealand (0800 20 90 20) or your union.
General information, not legal advice. Keep a copy of everything you send. Spotted something out of date? Email help@unemployed.nz.