Is finding a healthy working environment as rare as a four-leaf clover these days?

Let's face it, navigating the complexities of workplace dynamics can be a real challenge.

And I bet you've had your fair share of coworker conundrums, just like the rest of us.

Still, the question remains: did we take the right steps to address the issue?

Addressing conflicts and complaints in the workplace is essential for your own well-being.

Not to mention the satisfaction of everyone involved, including employees, clients, and supervisors.

In that spirit, this article provides guidance on how to write a professional email to address complaints about coworkers.

It offers the right language and strategies to ensure your concerns are taken seriously in the workplace.

Let's get started!

Definition of a Complaint Email

An email complaint is a type of written communication that expresses displeasure with a product, service, or experience.

A strong complaint email will outline your issue and your desired course of action in a gentle fashion.

types-of-complaint-email

You have more time to consider your response and pick your words wisely when using this communication method.

Your email of complaint must be composed in a clear, succinct, and composed manner.

Reasons for Filing a Complaint Email

Not all intimidation at work is rated equally, so the following are examples of actions that qualify as harassment at work:

  • Threatening Body Language - A coworker who is displaying an angry facial expression or aggressive physical posture can likely give you anxiety and increase your stress level.
  • Emotional Manipulation - A person at work that may take advantage of your insecurities and attempt to control you by dishonest, deceptive, or violent means.
  • Verbal Abuse - A coworker that always tries to weaken the victim's feeling of value and self-confidence, regardless of the exact words used.
  • Abase - A typical form of workplace harassment that involves making a victim feel unimportant, ashamed, or undeserving in a work environment.
  • Physical Contact - It can involve touching, kissing, stroking, embracing, or even just getting too close to a worker to feel uncomfortable, and can lead to sexual harassment.
  • Physical Assault - Threatening or injuring someone else is considered a serious type of physical attack in the workplace.

Given the sensitive nature of the situations discussed above, using email as a means of communication is professional and appropriate, particularly in scenarios where:

✅ you need to handle a serious issue that you can't discuss in person,

✅ need some space to consider your future actions, or

✅ you have been estranged from a colleague and need a formal, documented way to address the issue.

Guideline on How to Compose Email of Complaint against a Coworker

A problem can be resolved more quickly if your complaint letter is presented properly.

1. Frame the Issue

Before filing a complaint, make sure the reasons are valid.
If you are easily annoyed by gum chewing, whistling, or sighing your complaint will most likely get dismissed.

▶️If your actions have contributed to the issue, think about how you could make a greater effort to find a solution on your own, away from management.

2. State Reasons for Writing

Briefly explain why you are writing the letter at the beginning of it.

Explain that you feel it's time to file an official complaint because of several occurrences that have happened between you and the coworker.

Include information if you have already attempted to manage it on your own.

Example:

I'm writing to let you know about my disagreement with [worker name], a worker.
I've tried to talk to [worker name] about the issue several times, but he/she won't listen to me or take my feelings into account.

3. Provide Chronology of Events

Write down what transpired between you and the employee. Add the dates of each incident along with a separate list of them.

When reporting what transpired, stay true to the facts and speak impartially.

Also, make sure to support your claims with evidence wherever possible.

Supporting documents may include the following:

  • Witnesses 
  • Textual correspondence
  • Images
  • Screenshots
  • Videos
  • Sound recordings

Example:

On Thursday of this week, I spoke with [worker's name] several times regarding her loud talking, raucous laughter, and offensive jokes that were interfering with my phone calls.
This morning, while I was taking a phone order, the same thing occurred.
I talked about it with [worker name] once again.
She said, "I should lighten up," as opposed to apologizing.
Here is a proof of the occurrence [sound recording].

4. State Desired Remedy

Write how your ability to work is affected by the actions of your coworkers.

List your responsibilities at work and your aim to fulfill them.

Describe how your coworker's activities are impeding your ability to achieve your goals.

Furthermore, express your gratitude to the employer for its assistance in putting an end to actions that are inappropriate for the workplace.

Example:

I've had to put my clients on hold multiple times to urge [worker name] to stop talking. Additionally, I've had to ask clients to repeat themselves since I couldn't hear them well.
I fear that his/her actions are damaging the company's reputation.
If you could let her know why this conduct needs to cease, I would appreciate it.

5. Edit and Proofread

Once you've finished writing, your email needs to be edited and proofread.

First, go over everything and strike out any sentences that were too sentimental, rude, or might have been expressed more succinctly.

Verify your spelling, grammar, and punctuation.

6. Send a Complaint Email to Your Employer

After you send an email of complaint to your employer, meeting with your manager to formally discuss the issue is the last step.

In case the employer is unable to address your issues make sure to write and address the HR department.

Additionally, it's important to avoid editing your email during the exchange, as altering facts at this stage could undermine your credibility and be detrimental to your position.

In case your resolution techniques are not solved and your work continues to be affected, ask for a transfer or resign if you have another job offer.

Template for Formal Complaint Email about Coworker

Dear [Employer/HR],
My name is [name], and I’ve been a [marketer] for the past [5 years]. I am honored and delighted to be a member of this team.
Unfortunately, because of a single employee: [employee name], this fantastic experience is being spoiled.
Before sending this letter, I had exhausted all other choices and was obliged to turn to the human resources department for help.
It’s impossible to cope with [His/Her] constant disobedience and lack of conduct. It’s impacting my performance and making it difficult for me to complete my tasks. (Include examples of what happened, when it happened, and where it happened) Numbers, dates, and facts should be used to back up your claim.
I require your urgent assistance in resolving this issue and establishing a professional, friendly, and productive environment for all of us.
Thank you so much for your consideration.
Warm regards

Best Practises When Crafting Email of Complaint

Let's make an overview of the most important things that should be considered:

🔑Be Clear and Specific - Avoid generalization and vague language, be specific about your problem and how it affects you.

🔑Use Professional Language - Stay away from using harsh, insulting, or accusing words, and keep in mind that your email should represent that you are writing to your management.

🔑Provide Evidence - Give proof to back up your claims with data, screenshots, or other types of documentation that may be used to represent the issue.

🔑Be Solution-Focused - It is crucial to draw attention to the problem, but it is just as critical to offer potential fixes as it shows that you are committed to finding a solution.

🔑Keep it Brief - Email correspondence ought to be succinct and direct so don't write long emails that could bore the recipient.

🔑Use a Clear Subject Line - Make sure your subject line clearly states what you're claiming.

🔑Address the Person by Name - Start the email with a kind salutation and address your manager or coworker by name.

🔑Proofread - Verify your email for grammar and spelling mistakes before sending it because the effectiveness of your message may be diminished by a badly worded email.

Compose a Complaint Email with TextCortex!

Preemptive actions are the most effective strategy for stopping workplace harassment.

With the help of TextCortex, an AI-powered digital marketing tool, you can easily create content that reads like human writing.

This flexible platform is an all-in-one resource for content creation, providing a comprehensive set of rewriting tools, customizable templates, and ChatGPT-like support.

🔥Use Zeno Chat, an AI assistant that can be fully customized to produce material in the manner and style that you want.

🔥Make sure your work is error-free by correcting typos, grammar, and style issues.

🔥With our Tone Changer, which offers more than ten options for choosing, you may adjust and choose the perfect tone.

🔥Create and deliver your content in more than 25 languages.

Tempted to give it a try?

Join TextCortex now to take advantage of our cutting-edge writing resources and improve your writing!

FAQ

What Happens If You Complain About a Coworker?

Your relationship with that specific coworker or line manager could become strained or possibly end entirely if you complain about them.

Your employer is in charge of overseeing how you and other employees interact at work and making any necessary adjustments.

How Would You Reply to an Impolite Email from a Coworker?

Make sure your wording and tone are appropriate for the sender's formality level.

Steer clear of humor, sarcasm, and criticism that could aggravate or insult someone.

Make use of upbeat language that exudes competence and confidence.

Express gratitude to the sender for their cooperation, patience, or feedback.