You deserve to be treated with respect at work. If you feel your manager is treating you inappropriately, you have the right to write a letter to HR about your manager.

But the question is, “How to write a letter to HR about your manager, working in the US?” You shouldn’t have to feel intimidated when a manager behaves inappropriately with you.

I researched to provide you with all the information required to write a letter to HR about your boss. I will also provide you with a sample complaint letter. In the complaint letter, you can describe your manager’s inappropriate behavior and submit it to the Human Resource department.

How to write a letter to HR about your manager?

Whether you are writing a complaint letter to HR about a manager, supervisors or your boss, there are a few important things to remember. Your complaint letter to HR about your manager should identify the kind of managerial misbehavior. In your letter to HR, your goal is to present the facts chronologically and in detail.

Never use offensive language, all uppercase letters, or threats when communicating with HR. The tone of your letter to HR about your manager should be polite and professional.

A politely penned letter or email to HR will help your case. If you send a letter that contains profanities, you may create problems for yourself with the company and the authorities. There is no need for threats. You should let HR help you with your issue.

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Instead of writing a long, drawn-out letter, it’s best to keep it short and to the point. The letter only needs the details about what your manager did or said and how it affected you and others present. Of course, you should include the place and time when it occurred and name the witnesses, if there were any.

Describe your manager’s misbehavior. Your letter should be long enough to include critical information but shouldn’t be ten pages long. Explain what happened.

The HR professional dealing with your complaint will be better equipped to help you if you include the details about the incident. It will help your case if you can highlight repercussions on workplace safety, company operations, or employee productivity.

Your complaint letter to HR about your manager should include a call to action. State what action you wish HR to take and by when. It might help to state legal grounds for disciplinary action if that applies to the manager’s offense.

How do you start a letter to HR about your manager?

When you start a formal letter to HR about your manager, write a formal greeting. Use greetings such as Dear Ms. Gonzales or Dear Mr. Cortez. You can write the full name of a person whose gender you are unsure of, as in Dear Suzanna Martin or Dear John Fordham.

Even in business today, it’s fairly common to see letter and email greetings without the “Dear.” But, when you write a letter to HR about your manager, it’s safer to keep your message formal.

When you address the HR professional, make sure to spell their name correctly. That’s one typo you should omit from your letter.

What if you cannot track down the name of the HR professional?
You can still use a generic salutation, such as Dear HR Manager or Dear HR professional. But, it’s best to avoid dated letter greeting such as “To Whom It May Concern.”

You can also write “Greetings,” which is informal yet polite. Some people choose to dispense with the opening greeting, but it makes for an abrupt opening to your email or letter.

In all letter or email openings to HR about your manager, capitalize the first letter of every noun. Follow your greeting with punctuation. Use either a colon (Dear Mr. Washington:) or a comma (Dear HR Manager).

How to write a letter to HR about your boss?

How to write a letter to HR about your boss?

The way you write a letter to HR about your boss can help you get the issue resolved quicker. Keep your letter to HR to the point. Stick to the facts and provide enough details to allow your employer to conduct an investigation.

Having too much information in your message can confuse people. So, stay on point, and keep to the facts. You should never make accusations you cannot prove.

Avoid profanities or offensive language. Anger or sarcasm should have no place in your complaint letter to HR about your boss.

Describe how your boss’ behavior made you feel.

What to include in your letter or email to HR about your boss?

You should include your name, mailing address, and phone number in your letter or email to HR about your boss.

The letter should be addressed to someone in HR. If you are unsure who you should contact in the HR department, send your letter to the “HR Manager.” If you work for a large company, there may be an employee grievance policy.

Clearly explain the details of your complaint. Share the facts and history. Write what happened and include the incident’s date, time and place. You should also include the people involved’s name and job title (if you know the employee ID, include it in your letter). Were there any witnesses? If yes, include their names if you have them.

If you are describing a series of events, make sure to write about them chronologically. When did it happen first? When did it happen most recently? How many times did it happen?

If you have any evidence, such as images or documents, attach them to your email.

Have you tried to resolve the issue on your own? Share the details of what you have done.

Include a call to action or a possible solution to the issue. For example, you may want to be moved to a different office or for your employer to provide additional training.

How to write a complaint letter to HR about your boss?

Most complaint letters to HR about bosses fail to get results due to poor organization. A correctly written letter about your boss is more likely to have an impact. One of the most important aspects of an effective letter to HR about your boss is to keep it professional.

  • Carefully organize all of the facts and details. A letter is more effective than a verbal complaint because there is a record. So, when you write a letter or email message to HR, you need to make sure you include the following:
  • Your name
  • Job title
  • The name and job title of your boss
  • The events that took place

Be sure to include the date and time of each incident.

When you contact HR, it’s best to address a specific person. Get the name of the person in HR who handles complaints about managers. Send your complaint directly to the email address of the person.

Keep sarcasm and anger out of your message. The person reading your letter wants to know the facts and understand your frustration, but you don’t need to take it out on them. Keep the tone of your message polite to avoid alienating the reader.

Be concise with the facts and details. State all events relevant to your complaint, but stick to the facts only.

Sample Letter to HR About [Boss, Supervisor or Manager]

Subject: Complaint against (Name of your boss)

Dear (Name of HR professional),

I am writing this complaint letter to inform you of the inappropriate behavior of one of my managers (Name of manager). I am referring to the constant verbal abuse and bullying I’ve been experiencing from (Name of manager).

It happened the first time on 12/10/2022. And it happened again on 12/14/2022 and has continued to happen every workday.

I asked my manager (Name of manager) to stop every time it happened, but the verbal abuse didn’t stop. Unfortunately, the verbal abuse is getting worse.

I love working for (Name of company). I feel I would be much more productive if the verbal abuse would stop.

I want to be assigned to work with another manager to escape the constant verbal abuses of my manager (Name of manager).

I am looking forward to your prompt response.

I really appreciate any help you can provide.

(Your name)
(Your employee ID)
(Your phone number)