GUIDELINES

  1. Write the letter to demonstrate how you take every complaint seriously and you provide relevant actions to correct the issue. Do not write feelings of prejudice. The letter must be written seriously and professionally.
  2. Recognize that you read the complaint and make him or her feel that you take the complaint seriously.
  3. Discuss the actions that you plan to examine the issue and tell him or her when she can anticipate having the results of the investigation.
  4. Express your confidence in him or her that your company will do the relevant actions to solve the issue fairly and that you will not allow any harassment or discrimination in the company.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

First of all, I would like to inform you that the Human Resources Department has received the detailed complaint you have submitted regarding the inappropriate behavior of one of your managers. We are taking this very seriously and, given the gravity of the offense that has allegedly been committed, will need to consult with our corporate legal counsel as to the next steps to take in this situation. It has, quite clearly, gone beyond the scope of our office regulations and must be escalated to the proper legal authorities.

In the meantime, though, while we are still conducting the necessary investigations, you are free to take a week-long paid leave to ensure both your safety and peace of mind. Please do not hesitate to get in touch with us if you have any questions.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter to respond to a complaint on a manager's attitude.

Further things to consider when writing response letters to employees

Further things to consider when writing response letters to employees

Response Letters

Response letters are letters written to provide answers or information requested in letters of inquiry. The main purpose of such letters is to satisfy the recipient with an action that fulfills his/her request. A response letter can be used to respond to a query about company's products and services or just to respond to a complaint. It makes the recipient feel valued and helps maintain strong relationships between the parties involved. A response letter also gives you an opportunity to clear up any misunderstandings with the recipient or ask questions. Response letters should be sent promptly, and all issues must be addressed courteously (even those that seem irrelevant).

When writing response letters, it is advisable to keep the message short and to the point, taking into account that the recipient may lack your expertise. Make sure to address the letter to the person who made the inquiry and mention that this is a response to that inquiry. Maintain a positive tone even if the letter contains negative information. Make your response as clear as possible. If you are responding to multiple questions, for instance, consider putting your answers in bullet form. Close by offering to give further assistance.

Letters to Employees

Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.

All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.

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