These sample Human Resources letters provide guidance for common letters that you encounter in business, management, and HR. The samples give you a template that you can use for guidance when you need to craft your own HR and business letters.

Dear [recipient’s name], My name is [your name] and I work as a [job title] in the [your department] department. I am writing to file a formal complaint about a recent event that occurred in the office.

Complain to Human Resources (the right way)

How to write a professional letter to HR

Whenever you have a complaint, you can reach out to your HR department directly. They can help you figure out what steps to take when you are experiencing a conflict or problem in the workplace. Use these steps when writing this kind of letter to HR:

1. Document the details

Whenever you are experiencing a problem with a coworker or supervisor, document the occurrence. Write down exactly what this person said to you or what they did. Make note of the exact dates and frequencies these events took place. Gather any evidence you might have, such as phone call logs, emails, direct messages or social media posts.

2. Format your letter

You should format your letter to HR like a business letter. Include the following information in order:

3. Explain why you are writing

Start your letter off by introducing yourself and why you are writing. Use your body paragraphs to explain the event or conflict that occurred. Make sure to include the following details:

Along with sharing the details of the event, feel free to express how this made you feel. If you would like to meet with HR in person, request that in your letter. You could also request that they keep this situation private unless they notify you first.

4. Attach applicable documents

The best way to ensure your situation will get resolved by HR is by attaching any evidence to your letter. Print out any inappropriate communications someone sent you. If they occurred over voice mails or video, you could send this evidence to HR digitally. Whenever youre writing about a serious matter to HR, make sure you are sending it to them through a secure platform or hand-deliver the letter to them.

When should you write a letter to HR?

There are many scenarios when you might need to write a letter to HR. Here are the most common ones:

When you have a conflict with a colleague

If a coworker is making you feel uncomfortable at work or if you noticed they are doing something against the companys policies, you should contact HR immediately. In your letter, you can detail what this person has been doing. Its best to record what this person said to you and when the incident occurred.

When you have a personal problem

You can reach out to human resources whenever you need to discuss a sensitive or personal topic. For instance, if you need maternity or extended sick leave, you should reach out to HR. The same is true if you are experiencing something that is making it challenging to do your job.

When you disagree with a company policy or practice

If you have a grievance with your workplace, see if HR can take care of it. By addressing this policy or practice directly, you can make meaningful changes in your workplace. Oftentimes, HR wont realize something is an issue unless someone brings it to their attention.

When you are applying for a position

Many companies have their HR department take care of the companys hiring needs. Unless your job application specifies otherwise, you can address your cover letter or letter of intent to the companys HR department.

When you are resigning from a position

Once you officially let your employer know that you are leaving your role, you should put this decision in writing. This helps HR keep track of important details, such as your reason for resigning and when your last day of work is.

When you have an idea for your company structure

If you have an idea that you feel could improve your company culture, you may want to consider writing HR a letter about it. They may find a way to implement your request.

Letter to HR template

Use this template when reporting a complaint to HR:

[Your name]

[Your job title]

[Your address]

[Your phone number]

[Your email]

[HR heads name]

HR head

[HR departments address]

[HR departments phone number]

[HR heads email]

[Date]

Dear [recipients name],

My name is [your name] and I work as a [job title] in the [your department] department. I am writing to file a formal complaint about a recent event that occurred in the office. I hope that upon review of this letter and the documents I have attached, you can take care of this situation immediately.

On [date], [person you are complaining about] made me feel quite [emotion]. [Pronoun] was [what this person did].

I felt that this action was quite inappropriate, especially in the workplace. [Pronoun] is the [job title] of [department name]. [Pronoun] and I work [your working relationship], making this a highly uncomfortable situation for me. I hope that you can [your ideal resolution] so that I can continue focusing on my work.

If you would like to meet in person to further discuss the details of this matter, please let me know. The sooner you can take care of this, the sooner I can feel comfortable working here again.

Sincerely,

[Your name]

Letter to HR example

Here is an example of a letter to HR:

“Harry Wilson
Graphic Designer
245 Main St.
Milwaukee, WI
555-898-9966
[email protected]

Sadie Carmichael
HR Head
343 Corporate Lane
Brown Deer, WI
555-787-2124
[email protected]

November 20, 2020

Dear Ms. Carmichael,

My name is Harry Wilson and I work as a graphic designer in the marketing department. I am writing to file a formal complaint about a recent event that occurred in the office. I hope that upon review of this letter and the documents I have attached, you can take care of this situation immediately.

On November 18, 2020, Maggie Feinman made me feel quite uncomfortable. While working on a project with her, she continuously made lewd remarks about my brother. She had noticed a photograph of him on my desk and proceeded to make inappropriate comments about his appearance. Her behavior made it difficult to focus on the project and made me feel self-conscious about having this visual reminder of my brother on my desk.

I have attached a copy of the photograph to this letter so you can see that this is a perfectly acceptable image to display on my desk. After the incident, I also wrote down everything I remembered she said in a document that I also attached to this letter.

I felt that this action was quite inappropriate, especially in the workplace. She is the copywriter of the marketing department. She and I work together daily, making this a highly uncomfortable situation for me. I hope that you can meet with her to let her know her comments are unacceptable so that I can continue focusing on my work.

If you would like to meet in person to further discuss the details of this matter, please let me know. The sooner you can take care of this, the sooner I can feel comfortable working here again.

Sincerely,
Harry Wilson

FAQ

How do I write a message to HR?

Follow these steps to compose a professional email to your HR representative:
  1. Properly address your email. …
  2. Write a specific subject line. …
  3. Explain the situation. …
  4. Clarify what steps you want to take. …
  5. Close the email. …
  6. Check for mistakes.

How do you start a formal email to HR?

Professional email salutation tips:
  1. Avoid gendered language.
  2. Avoid exclamation points.
  3. Avoid casual language like “Hey,”
  4. Avoid overly formal language like “Sir” or “Madam”
  5. Avoid using “To Whom it May Concern”
  6. Avoid using times of day, such as “Good morning” or “Good evening”
  7. Avoid using “Dear [Job Title]” if possible.

What is the use of HR letter?

Human Resource HR letters are an important form of communication between an employer and employee or prospective employee. Use these letters to make job offers, thank rejected job candidates, resign from your job, review resume cover letters, say thank you, and provide effective employee recognition.

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