How to Write a Formal Complaint Letter About a Coworker Managing conflict and complaints in any workplace keeps everyone, from workers to clients to supervisors, safe, content, and satisfied with their jobs.
If a customer lodges a complaint against an employee, manage it carefully and completely to ensure that you satisfy the customer. Handle a complaint letter about a rude employee to ensure that the employee does not continue to offend customers as he represents your company.
Read the letter carefully to ensure that you understand the complaint. Check the letter to see if the customer included contact information, enabling you to call. Call the customer, if possible. Offer an immediate apology when you speak with the customer on the telephone.
Ask the customer to explain anything additional about the complaint situation and listen carefully if the customer elaborates about the complaint.
Reiterate the complaint in simple terms to ensure that you understand what happened. Ask questions to clarify any points to ensure that you understand. Tell the customer that you will speak with the employee.
Speak with the employee about the complaint. Ask the employee if he considers these complaints a problem.
Ask questions of the employee to understand any underlying situation that may have motivated the rude behavior. Remind the employee that you do not tolerate any rudeness to customers. Refresh customer service expectations and guidelines with the employee so she understands exactly what you expect from your employees.
Make a plan with the employee to avoid future complaints. For example, if the employee becomes frustrated in certain situations, suggest that the employee ask a coworker for assistance.
Inform the employee that you consider this the only warning you will extend for inappropriate customer service. Tell the employee that you will have no choice but to let him go if it happens again.
Tell the employee that because of the complaint, you invited the customer to the business to receive an apology. Tell the employee that both you and he will deliver a sincere apology to the customer when he arrives. Explain that you will also give the customer a free item or service to compensate the customer for the rudeness.
Supervise the apology from the employee when the customer arrives at your business. Give the customer a token item to mend the bad feelings and create goodwill. Tip If the customer did not leave a telephone number for contacting, use the return address and write a return letter. In the letter, apologize and invite the customer to your place of business to receive an apology and a free item to compensate the customer.
Ask the customer to call you to schedule the visit. Warning If this is not the first complaint you've received about this employee, consider relieving her of her duties. This employee may not be able to provide the type of customer service you require.
References 2 Business Management Daily; Stop the trash talk: As a regular contributor to Natural News, many of Hatter's Internet publications focus on natural health and parenting. Hatter has also had publication on home improvement websites such as Redbeacon.Type your name and address in the upper left-hand corner of the business letter of complaint.
Skip a line and add the date. Skip a line and type the name of the contact person at the business, if you have it. Sample Complaint Letter Ms.
Marie Bobblehead EEO Officer P.O. Box Somewhere, DC Re: Complaint of Discrimination Complainant v. U.S. Army Corps of Engineers Dear Ms. Bobblehead: Please allow this letter to serve as my complaint of discrimination against the U.S.
Army Corps of Engineers. No other employee had their credit card. Response letter to a complaint against an employee GUIDELINES Write the letter to demonstrate how you take every complaint seriously and you provide relevant actions to correct the issue.
Sample appreciation letters with must-know tips, easy steps, sample phrases and sentences. Write your appreciation letter today. So, while writing the complaint letter to your boss, begin by giving the reason for writing the letter.
For example, “I am writing this letter to report a conflict with a xyz employee.”. Letters of complaint. Writing a formal letter of complaint remains an effective way to alert a company to a problem.
This page includes guidelines for structuring your complaint, suggestions for style, and example letters.. Preparing to write.