FREE 7+ Employee Complaint Policy Samples in PDF

Every now and then employees experience burn-out and over working, fights amongst each other, a having an abusive manager or encountering an arrogant customer. All these and more are common scenarios in a workplace. Having to experience such can be either traumatic or bothersome which can affect the working pace of an employee and all those within the team. Business organizations are drafting employee complaint policies to make sure to continue the peace and integrity within the business organization. In order to further understand these policies, check out our employee complaint policy samples below:

7+ Employee Complaint Policy Samples

1. Employee Complaint Policy

2. Employee Complaint Grievance Policy

3. Sample Employee Complaint Policy

4. Employee Grievance Complaint Procedure Policy

5. Employee Discrimination Complaint Policy

6. Employee Complaint Resolution Policy

7. Employee Complaint Investigation Board Policy

8. Employee Complaint Procedure Policy

What Is an Employee Complaint Policy?

Employee Complaint Policy or sometimes called Employee Grievance Policy is a document which contains processes or guidelines for filing complaint regarding a job, workplace or a dispute or issues with a colleague or even a client. This gives an employee an opportunity to formally bring up their troubles and complaints to their managers.

How to Handle Employee Complaints?

Businesses have implemented employee complaint policies as a way to make an employee feel that they are safe to voice out their concerns and right to protest if anything unethical is done against them. Business organizations who are genuinely concerned with the well fare endorse employee satisfaction and improve quality of work within the workplace. So, when an employee hands over a complaint letter how should management handle this? Here are some steps to follow:

I. Listen and Ask

Talk to the employee or read the complaint letter carefully, no matter how minor the issue may be like why isn’t there a free flow supply of coffee to extreme issues like workplace harassment. Threat every complaint fairly and objectively. Then asks questions, try to clarify the issue further in a way misinterpretation could be avoided.

II. Act on the Problem

Trying to solve a complaint is not limited to only listening. Make sure you provide feedback and ask for evidences and documentation from the employee in order to escalate the issue further.

III. Investigate

No matter how petty the issue may be, ensure the employee that this will be investigated. Depending of the extent of the complaint, some issues can be settled within the management. But should grievances take rise, sometimes legalities has to take precedence. Consult a company lawyer and include the HR department as other company policies must be checked as well to see if these would align with the workplace investigation.

IV. Take the Appropriate Action

After conducting an investigation, a report should be provided evaluating all evidences that has been submitted. And based on those evidences, a decision should be made and presented to those involving parties. The right decision may depend on the nature of the offense, the culture of the organization, and the individuals involved. Each organization must weigh in the advice of all involving parties to come up with the the best approach. Therefore determining what appropriate action plans should be presented to help solve the issue.

V. Keep the Records

Complaints are inevitable in a workplace. Some complaints may seem redundant, others may be gravely serious. No matter what the complaints may be it is important to keep records of all these. As they could be used for reference for the future, or help management create company policy and guidelines that can serve as preventive measures and update the employee handbook for easy access to the employees. Thus, employees can work in a safe and healthy environment.

FAQs

It is hard to totally erase complaints and grievances from occurring in an office environment. More or less this has been a long time part of work culture. But this does not disregard the fact if a lot of complaints are filed by employees over a company means that something in the management has to be drastically changed. In a way complaints can serve as a clue or guide of what needs to be improved workwise and with its employees as well. A company who handles complaints effectively not only helps employee but the whole company too.