Complaint letter to subordinate

Grievance Letters to Subordinate

Letters Kate

An employer writes a grievance letter to a subordinate to address the employee and inform him about the employer’s complaint or problem with him. The employer/manager/supervisor may give an oral warning to an employee, and if the unprofessional behavior continues, a written complaint letter, which may serve as a warning letter, may be issued and kept in the records for the employee evaluation.

The manager can have various complaints against an employee, such as unprofessional behavior, inefficiency, poor quality work, continuous absence, etc. The supervisor may follow different formats as per the company requirements, but the general format is as follows:

  • Date
  • Details of the manager
  • Details of the employee
  • The complaint
  • Effects on the company
  • Consequences or warning, if required
  • Motivational statement
  • Statement of support
  • Statement to show openness to questions

When this letter is written, the supervisor shows his stern tone to the employee but not a condescending one. The point has to be communicated so that the employee can improve his behavior, but at the same time, a little motivation might push the employee’s efforts.

When a superior has a complaint against an employee, he must address it and take corrective action. Usually, an employee’s irresponsibility affects not only the supervisor or the department but the whole company in terms of losses and lost revenues.

Sample Letters

#1

Complaint letter to subordinate about cleanliness

I have been administering you for the past few weeks and have found that despite my verbal communication with you, you have shown continuous negligence in keeping your working area clean. Your cabin has been seen numerous times with half-filled drink cans, some of which have fallen on your table and snack packets.

This does not seem good at all. It gives others a bad impression of you. You should keep your working area neat and clean, as it might damage your keyboard. I hope you will take this letter seriously and keep your cabin current.

#2

Last week, when I received the carton of packed stationary items for inspection, I found that a large number of stationery items were not packed properly. The covers were either fully torn, or some were without any packing. This is the third time in a row that I have encountered improper packing of stationery items. I need you to look into this matter and investigate who in your group is creating problems. I expect to provide details about the ongoing problem very soon.

#3

Complaint letter to subordinate about the negligence of work

This is to inform you that your careless attitude towards work will not be tolerated anymore. You were asked to give a detailed production report, but you have failed to do so. This is not the first time you have been unable to do so. This is the second time that things did not go well. I had asked you if something personal at your end was disturbing you, but everything seemed to be going well after talking to you. I need you to think over the situation and bring out results.

 

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Complaint letter to subordinate
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