The Employee Complaint Letter is a crucial document in Hong Kong's employment landscape, used when formal documentation of workplace issues is necessary. It serves as an official channel for employees to raise concerns about workplace conditions, unfair treatment, discrimination, harassment, safety issues, or violations of employment terms. The document must be drafted in accordance with Hong Kong employment law, particularly the Employment Ordinance and various anti-discrimination ordinances. An Employee Complaint Letter typically includes detailed information about the incident(s), supporting evidence, and desired outcomes, forming the basis for formal investigation and potential resolution. It's important to note that this document often represents a critical step in the grievance process after informal resolution attempts have been unsuccessful, and before escalating to external authorities like the Labour Department or Equal Opportunities Commission.
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1. Sender's Details: Full name, employee ID, department, position, and contact information of the complainant
2. Recipient's Details: Name, title, and department of the person or body the complaint is addressed to (e.g., HR Manager, Department Head)
3. Date: The date when the complaint letter is written
4. Subject Line: Clear and specific subject line indicating the nature of the complaint
5. Introduction: Brief statement identifying yourself and your position, and the purpose of the letter
6. Incident Details: Specific details of the complaint including dates, times, locations, and persons involved
7. Impact Statement: Description of how the incident(s) has affected your work, well-being, or working relationships
8. Previous Actions Taken: Description of any steps already taken to resolve the issue informally
9. Requested Resolution: Clear statement of the outcome or resolution you are seeking
10. Closing: Professional closing statement with your signature and date
1. Witness Information: Include when there are witnesses to the incident(s) who can corroborate your complaint
2. Legal Rights Reference: Include when the complaint involves violation of specific employment laws or company policies
3. Health Impact Statement: Include when the complaint involves health and safety issues or medical consequences
4. Timeline of Events: Include when the complaint involves multiple incidents or a pattern of behavior over time
5. Confidentiality Statement: Include when the matter is sensitive and requires explicit confidential handling
6. Union Representative Details: Include when you are being represented by or have consulted with a union
1. Supporting Documents: List of attached evidence such as emails, photographs, medical certificates, or other relevant documentation
2. Witness Statements: Written statements from witnesses who observed the incident(s) or can support your complaint
3. Communication Records: Copies of relevant emails, messages, or other correspondence related to the complaint
4. Medical Reports: If applicable, medical reports or assessments related to the complaint
5. Previous Complaint Records: Copies of any previous complaints or reports filed regarding the same or related issues
Relevant legal definitions
Clauses
Relevant Industries
Banking and Finance
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Transportation
Logistics
Media and Entertainment
Public Sector
Real Estate
Insurance
Relevant Teams
Human Resources
Legal
Compliance
Employee Relations
Health and Safety
Corporate Communications
Risk Management
Industrial Relations
Operations
Senior Management
Relevant Roles
Human Resources Manager
Employee Relations Manager
Compliance Officer
Legal Counsel
Department Manager
Line Supervisor
Union Representative
Employee Welfare Officer
Workplace Safety Officer
Equal Opportunities Officer
Chief Human Resources Officer
Employee Relations Specialist
Labor Relations Manager
Corporate Communications Manager
Risk Management Officer
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