Employee Complaint Form
An employee complaint form to report harassment, discrimination, safety, or conduct concerns with the details HR needs to take action quickly and confidentially.
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What you get
- A clear complaint form covering type, details, and parties involved
- Prompts that capture dates, witnesses, and evidence
- An HR routing and acknowledgement section
- A confidential, retaliation-safe reporting channel
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Your details
- Name (or 'anonymous' if permitted)
- Job title / department
- Date of this complaint
- Preferred contact method
Type of complaint
- Category— harassment / discrimination / bullying / safety / conduct / other
- Person(s) the complaint is about
- Their role / relationship to you
What happened
Describe the incident or pattern of behaviour in your own words. Include what was said or done, when and where it happened, how often, and how it affected you or others.
Incident details
- Date(s) and time(s)
- Location(s)
- Witnesses (names if known)
- Supporting evidence attached— emails, messages, photos
Declaration
- Employee signature & date
The preview stops here; the template continues in the download.
How to use this template
- Make it accessible. Publish the form where employees can find it easily and offer a confidential way to submit it to HR.
- Capture specifics. Encourage the employee to include dates, locations, witnesses, and any supporting evidence.
- Acknowledge and triage. Confirm receipt, classify the complaint type, and decide whether it requires a formal investigation.
- Follow up. Keep the complainant informed of next steps within your policy timeframe and protect them from retaliation.
Frequently asked questions
Can employees submit a complaint anonymously?
If your policy allows it, yes — though anonymous reports can be harder to investigate. Whatever the channel, make clear that good-faith complaints will be handled confidentially and without retaliation.
What happens after a complaint is submitted?
HR acknowledges receipt, classifies the complaint, and decides whether informal resolution or a formal investigation is needed. The complainant should be kept informed of progress.
How is this different from a grievance form?
A complaint form is the entry point for reporting a concern, often about another person's conduct. A grievance is a formal procedure with defined investigation and appeal steps. Many complaints escalate into grievances.