A Complaint Letter From Employee To Manager is a crucial document in Hong Kong's workplace dispute resolution process. It serves as a formal written record of an employee's grievance against workplace issues such as discrimination, harassment, unsafe working conditions, or unfair treatment. The letter must be drafted in accordance with Hong Kong's Employment Ordinance and related legislation, including the various anti-discrimination ordinances, the Occupational Safety and Health Ordinance, and the Personal Data (Privacy) Ordinance. This document is typically used when informal resolution attempts have been unsuccessful or when the nature of the complaint requires formal documentation. It should contain specific details about the incident(s), reference to relevant company policies or laws, evidence supporting the complaint, and a clear statement of the desired resolution. The letter may form part of future legal proceedings if the matter remains unresolved and escalates to the Labour Department or the courts.
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1. Sender's Details: Full name, position, department, employee ID, and contact information of the complainant
2. Recipient's Details: Manager's name, title, department, and company address
3. Subject Line: Clear, specific subject line indicating the nature of the complaint
4. Introduction: Brief introduction stating the purpose of the letter and identifying yourself
5. Incident Details: Specific details of the incident or issue, including dates, times, locations, and persons involved
6. Impact Statement: Description of how the situation has affected your work, wellbeing, or work environment
7. Prior Actions Taken: Description of any steps already taken to resolve the issue informally
8. Requested Resolution: Clear statement of the desired outcome or resolution you are seeking
9. Closing: Professional closing statement expressing expectation for response and willingness to discuss further
1. Witnesses: List of witnesses to the incident(s), if applicable
2. Legal References: Relevant laws or company policies that have been violated, if applicable
3. Timeline of Events: Detailed chronological sequence if complaint involves multiple incidents or communications
4. Health and Safety Concerns: Specific section for workplace safety or health-related complaints
5. Previous Complaints: Reference to any previous related complaints or grievances filed
6. Union Representative Details: Information about union involvement or representation, if applicable
1. Evidence Documentation: Copies of relevant emails, messages, photographs, or other documentary evidence
2. Medical Reports: Any relevant medical documentation if complaint involves health or injury
3. Performance Reviews: Copies of relevant performance reviews or evaluations if complaint relates to career progression
4. Communication Records: Records of previous attempts to resolve the issue, including dates and outcomes
5. Witness Statements: Written statements from witnesses supporting the complaint
6. Company Policies: Copies of relevant company policies or procedures referenced in the complaint
Relevant legal definitions
Complainant
Respondent
Incident
Grievance
Workplace
Department
Company Policy
Code of Conduct
Harassment
Discrimination
Retaliation
Working Hours
Supervisor
Manager
Resolution
Witness
Evidence
Supporting Documentation
Company Premises
Relevant Period
Professional Conduct
Workplace Safety
Occupational Health
Employment Contract
Staff Handbook
Respondent
Incident
Grievance
Workplace
Department
Company Policy
Code of Conduct
Harassment
Discrimination
Retaliation
Working Hours
Supervisor
Manager
Resolution
Witness
Evidence
Supporting Documentation
Company Premises
Relevant Period
Professional Conduct
Workplace Safety
Occupational Health
Employment Contract
Staff Handbook
Clauses
Identification
Incident Description
Date and Time
Location
Parties Involved
Previous Communications
Evidence Reference
Policy Violation
Legal Rights
Impact Statement
Prior Attempts at Resolution
Witness Reference
Health and Safety
Discrimination
Harassment
Workplace Conduct
Professional Relations
Performance Management
Working Conditions
Compensation
Working Hours
Leave Entitlement
Requested Resolution
Confidentiality
Document Reference
Timeline
Response Request
Union Representation
Legal Compliance
Follow-up Procedure
Incident Description
Date and Time
Location
Parties Involved
Previous Communications
Evidence Reference
Policy Violation
Legal Rights
Impact Statement
Prior Attempts at Resolution
Witness Reference
Health and Safety
Discrimination
Harassment
Workplace Conduct
Professional Relations
Performance Management
Working Conditions
Compensation
Working Hours
Leave Entitlement
Requested Resolution
Confidentiality
Document Reference
Timeline
Response Request
Union Representation
Legal Compliance
Follow-up Procedure
Relevant Industries
Banking and Finance
Technology
Manufacturing
Retail
Healthcare
Education
Professional Services
Construction
Hospitality
Transportation and Logistics
Real Estate
Media and Entertainment
Public Sector
Non-profit Organizations
Telecommunications
Relevant Teams
Human Resources
Legal
Operations
Administration
Finance
Information Technology
Customer Service
Sales
Marketing
Research and Development
Production
Quality Assurance
Compliance
Risk Management
Facilities Management
Relevant Roles
Employee
Manager
Supervisor
HR Manager
Department Head
Director
Team Leader
Project Manager
Senior Executive
Administrator
Coordinator
Specialist
Analyst
Officer
Associate
Executive
Senior Manager
Vice President
General Manager
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