Employee Complaint Letter Template for Hong Kong

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Key Requirements PROMPT example:

Employee Complaint Letter

I need an Employee Complaint Letter to report ongoing workplace harassment from my direct supervisor, including multiple incidents between January and March 2025, with a focus on maintaining confidentiality and requesting an immediate department transfer.

Document background

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.

Suggested Sections

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

Optional Sections

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

Suggested Schedules

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

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co

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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Authors

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