The Employee Complaint Letter is a crucial document in Malta's employment landscape, used when formal documentation of workplace issues is necessary. It serves as an official record of grievances ranging from workplace harassment and discrimination to safety concerns and contractual disputes. This document must be drafted in compliance with Malta's Employment and Industrial Relations Act (EIRA) and related legislation, ensuring all necessary elements are included to support potential legal proceedings if required. The letter should be used after informal resolution attempts have been exhausted, but before escalating to external authorities, unless the situation demands immediate formal intervention. It plays a vital role in protecting both employee rights and employer interests by creating a documented trail of workplace issues and resolution attempts.
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1. Sender and Recipient Details: Full name, position, department, and contact information of both the complainant and the recipient
2. Date: The date when the complaint letter is written
3. Subject Line: Clear and specific subject line indicating the nature of the complaint
4. Introduction: Brief statement identifying yourself and your position within the company
5. Nature of Complaint: Detailed description of the issue, including specific incidents, dates, times, and locations
6. Impact Statement: Description of how the situation has affected your work, health, or well-being
7. Previous Actions Taken: Description of any attempts already made to resolve the issue informally
8. Requested Resolution: Clear statement of the outcome you are seeking
9. Closing Statement: Professional closing indicating your expectation for a response and willingness to discuss the matter further
1. Witnesses Section: Names and contact information of any witnesses to the incidents described, if applicable
2. Legal Rights Reference: Reference to specific laws or regulations that have been violated, if applicable
3. Health and Safety Concerns: Detailed section about safety violations or health risks, if the complaint involves workplace safety
4. Discrimination Details: Specific section detailing discriminatory actions if the complaint involves discrimination
5. Timeline of Events: Chronological listing of relevant events if the complaint involves multiple incidents over time
6. Union Representative Details: Information about union involvement if you are represented by a union
1. Evidence Log: List of all supporting documents attached to the complaint
2. Previous Communication Records: Copies of emails, messages, or notes from previous attempts to resolve the issue
3. Incident Reports: Copies of any formal incident reports filed related to the complaint
4. Medical Documentation: Any relevant medical reports or certificates if the complaint involves health issues or injuries
5. Witness Statements: Written statements from witnesses who observed the incidents described in the complaint
6. Company Policy Documents: Relevant sections of employee handbook or company policies that relate to the complaint
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