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Employment

Formal HR complaint (harassment or discrimination): Certified Mail letter template

Send this letter by Certified Mail

Pre-filled template, USPS tracking and Electronic Return Receipt

A written complaint to HR does two things a conversation cannot: it puts the employer formally on notice, triggering its duty to investigate, and it creates a dated record of exactly what was reported.

The strongest complaints are factual and chronological: dates, places, exact words or actions, who was present, and how the conduct affected your work. This template keeps the tone factual, requests a prompt investigation and written confirmation of receipt, and reminds the employer that retaliation against you or any witness is prohibited.

Sending it via USPS Certified Mail with Electronic Return Receipt establishes the date the company received notice, a fact that matters if the matter later goes to the EEOC or a state agency.

This template is provided for informational purposes only and is not legal advice.

The letter template

The parts in blue and in brackets should be replaced with your information: they are pre-filled automatically when you use the template online.

Your contact details

Filled in automatically from the addresses step.

Recipient

Name and address entered at the addresses step.

Re: Formal Complaint of [harassment / discrimination / retaliation]

Sent via USPS Certified Mail with Electronic Return Receipt

 

CONFIDENTIAL

 

Dear Sir or Madam,

 

I am employed by [company name] as [job title] in [department or location]. I am submitting this formal written complaint under the company's [name of the anti-harassment or equal employment policy, if known] and applicable law.

 

The facts are as follows. On [date, time, and place of the first incident], [describe factually what was said or done, by whom, and who was present]. [Repeat for each incident, in chronological order, with dates, locations, exact words or actions where possible, and witnesses.] I believe this conduct is based on [protected characteristic: sex, race, religion, national origin, age, disability, or other basis, if applicable].

 

The conduct has affected my work as follows: [factual impact: reassignment, missed opportunities, working conditions, health effects documented by a provider]. I have the following documentation: [emails, messages, notes made at the time, names of witnesses].

 

I request that the company: (1) promptly investigate this complaint; (2) take appropriate corrective action; (3) confirm in writing that this complaint has been received and who will handle it; and (4) ensure that no retaliation occurs against me or any witness for reporting these concerns. I am available to be interviewed and will cooperate with the investigation.

 

This complaint is sent via USPS Certified Mail, and the signed Electronic Return Receipt will document the date the company received this notice.

 

Sincerely,

 

Mr. First name Last name

How to send this letter online

  1. 1

    Enter the addresses

    Your details and the recipient's: they are placed automatically in the letter heading.

  2. 2

    Personalize the template

    At the writing step, this template is ready to complete: replace the bracketed placeholders with your information.

  3. 3

    Review the exact preview

    What you see on screen is exactly what will be printed and mailed.

  4. 4

    We handle the rest

    Printing, sealing, and hand-off to USPS as Certified Mail. Proof of mailing and the Electronic Return Receipt are stored in your account.

Frequently asked questions

Answers to the questions we hear most often about this letter.

Why should the complaint be in writing?

Because notice to the employer is often a decisive fact. A dated written complaint proves what was reported and when, removes any dispute about whether HR was told, and obliges the employer to respond to a concrete record rather than a recollection.

Am I protected against retaliation for complaining?

Federal law and most state laws prohibit retaliation for reporting harassment or discrimination in good faith. Document any adverse change that follows your complaint, such as schedule cuts, exclusion, or discipline, with dates and witnesses.

Are there deadlines for going to the EEOC?

Yes. A charge of discrimination must generally be filed with the EEOC within 180 days of the act, extended to 300 days where a state or local agency also covers the claim. An internal HR complaint does not pause these deadlines, so keep them in view.

What should the complaint include and what should it avoid?

Include facts: each incident with date, place, words or actions, and witnesses, plus the documents you hold. Avoid legal conclusions, exaggeration, and speculation about motive. A factual record is harder to dismiss and easier to investigate.