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The Letter of Complaint to HOD of a Department is a formal document used within Canadian organizations when standard communication channels have not resolved an issue or when the nature of the concern requires direct attention from departmental leadership. This document type is particularly relevant in situations involving serious workplace issues, policy violations, or systemic problems that need to be addressed at a senior level. It must comply with Canadian federal and provincial administrative laws, institutional policies, and relevant sector-specific regulations. The letter serves as an official record and often initiates a formal investigation or resolution process. It typically includes detailed documentation of the issue, references to relevant policies or regulations, and specific requests for action or resolution. This document is commonly used in both public and private sectors across Canada, and may have specific formatting requirements depending on the institution or province.

1. Sender's Contact Information: Full name, position/title, department, contact details including address, email, and phone number

2. Date: Current date in formal business format

3. Recipient's Information: Head of Department's full name, title, department name, and institutional address

4. Subject Line: Clear, specific reference to the nature of the complaint

5. Formal Salutation: Professional greeting addressing the Head of Department

6. Introduction: Brief statement identifying yourself and your position/relationship to the department

7. Complaint Context: Background information and timeline of events leading to the complaint

8. Specific Issues: Detailed description of the specific problems or concerns

9. Impact Statement: Explanation of how the issue has affected you or others

10. Previous Attempts at Resolution: Summary of any prior attempts to address the issue

11. Desired Outcome: Clear statement of what resolution you are seeking

12. Closing Statement: Professional conclusion with expected timeframe for response

13. Formal Closing: Professional sign-off with your full name and signature