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
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