How to write letter of complaint/suggestions to the Higher authorities through addressing others?
In real life, in Government service letters of compliant regarding superior officers or colleagues are not well received. It stays in your service record for a long time and at times such employees have 'an unofficial tag of being a difficult employee'. It can adversely impact if one is a temporary or contract basis employee or due for a promotion. So be sure that this is the way forward for you.
If you have to write a complaint, please ensure that you have explored other means of addressing or settling the issue amicably through dialogue. Many a times, we would not have expressed our issue clearly and or to the appropirate authorities.
If you still have to complain, please sit down and calmly write the following.
i. What is the issue that you want to complain about
ii.Who are the people or the department against whom you are complaining
iii.Have you an evidence or proof or wittness who can collobarte the story
iv.The chorolongical sequence of events and important dates
v.What measures have you taken to sort it out before esclating it further
vi. The proper channel through which you have to approach with respect to the office and the department protocols ( you need to be clear about this so that you do not violate any rules)
vii.Have you approached your immediate supervisor regarding the issue.
viii. What do you expect as the outcome of the compliant.
You have to have precise facts and answers to the above, then you can start drafting the letter. You also need to know the Grievance officer or Grievance cell under whose jurisdiction you and the department you work falls under. Avoid being too emotional or irrational, avoid calling names or getting personal about the people who have offended you. Keep it formal and in the spirit of team work. Don't indulge in sarcasm or include personal/physical details. This will help you in the long run.
The Greviance officer in charge
Name of the Government organisation
Fowarded via the proper channel
Subject: Request letter for help related to the greviances that I face/ I want to place before your kind self.
I request your kind advise regarding the issues that I have been facing at work. Having tried to settle this unsuccessfully, I'm forced to approach you for further guidance to enable me to overcome my difficulties.
Then write down in a concise fashion about the summary of your problems.
The above are the facts that are true to the best of my knowledge, request your kindself to help me with a solution that is good for me and the department.
your name and date.
Please keep a copy of what you have written, get an acknowledgement if your are posting it. Once you do this, you cannot back out, you need to have the patience and the mindset to be able to respond and handle any fallout. There are many instances where junior employees face a few years of difficulty but get justice in the end for the higher authorities.