A formal written complaint is a grievance.A wrong doing, inequity or injustice is alleged in the complaint.You might want to file a grievance if your employer has treated you unfairly, a company has provided inferior goods or services, or you have been denied coverage under an insurance contract.The format and procedures of grievance policies are not the same.There are many elements to filing a complaint.
Step 1: Write down everything that happened.
Document what happened as soon as possible.If you were denied a promotion, remember the meeting where you got an oral explanation.If you have a complaint against store employees, take their names down.Customer service representatives only give first and last names.Write down the location of the incident, as well as the day and time.If you want to lodge a complaint against the driver of a transportation company, you should note the license plate number and the location of the incident.
Step 2: Take care of documents.
You should keep communications between you and the party about your grievances.Retain not only formal communications, such as letters, bills, and receipts, but also informal ones like hand-written notes or emails.A safe deposit box or a home is a good place to keep your documents.You can always have an electronic copy of any documents.
Step 3: Speak to people.
Talk to the person who observed the incident.If someone witnessed harassment at work, you should make a note of who they were.If you see poor service at a store, try to get the person's name and contact information.You can judge whether or not you understood the situation by speaking to witnesses.Several witnesses may have heard something different from you.
Step 4: You can get evidence in the hands of third parties.
Many businesses have security cameras that record what happens in the store and parking lot.Many cities have cameras that take pictures.You may want to look for this evidence.You should just ask for the evidence.If the store doesn't want to give you a copy of the footage, ask that it be preserved.You can get a copy of the lawsuit with a subpoena.If you fill out a Right-to-Know request form, you can get video from the police dash cam.Contact the police department if you want to get a video.
Step 5: Informally meet with your supervisor.
Employees are required to informally discuss their grievances with their supervisor.This should happen before the paperwork is filed.It's a good idea to meet informally even if you don't have to.The other party is unaware of how others view their actions.You can alert them to their behavior by telling them how they were wronged and what the company can do to help them.Informal resolution can be sought outside of the employment context.If you have a complaint with a business, you may be able to get a refund on the spot by talking to a clerk or employee.Informal meetings are a great way to learn about the policies for filing a formal grievance.Ask who you should contact to file a formal complaint if you don't get a satisfactory resolution informally.
Step 6: Copies of supporting documents are required.
The person you are meeting might want to see any documentation you have.A sales clerk will want to see a sample of the goods you claim are inferior.Bring copies.You can keep the originals at home or in a safe place.He might lose originals if you give them to someone else.
Step 7: Consider mediation.
Businesses and organizations have trained their staff.During the informal resolution stage, you can use a mediation.Unless a business or organization provides a free mediation, you may not want to use it.It costs over $1,000 a day to be trained as a mediators.After you file an official complaint, mediation is still possible.It is more likely that the business or organization will foot the bill at that time.If you want to resolve a complaint with a store, a professional, or a health care provider, you should not pay for a mediation.You should show up for the meeting on your own.
Step 8: Ask about next steps.
It's possible that the person you meet won't be able to resolve the issue right away.If you are unhappy with the proposed settlement, you should ask about the next steps.If you are unsuccessful in getting your complaint resolved, you should immediately ask to speak to a supervisor.
Step 9: You can contact the appropriate department.
If you are unhappy with the resolution offered by your supervisor, you should contact the individual or department that you were directed to.You should check with your union representative if you are a member.During the grievance process, union rules can provide for representation.You should get them involved early.
Step 10: Look at the rules and procedures.
There are rules and regulations for each company.You might have to file within a certain amount of time.The company will tell you who to contact first.The company may point you to a website if you don't have a handout explaining the procedures.Follow the procedures.You will have to start the process all over again if you fail to do so.
Step 11: Obtain a copy of the form.
The form can be printed or online.You should fill out the form in a way that makes you feel comfortable.You might not be able to get a printout of the information you submitted.You might only get a confirmation code.You should fill out the hard copy if you want to have a record.
Step 12: You need to complete the form.
Your name, address, and contact information should be the same for each form.You will be asked for your account number and date of birth if you complain about a health care provider or credit card company.If applicable, the name of the person you are complaining about.There are witnesses who can support your complaint.The nature of the complaint.You will usually be given a place to type out your complaint.Your signature and date.Attach copies of any documentation or evidence if you keep a copy of your completed form.
Step 13: It's better to file early.
To file a grievance, you must meet deadlines.These should be outlined in the policies and procedures that you secured when you started the grievance process.If you have to mail a grievance form, you should check to see if the deadline applies to when the form is received or when it is mailed.If you send the form certified mail, you will know it has arrived.
Step 14: Take part in the investigation.
You may be contacted by a company investigator.The person can interview you over the phone or in person.You can prepare by reviewing your documents.Your memory can be refreshed by these documents.
Step 15: You can appeal the company's decision.
You should check to see if you can appeal the decision if the company does not provide a satisfactory resolution.The letter explaining the company's decision should include any appeal process.Appeals can have short deadlines.You need to locate the deadline and comply with it.
Step 16: Consider alternatives to dispute resolution.
If a business doesn't volunteer to compensate you, they may propose mediation or other forms of alternative dispute resolution.Businesses often propose to stay out of court because it's cheaper than a lawsuit.It is possible that ADR can be binding.You agree to be bound by the decision if you present evidence to an arbitrator.If you dislike the result, you can't appeal.Negotiating and mediation are not binding.If you're unhappy with the results, you can walk away.
Step 17: Meet with an attorney.
Depending on your grievances, there are many legal avenues to pursue.An attorney can give good advice about whether or not to pursue a formal legal complaint.If you are charging your employer with discrimination or retaliation, your attorney will advise you on filing a complaint with the Equal Employment Opportunity Commission or an equivalent state board.If your complaint involves inferior service or products purchased from a company, your attorney can assist you in filing a breach of contract claim.Your attorney can help you file a lawsuit if you want to contest the denial of coverage.