How do I write up a complaint about a co-worker?

Jackey: How do I write up a complaint about a co-worker?
I have been asked to document a complaint about a coworker. I’ve never had to do this before. I want to know what is the appropriate way to format such a note. Can it be general, or should I be specific? Should it be longer or shorter than 1 page? Should it be typed or handwritten (& signed)? How much information about myself can/should I include, so as not to risk false incrimination upon myself?
I have six months worth of examples and reasoning for my complaint. Should I explain everything or just focus on the most recent incident?
I am being asked to write my complaint so that disciplinary action can be taken to prevent further incidents.
I want to be precise and i want to be fair. I have only been asked to write about one particular co-worker (at least to my understanding), however fairness would require mentioning others and their unwillingness to cooperate as well. Should those people be included in the write up?

Answers and Views:

Answer by Justin T
Make it as specific and proffesional as possible. Make it as long as it needs to be to address the problem. I would make sure to focus on the most recent complaint, but include any recurring problems. As far as including others, just use your best judgement. You don’t want everyone to be against you. Talk to your coworkers and see what they think.

Answer by mcbridged
I would say to start, use the most recent incident, and maybe give a couple of short examples of past occurences to emphasize your point. But to be sure I would ask whoever asked you to write up this complaint what they want included (how much detail). No one can know what they want without asking this question. I would not include others that were unwilling to cooprate unless they were involved in a certain event you are writing about (then I would be careful about dropping names unless you are told that is what your employer wants. Any written complaint (or formal writing of this nature to your employer) should be typed wherever possible (dated at the top and signed).

Answer by tkquestion
It needs to be VERY specific and factual. You need dates and time if you have it, and the EXACT action or phrase he used.

It needs to be long enough to convey your point, not any longer. It needs to be typed and signed. Give the history as a trend and persistance will be important to the reader.

Include just enough about yourself to make your point of why the other person is offensive or problematic for you, but no more.

You do not need to increminate the other person. Stick with the facts. If you have a valid case, the facts will speak for themselves. By sticking with facts and exact actions/phrases, you can avoid falsely incriminating the other person.

Again
1) Stick with facts
2) Just enough details to make a point, no more

Answer by LN has3 zjc
Be specific and include everything that pertains to the complaint.
Do not leave anything out.
Do both hand written and Word, e-mail form.
If you have a valid complaint you will get justice.
If your Company does not stand behind you, you can take it to your State Department!

Answer by dave45calif
Adding to what Justin T said….

Typed and hand signed is best for a situation like this. As he said, focus on the most recent and those incidents that are recurring.

Answer by AJ
You are being used as a set up in my opinion. Anything you say in print that accuses anyone else, even if it is true and a good attorney gets a copy, you are in for a lawsuit. If this person looses their job, pay or has any setback, you can be liable as well as any company. Any co workers you mention as well could potentially sue you at a later date. I would never do that letter, if it is demanded you do this, make the executive secretary draft and type it before you ever sign it as well include the reason you are signing it is because you were told to by the executives of said corporation. I did a similar thing upon being requested what I saw and what I though occurred in a state run workplace and I signed it.There was a hearing without me being notified and I was re assigned to remove me from the situation, which lead to me resigning as that was their plan on any involved to begin with.
Another situation I was transfered into a situation upon doing bookwork I found discrepentcies from the person I replaced and upon investigating I found where she had stolen thousands and I of course reported it. The Division manager came in and told me to give them a total and I did, they checked it all out and agreed and even found more. I was asked to sign a letter to that affect and I refused to. They got her to come to their office and confronted her and of course she knew why. I was told she even admitted that but they agreed to not prosecute her if she agreed to repay it back and she walked out. The next thing I knew the district manager resigned, a new one walked in, 3 others were fired and it was all done in minutes a plan.I was told all things were now fine and just never mention it and that woman walked away clean. I feel if I signed that paper I would have been gone as well. Some things are not seen, or maybe you are not aware of all the facts so be careful. if they will not add their names beside yours, then you do not need to sign yours either.

Answer by jetgirly
Type it in in block business letter format. Use one and a half line spacing. Write in complete paragraphs, but outline each individual incident in a bulleted point. For example

– July 12, 2005 – Bob stabbed me in the eye and I was admitted to the emergency room (see attached medical record)
– July 23, 2005 – When I walked past his desk, Bob tripped me
– August 3, 2005 – I saw Bob pouring Windex into my coffee in an attempt to poison me (this event was also witnessed by Sue in Accounting)

You should only mention other co-workers if they are DIRECTLY involved in an incident with “Bob”. The length should be long enough to document every single instance of inappropriate behaviour. That could take one page or ten. Sign the letter by hand.

Answer by msoexpert
If you’ve been asked to formally document the complaint, you need to be as specific as possible. They want to put this into the investigation file and use it to decide what action, if any will be taken against that co-worker.

Be totally honest in it! If they catch you lying, then your creditibility becomes questionable and there might even be some action taken against you. Approach it from the perspective that you’re being called to the witness stand to testify about what happened. It can be as long as you want, so long as it fully documents the circumstances. What led up to it? How have you tried to resolve it? Anybody else directly aware or what’s happening? etc.