You’re sitting there. Something’s wrong. You know it. But your mouth? Quiet. Your hands? Sweaty. You want to say something, but you don’t know how.
Maybe your paycheck’s short.
Maybe your supervisor talks to you like you’re dirt.
Maybe you’ve told HR before… and heard nothing back.
You’re not dramatic. You just want things fixed.
But where do you even start?
Here’s the trick: a written complaint. Something clear. Professional. Documented. Not loud. Not rude. Just… real.
And no, you don’t have to be a lawyer. That’s where downloadable complaint templates save the day.
Why Put It in Writing?
Talking is good. But it fades. People forget what you said. Or pretend they do.
Writing sticks.
Written complaints are receipts. They say:
“I noticed. I said something. I tried.”
If it goes legal? If HR plays dumb? That email or letter becomes your weapon. A calm one. But still sharp.
And here in South Africa? CCMA loves a good paper trail. Especially if you’re going to fight unfair dismissal or discrimination.
Should You Even Complain?
Some folk don’t. They wait. Hope it goes away.
But here’s the thing. If it keeps happening, it probably won’t stop. Not unless someone calls it out.
So ask yourself:
- Have you told your boss already?
- Has the issue been going on for days, weeks… months?
- Is it something that affects your dignity, pay, safety, or mental health?
- Have others complained too — and nothing’s changed?
If yes? Time to write.
What Goes in a Good Complaint?
No need for fancy. No need for anger either.
Just… facts. Structure. Politeness (even if you’re fuming inside).
Good complaints usually include:
– Who you are
– What happened
– When and where it happened
– Who was involved
– What you already tried
– What you want next
You can be firm. But stay calm. That’s power, not weakness.
Your Free Templates Toolkit
You don’t have to start from scratch. That blank page? Scary. So we made it easier.
Here’s a set of free, downloadable templates. All editable. All simple. And all designed for real people in real jobs.
Just pick one. Add your details. Done.
General Complaint Letter
This one’s for everyday workplace issues. Unfair treatment. Poor communication. Managers being shady. That kind of stuff.
It’s a simple, professional way to say, “Hey, something’s wrong here.”
Format: Word | PDF | Google Docs
Harassment Complaint
Been bullied? Touched without consent? Called names?
This template walks you through how to speak up. Without the panic. Includes space for dates, what was said, and who saw it.
It helps you stay safe. And strong.
Format: Word | PDF | Google Docs
Discrimination Complaint
This one’s serious. If you’re treated differently because of your skin, your gender, your faith, your disability, or anything protected by law — use this.
South Africa’s Constitution backs you. So does the Employment Equity Act. Don’t let them get away with it.
Format: Word | PDF | Google Docs
Safety Complain
Wires exposed. Machinery broken. COVID protocols being ignored. Things that can hurt someone.
You’ve got the right to speak up. This template helps you report unsafe conditions in writing — before someone gets injured.
Format: Word | PDF | Google Docs
Pay Dispute Complaint
Money not adding up? Overtime missing? Bonuses disappeared?
This letter lets you call it out without starting a war. Calm tone. Clear points. Strong message.
You worked. You deserve your pay.
Format: Word | PDF | Google Docs
Complaint to Supervisor
Want to keep it low-key? Talk to your direct boss before running to HR?
This one’s a polite, to-the-point note you can hand in or email. Sometimes the chain of command works — you just have to use it right.
Format: Word | PDF | Google Docs
Follow-Up Letter
You sent your complaint. Nothing happened. Now what?
This letter is a gentle nudge. A reminder. A quiet pressure point that says: “Hey, don’t ignore me.”
It keeps the ball rolling.
Format: Word | PDF | Google Docs
How to Use These Templates
You’ve got the tools. Now let’s make them work for you.
Here’s how to do it right:
Make a copy for yourself.
Always. Before you send it. Save the file. Print it. Email it to your personal inbox. If the company denies it later? Boom — you’ve got proof.
Be calm, not cold.
Don’t shout in text. Don’t insult. Just lay it out. Short sentences. Simple facts. Let the words work.
Email it, if possible.
Why? It’s timestamped. Trackable. You can CC yourself or even your union rep. It lives forever. Unlike paper.
Follow up.
If they don’t respond in a week or two, ask again. Use the follow-up letter. Keep pushing — politely.
Time matters.
Most complaints should be filed ASAP. In legal terms, some must be done within 30 days of the incident. Waiting too long can weaken your case.
Worried About Retaliation?
We get it. People worry they’ll be punished. Demoted. Fired.
But retaliation? Illegal. Straight up.
In South Africa, the Labour Relations Act says employees have the right to raise concerns. Safely. Without fear.
If your employer fires you after you complained? That’s a constructive dismissal case. And CCMA will want to see your complaint letters.
So again: keep those templates. Keep your records.
If They Still Don’t Listen
Sometimes, HR won’t move. Managers protect managers. You tried. But nothing changes.
Then? You go bigger.
– Report to the CCMA
– File a complaint with the Department of Employment and Labour
– Contact your union, if you have one
– Get free legal advice (plenty of orgs offer this — see here)
You don’t have to suffer in silence.
Final Word
Workplace problems suck. But silence? That makes them worse.
These complaint templates won’t solve everything. But they start the conversation. They protect you. They give your voice shape.
It’s not about drama. It’s about dignity.
So use them.
Don’t wait.
Download All Workplace Complaint Templates
✅ General Complaint
✅ Harassment Complaint
✅ Discrimination Complaint
✅ Safety Complaint
✅ Wage Dispute
✅ Supervisor Note
✅ Follow-Up Letter
[Download Full Toolkit (ZIP)] – Word + PDF + Google Docs Links
No forms. No sign-ups. Just free tools for working people who need to be heard.
Need a custom letter? Something unique to your case?
Drop a comment. Or message. We’ll help you write it — no stress, no judgment.
Sometimes, just putting it in writing changes everything.
This article is for general education. Not legal advice. For serious workplace issues, consult a labour lawyer or call the CCMA.
