By Ricardo Meza rmeza greensfelder. Among other things, corporate compliance officers design or implement internal controls, develop policies and procedures to assure compliance with numerous laws, and establish employee ethics training programs. In addition, most compliance officers find themselves conducting internal investigations based upon complaints, some of which are anonymous. This decision has many critics and supporters.
It is the letter, email, scribble on a napkin, Facebook message from a made up name that shares something sinister going on at the company where the writer refuses to share who they are or how they know this information.
Anonymous complaints can be difficult to deal with because you have no idea if they are from a current employee, former employee or well-meaning friend of one of the two. You have no idea if the intent is genuine or malicious.
You may have no idea how to even begin to investigate depending on the amount of info they have given. I was visiting a site once and stepped away from my computer to use the restroom. So how do you know the difference and how do you work through what should be done, if anything, with an anonymous complaint.
First, I always tell employees they have the right to remain anonymous. I will not force them to give me information they are uncomfortable with — sometimes that is their name.
However, I let them know that remaining anonymous or refusing to give me names of people who can corroborate their story may make it difficult for me to actually do anything.
If they really want to affect change they should trust me to handle it in a way that will allow them to share information while not feeling retaliated against which is almost always illegal by the way.
I take notes on what they share and depending on the topic may probe further again asking for others who can corroborate. If the complaint is a venting session about their or other leaders in the company, I listen, take notes and then thank them for their time.
If their issue is part of a pattern of behavior that we have been seeing or is a good training topic anyway, I may put together some information around the topic to send to leadership. If the complaint is much more serious, such as sexual harassment, I probe until I think I have enough to follow up on.
Then I would follow a normal investigation procedure to determine if something serious was going on and take the appropriate steps to correct it. Of course all of this is if the complaint is called in. If it is a letter or some other form of communication you may not even be able to do any of this, but simply decide if there is anything actionable at all.
I always document like crazy and even write in any advice I gave. I notify the appropriate leaders of the complaint and what we need to do, if anything. Sometimes the anonymous complaint lives and dies with that one interaction. Other times, that one complaint opens the flood gates for others and then you really have something to work on.
However, if the complaint is of serious nature it is important to keep probing or investigating until you find out what truth there is. This can be done by talking to others in the department or to leadership. However, the complaints come in, a proper grievance procedure is absolutely necessary and will help employees understand how to lodge a complaint and the process from there.
Fill in your email below and we will send you info about how we seamlessly provide this service just as we were a member of your staff. If you are a human and are seeing this field, please leave it blank.Aug 19, · To write a letter of complaint to human resources, start off by explaining what your complaint is about.
Then, provide details, facts, and evidence that support the claim you're making. You should also explain any attempts you've made to solve the problem yourself%().
Aug 18, · When writing a letter of complaint, your best chance of success will come from directing the letter to the customer service department of the company. The customer service department is accustomed to dealing with complaints and your letter is likely to be processed efficiently and effectively%(34).
Anonymous Letter Writing To receive anonymous mail is deeply disturbing. The victim whether angry or tearful has received a letter from a coward.
Such correspondence has been called ‘hate mail’ or ‘a poison pen letter’; the person guilty of the act, a character assassin, whose deed causes much distress and anguish to the victim. Write down your complaint and what and who you are complaining about.
State clearly all of the facts which are related to and pertinent to the complaint that you are making. Propose the terms of compensation or suggest the action to be done about the matter at hand. If a phone call or email doesn’t resolve the problem, consider writing a complaint letter.
A letter is important. It puts your complaint on record with the company, helps preserve any legal rights you may have in the situation, and lets the company know you’re serious about pursuing the complaint.
Complaint letters or letters of complaint aren't always easy to write, but often it can be well worth writing a complaint letter.