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The Complaint Letter About An Employee is a crucial document in South African workplace relations, used when formal documentation of employee-related issues is necessary. It serves as an essential tool in the progressive discipline process, aligned with South African labor legislation, particularly the Labour Relations Act 66 of 1995 and the Employment Equity Act 55 of 1998. This document should be used when informal attempts to resolve workplace issues have been unsuccessful, or when the severity of the situation requires immediate formal documentation. The letter must be objective, detailed, and supported by evidence, as it may be used in future disciplinary proceedings or legal matters. It's important to maintain professional language and comply with POPIA regulations regarding personal information protection.

1. Sender's Details: Full name, position, department, and contact information of the person filing the complaint

2. Date: Current date when the complaint is being filed

3. Recipient's Details: Name, position, and department of the person to whom the complaint is addressed (typically HR manager or immediate supervisor)

4. Subject Line: Clear indication that this is a formal complaint about an employee

5. Employee Information: Full name, position, and department of the employee about whom the complaint is being made

6. Nature of Complaint: Clear statement of the specific issue or behavior being complained about

7. Incident Details: Specific dates, times, locations, and description of the incident(s) that led to the complaint

8. Impact Statement: Description of how the employee's behavior has affected the workplace, productivity, or other employees

9. Previous Actions Taken: Documentation of any prior attempts to address the issue, including dates and outcomes

10. Requested Action: Clear statement of what action or resolution is being sought

11. Closing: Professional closing statement with signature block