10 Phrases To Begin a Workplace Complaint, According to DEI & HR Expert Natalie E. Norfus
Almost daily, I hold space for people who have concerns about their workplace experience. These conversations range from formal Human Resources investigation interviews to informal requests for advice about how to handle a dispute with a coworker. So I know first-hand how delicate it can be to bring a workplace complaint.
There are many reasons it can be difficult to raise concerns, but the most common reason I receive is a fear of retaliation or other negative repercussions. And the fear is understandable. Sometimes organizations do not do the work needed to establish trust with their employees so that they feel safe bringing up issues.
But, we have a right to be heard. And there are many ways that you can raise workplace concerns with Human Resources, your manager or another manager with whom you feel comfortable. First things first: Pick an approach that works for you. Now, onto the possibilities!
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10 Phrases To Begin a Workplace Complaint
1. "I'd like to discuss a concern I have regarding...".
This phrase directly alerts the listener to the nature of the conversation and your willingness to speak openly about your concern. It is ideal for a concern that relates to a one-time occurrence like when a coworker makes an off-handed remark that you find offensive.
2. "I've noticed a recurring issue that I believe needs attention..."
Like the previous approach, this is a direct way of alerting the listener to why you are meeting with them, but is more ideal for situations where the same issue has occurred multiple times. This can include situations where you feel your manager keeps giving a pass to a coworker who continuously speaks over you in meetings.
3. "I'd appreciate your help in addressing a situation that's been bothering me..."
This is a solution-oriented phrase that suggests an openness to collaboration. It is ideal for situations where there have been communication breakdowns that do not rise to the level of harassment, bullying or similarly serious conduct—e.g., despite agreeing otherwise, a coworker keeps leaving you off emails passing along information you need.
4. "I think there may be a misunderstanding that I'd like to clarify..."
This is a great way to approach a situation where it is clear coworkers are not on the same page. And, when directed at the person with whom you have a misunderstanding, it sends the signal that you are willing to hear the other person out. This works well, for example, when you learn that a coworker is working on aspects of a project that were assigned to you.
5. "I’d like to discuss an issue I've been experiencing to see if we can find a solution together..."
This approach promotes a cooperative approach to problem-solving and shows a willingness to work together for resolution. It can be used in team settings when discussing obstacles to getting work done efficiently.
6. "I want to raise a concern in a constructive manner to help improve our work environment..."
Like the previous approach, this phrase demonstrates your commitment to a positive work environment and frames the complaint as a contribution to improvement.
7. "I'm concerned about a situation in my department or function, and I believe it's important to address it openly..."
This highlights your concern for the well-being of the workplace and the importance of addressing issues transparently. It can be used in situations where multiple people may be affected by a situation like if a coworker is regularly oversharing personal details about their life on work Slack channel.
8. "I've been feeling uncomfortable about something that occurred and I'd like to understand how best to resolve it..."
This phrase focuses on your feelings and the desire for a resolution, making it easier for others to empathize with your perspective. It is an approach that makes sense when reporting behavior that goes beyond something you can resolve in a discussion with the person contributing to your discomfort.
9. "There's an issue that's been affecting my work, and I believe it's important to address it to improve our team's dynamics..."
With this approach, you are connecting the issue to the overall performance and dynamics of the team, highlighting the collective benefit of resolution. This works when one of your coworkers is regularly late getting you information that you need to complete important aspects of your job.
10. "I've observed a situation that I think may be in violation of our company policies, and I'd like to report it for further investigation..."
This is a direct way of highlighting the severity of your concern and is best used when you believe a coworker’s behavior amounts to harassment, discrimination or some other policy violation.
No matter what situation you may be in, it's crucial to show up in a way that is genuine and true to you. When you show up authentically, it can help ease the tension and discomfort that often comes with raising concerns.
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Courtesy Natalie E. Norfus
Natalie E. Norfus is the founder of the influential HR The Norfus Firm and outspoken co-host of the “What’s the DEIL?” podcast for organizational leaders as they make their way along their HR journey. In this podcast, Natalie explores how leaders can create space for authentic human connection through the lens of DEI. She focuses on practical HR strategies and best practices that improve employee engagement, retention, and impact.
