When you work in an office, you work with a variety of people, and that sometimes creates conflict. You aren’t expected to get along with everyone, though you are supposed to remain professional. There are times where you might encounter a colleague that crosses the line, is offensive, and prevents you from getting your work done.
Deciding to contact human resources regarding this co-worker is difficult. It’s natural that you don’t want to come across as a complainer or a tattletale, but sometimes trying to resolve the situation yourself doesn’t work, or isn’t appropriate. Here are a couple of tips to help you with the first point of contact email.
Start with a Thank You
People always respond well to compliments. Starting your email with a tribute that thanks them shows you acknowledge that they are busy and that you appreciate them taking the time to read your email. It’s a great first step and also polite and professional.
Be Clear on The Matter You’re Addressing
Preparation and clarity are crucial not just when contacting HR, but in life. You need to be able to break down the co-worker conflict or incident that is happening at your work by providing facts of how the event occurred. Ensure that you highlight the importance of your position in the problem.
Provide Your Reasoning
Once you’ve appropriately explained the issue to HR, ensure that you clearly outline how you feel in the email that you send to them. The reader needs to be able to empathize as well as adequately understand the issue at hand, what’s already happened, what might happen in the future, and they need to know where you stand.
People who are staffed in Human Resources positions are trained in conflict resolution and are there to provide solutions to the very kind of issues that you would email them over. However, offering a handful of select, well thought-out answers that you feel could help shows that you are staying positive and seeking a resolution for all parties involved.
Finish with a Thank You
You should never underestimate the power of gratitude. A simple thank you can go a long way in an array of situations. Once you have laid out what the issue is, your position in the matter, and any solutions you have; take the time to thank the reader. It shows appreciation to the problem at hand.
Always keep in mind that you can contact your Human Resources department through a variety of methods. Most offices provide you with not only email contacts but a phone number and a location, should you need to schedule a meeting. Human Resources specialists are there to give you the help you need and look out for your best interest at work. You just need to utilize them.