Employee Complaint

Employee complaints handled informally — through verbal conversations, unrecorded emails, or inconsistent paper forms — leave organizations without the structured documentation required to investigate and resolve issues properly. Details are incomplete. The impact on the employee's work is not captured. Previous reports of the same issue go unacknowledged. And when a complaint escalates or involves a legal or HR review, the absence of a formal, signed record creates significant risk.

The Employee Complaint template for SharePoint, built with Infowise Ultimate Forms, gives employees a structured, formal channel to document workplace complaints — capturing all the information needed to initiate an investigation — with the employee's signed acknowledgement of accuracy recorded within the same form, and every complaint stored as a complete, auditable record in SharePoint.

How it works

Employee and supervisor details

The form captures the complaining employee's full name, employee ID, department, email address, phone number, and the name of their supervisor. Recording this context as part of the complaint ensures that HR and management have the information needed to identify the parties involved and route the complaint to the appropriate person for investigation without additional follow-up.

Incident details

The form captures the exact date and time of the incident and the location where it occurred — two of the most critical pieces of information for any workplace investigation. Structured capture of incident time and location ensures these details are documented accurately at the point of submission, while they are still clear in the employee's memory, rather than reconstructed later from approximate recollections.

Complaint description and workplace impact

A dedicated section asks the employee to describe the complaint or incident briefly and clearly. A follow-up field captures how the incident or issue has affected the employee's work performance — providing the investigation team with an understanding of the severity and impact of the complaint beyond the incident itself.

Previous reports

The form includes a field asking whether the employee has previously reported this complaint or issue. If yes, a follow-up field captures the details of previous reports and their outcomes. This structured disclosure ensures that repeat complaints or unresolved prior incidents are visible at the point of submission, giving investigators the full context of the complaint's history before they begin.

Additional comments and e-signature

An additional comments field gives the employee the opportunity to include any information they believe will be relevant to the investigation that is not captured by the structured fields. The form closes with an e-signature and date, through which the employee declares that all information provided is truthful and accurate. The signed declaration is stored as part of the complaint record in SharePoint, creating a formal, documented submission.

What you get

• A structured employee complaint form capturing employee details, supervisor, incident date, time, and location
• Complaint description and workplace impact assessment captured in dedicated fields
• Previous report disclosure capturing whether the issue has been raised before and what the outcome was
• Additional comments field for any supplementary information relevant to the investigation
• Employee e-signature and date confirming the accuracy of all information submitted
• Every complaint stored as a complete, signed, auditable record in a standard SharePoint list
• Configurable questions and fields to match your organization's complaint handling and HR process
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Employee Complaint system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All complaint records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.