How to contact HR about a problem at work

Published by Report 2 HR · Updated October 31, 2026 · 3 min read
QUICK ANSWER
Find who handles complaints (your handbook or intranet usually says), choose a method that leaves a record such as email or a form, keep your first message short and factual, and save a copy of what you sent and when.

Find the right contact

  • Your employee handbook or code of conduct, usually in a section on complaints, harassment or open door policies.
  • The intranet or onboarding materials.
  • A named HR business partner, benefits contact or compliance or ethics line.
  • Small employers may not have an HR department: the owner, office manager or a designated person may handle complaints.
If the person you would normally go to is the one you have a problem with, the handbook often names an alternative, or you can contact someone more senior or a different HR contact.

Choose a method that leaves a record

  • Email: easy to date, keep and forward to yourself. Often the best first contact.
  • An online form or hotline: save the confirmation number or screenshot.
  • In person or by phone: fine, but follow up with a short email so there is something in writing (“Thank you for meeting today. To confirm, I raised…”).
Which account to use
If your employer’s email rules allow it, using work email is usually normal for a work matter. Think about whether your employer can read your work email and whether you want a personal copy; do not take confidential company files you are not allowed to take. Describe documents instead of copying them.

What to say in the first message

  • Say you want to raise a concern and ask what the process is.
  • Give the basic facts: what happened, roughly when and where, and who was involved.
  • Say what you are asking for, if you know (a meeting, the behavior to stop, a written response).
  • If it is sensitive, say so, and ask how the information will be handled. Do not assume it will be kept confidential; ask.
  • Offer a time to talk.
Fictional example
a short first email
Subject: Request to raise a concern
Hello Sam, I would like to raise a concern about how I was spoken to during my shift on March 3 in the break room. I would like to understand the process and set up a time to talk. I can meet Thursday or Friday afternoon. Thank you. — Alex Sample
Names and events are made up for illustration.
If you would like help organizing the details first, you can draft a report privately and copy the parts you want into an email.
Start a free report
Private by design: nothing is sent to HR or to Report 2 HR. You decide what to do with the finished document.

After you make contact

  • Keep a note of the date, who you spoke to and what was said.
  • Ask for a written confirmation that they received your concern, and what happens next.
  • If you do not hear back, see our guide on what to do if HR does not respond.
General information only
This is general educational information, not legal advice, and it has not yet been reviewed by an attorney. Laws and agency rules change and depend on your facts. Report 2 HR is a writing tool: it does not investigate, file complaints or protect deadlines.

Official sources

These pages were read when this article was written (October 31, 2026). Rules and deadlines change; check the source before you rely on it. Federal and California guidance are listed separately.
Federal
EEOC: Harassment
When harassment is unlawful under federal law and what employers must do.
EEOC: Retaliation
What counts as protected activity and examples of retaliation.

Related reading

Scared to Report Something to HR? Here’s Where to Start

Feeling afraid to go to HR is common. A calm, step-by-step look at your options: write it down privately, learn how reporting works, and decide at your own pace.
Read the guide

How to Write a Complaint to HR (With Examples)

A plain structure for a workplace complaint: facts first, dates and places, what you are asking for. Includes fictional before-and-after examples you can learn from.
Read the guide

What Happens When You Report Something to HR?

A general picture of what can happen after you report to HR: acknowledgement, questions, a possible investigation, an outcome, and what you may and may not be told.
Read the guide
Start a free report
All Workplace Help
Official agencies
Written and published by Report 2 HR, an independent self-help writing tool. How we write Workplace Help