WHAT TO SAY · BEHAVIOUR AND CONDUCT
How to tell an employee someone has complained about them
Be fair to both sides. Share the behaviour, not the identity of the person if it should stay confidential, hear their side, and follow your company’s process for serious complaints.
Before you start
- Check whether this needs a formal HR process.
- Know what you can and cannot share.
The script
- OPEN WITH
[Name], I have received feedback about [behaviour], and I want to hear your side.
The concern is that [specific behaviour] happened on [occasion].
What is your view of what happened?
[After listening:] Going forward, I need [expected behaviour]. [If formal:] HR will explain the next steps.
Replace the [brackets] with real details. Say it in your own words; the structure matters more than the exact wording.
If they say…
“Who complained?”
I am not able to share that. What matters now is the behaviour and what happens next.
What to avoid
- Deciding before hearing them.
- Hinting at who complained.