Method 1: compose and send e-mail.
1. Send the email to the right person. Check the division of labor in the human resources department and see if anyone is responsible for dealing with the problems you encounter. Your department may have a special contact point. If you are worried that your problem has not been taken seriously, you can also contact the person in charge of the human resources department directly. Check carefully whether there is only the person you want to contact in the email. Especially for personal or sensitive issues, you certainly don't want this email to be sent to the wrong person. Be very careful not to send emails in groups.
2. In the subject of the email, state the help you need. A clear theme and your urgency will help the human resources department solve your problem first. If you don't write the subject or express it clearly, the email may be ignored. For example: "legal issues (action required)", "personal changes (immediate attention required)", "urgent policy issues" or "recent interview (thank you)".
3. Use formal salutations at the beginning and end of e-mail. The content of the email should be formal. This will let the human resources department know that you attach great importance to this issue. Even if you have a close relationship with the personnel supervisor, this is a formal letter, not just a conversation between friends. Start with "Dear [full name of supervisor]" and end with "Sincerely yours" or "Thank you for your time, [your full name]".
The content of the email should be clear and direct. Keep sentences complete and short. Don't write irrelevant things, or the recipient will be confused about your content. Don't include any details that may confuse the other party. You can communicate these details face to face.
5. Describe the problem accurately. Explain the exact nature of the problem. Explain when the problem will start, or when it will start, and make it clear whether you think it is a legal problem or a problem that the company can handle. If you are communicating job opportunities with the human resources department, you don't need to ask questions. Instead, you should introduce yourself and explain your past contact with the company. Be clear about the action you want the HR supervisor to take.
6. Pay attention to whether there are records related to the problem. The human resources department wants to know immediately how to solve legal or policy problems. Your document may affect their reply, because it helps to clarify the seriousness of the problem and the legal consequences that employees may face. Let your HR representative know all your "evidence" and offer to take them to a face-to-face meeting. If possible, you need to provide any evidence about legal issues to the human resources department. Unfortunately, most human resources departments will try their best to protect the company.
If you encounter harassment or discrimination, please record the date of the incident and keep a written letter containing evidence.
Keep any documents you provide to the human resources department, including electronic and paper versions. You should keep the original and provide a copy to the human resources department.
7. Explain your efforts to solve this problem. You may have tried to solve this problem before contacting the human resources department. Maybe you had a conversation with your boss or colleagues, or even informed them that you were contacting the human resources department. The supervisor will thank you for all the preliminary work, because it helps them know who has realized the problem. If you want to update your personal situation, communication doesn't need to be too formal. For example, if you are on maternity leave or paternity leave, you may have informed your boss and just completed the process through human resources.
8. Ask for a face-to-face meeting. A face-to-face meeting with the supervisor can help you discuss the problem in detail. This gives the supervisor an opportunity to ask any follow-up questions or more specific questions. You can start to arrange important meetings by email. Tell them your schedule and free time, and let them make plans accordingly.
9. Make sure that the email contains your contact information. The human resources department may want to contact you by phone, so it's best to write all kinds of contact information at the bottom of the email. This information can be written in your name. Please check carefully whether the phone number and email you provided are correct.
10. Edit e-mail and check spelling and grammar errors. Most e-mails have a spell check service. Read the email carefully to see if there are any grammatical errors, omissions and unclear expressions.
Method 2: Follow up the email sent.
1. Thank you for your reply. First of all, thank the supervisor for taking the time to study your case, which will immediately establish your polite image in the conversation. Be sure to reply to the other party quickly, which shows that you care about this problem and express your willingness to solve it as soon as possible.
2. Prepare the necessary interview materials. Prepare a special folder to store the documents you want to provide at the meeting to prepare for the meeting. If you encounter policy problems, be sure to prepare the corresponding contents in the employee handbook. This will help the meeting to proceed quickly and smoothly.
If you have legal problems to solve, consider hiring legal counsel. If you are worried that the company will harm your interests, you can consult a lawyer. They can provide you with information about personal rights, and you can take them to all face-to-face meetings. If you choose to do this, you may need to inform the human resources department that you intend to hire a lawyer. Make sure you understand the costs associated with hiring a lawyer. Most attorney fees are expensive, so you need to weigh these fees against your need for legal protection.
If you wait for a week and don't get a reply, send another email. A week is usually the right time to wait for a reply. If you are dealing with a particularly urgent problem, you can send a follow-up email after 24 hours. Don't worry about disturbing each other, remember that they have many responsibilities. You need to remind them that you are also one of the objects they are responsible for.
Method 3: Decide whether to contact the Human Resources Department.
1. If you can, you'd better solve the problem yourself. If you have a simple problem that has nothing to do with company policy and law, you might as well solve it yourself. If possible, discuss with your boss or colleagues and try to solve the problem. The human resources department will thank you for trying to solve the problem before contacting them. For example, if you think your boss often arranges work for you on weekends, you can contact your boss first. You don't need to ask the human resources department for help for such unimportant reasons as "I don't like my office space".
2. Check the employee handbook to understand the company's policies. You may feel that you have violated the company policy. Please read the policy related to the problem again before contacting the Human Resources Department. You may need to refer to these contents in your discussion with the human resources department. For example, if you are worried that there is not enough rest time during working hours, check the written regulations on rest time first. This may be your company's informal policy. If you want to violate the policy, it means that human resources can't give you any help.
If you are harassed at work, you should contact the human resources department immediately. If you encounter any verbal or physical harassment at work, you should contact the human resources department at any time. You should be legally protected, and the human resources department has the obligation to help and protect you. But don't expect the human resources department to communicate with you privately. Once you submit the report, they must take formal action.
4. If your personal situation changes, you can contact the Human Resources Department. They can help you arrange any upcoming changes in your work, such as preparing for maternity leave. They will be able to ensure that you get all the benefits and guarantees. They can also contact people in the company who need to know about your changes.
If you need government protection, you can contact the human resources department. There may be some situations at work that can be protected or compensated by the government. For example, if you are injured at work, the human resources department can help coordinate medical compensation. You may need to fill out the form of human resources department, so be prepared.
6. If you want to get vocational training, you can contact the Human Resources Department. The company may have a training or coaching program to help you improve yourself. The human resources department can provide any information about these options to help you join these programs. This may be a good opportunity to achieve your career by going up a flight of stairs.
7. Seek necessary accommodation assistance from the Human Resources Department. The human resources department can also meet any personal needs you may encounter at work. The company should allow you to have the same chance of success as other employees. If you think there is no suitable disability subsidy, the human resources department will help you solve this problem. The department can also work with you to ensure that a special place is arranged for nursing mothers.
8. If you are looking for a job, you can contact the human resources department. Sometimes, contacting the human resources director of a specific company can let you know about the current job vacancy or have an informal "information" conversation with current employees. You can also contact the human resources department and thank you for your recent interview with their company. If you still don't receive a reply after one week, you can send a follow-up email. If there is still no news after that, you will give up the company.
9. Avoid contacting the Human Resources Department because of personal dissatisfaction. Remember, the human resources department serves the company first. So, if you just want to vent, then they are not the object of your venting. Although you should report anything that makes you feel uncomfortable or discriminated against, you should pay attention to distinguish the types of problems, whether they are trivial troubles or more serious legal problems.
Tip: Whether you send an email to the human resources department or have face-to-face contact, try to stay calm. This helps to maintain polite and professional communication.