HR Complaint But Assertive Communication - CiteHR
Raghav
State Hr Manager
KVE
Trainer
Parasu_k
Trainer
Kalpana.juneja
Hr-genrelistic & Recruitment
+1 Other

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Hello Everybody:
I request to help me draft an e-mail to my HR manager regarding inactiveness toward vacant post.
I had long back ,atleast a month now, requested the HR Manager to fill-in the post of an Assistant Trainer.
Firstly, she pushed it further by weeks saying that she has to fill-up 10 vacant posts requested by the
other managers. After a few weeks, she arrangedt a walk-in for the post of Assistanmt Trainer, but we
got NIL RESPONSE to the walkin-ins. Since then she hasn't updated me on the status of the job vacancy.
I am a Training Manager and I need an Assistant Trainer.
The VP of my company has suggested to hammer her till the post gets filled. Please help me draft an e-mail
that is assertively communicated, warned but diplomatically.
I would highly appreciate your help and guidance in drafting the e-mail.
Thanks again.
Kind regards,
KVE

Hi KVE,

I would like to ask you a question. Do you have documented proofs of the below:

1. When did you first give your requirement
2. when did you get the first response
3. How many candidates have you met till now for the interview
4. Did these candidates fulfill these requirements
5. Did you send reminders through mails........ Reminders through telephone do not carry any value.........you cannot document them....

If you have all the above documents...... you can very go ahead and draft a mail asking them why they have not filled in the vacancy...

If not Send two reminders asking them about the status........ Dont react through these reminders.....

On the third mail you can definitely raise your voice assertively and ask for an explanation for the non conformance.

" The mail can be like......

with reference to my trail mail below (the reminders)....regarding the vacancy for the post of assistant trainer, I am sorry to state that it is more than .......<days/months> since I placed the requirement for the same, but still it is pending..... and I was sent only .........<number of candidates> for interviewing in the last....<days>......

I would also like to inform you that the non availability of this resource is putting my performance to stake........Hence I kindly request you to fill in the same before.<day>

Note: CC this mail to your manager and the HR's Manager.

Hope this helps you to some extent.

Ram

Hi Ram:
Thank you very much for taking time out to read and reply to my post.
I highly appreciate this benign gesture.
It is indeed very helpful. Once again thanks a ton for the guidance.
Regards,
KVE

Dear Friends:
Thank you again for the inputs and guidance provided on my concern.
Per your suggestion, I sent the HR Manager 2 trail mails and finally a
stern mail. However, she hasn't even cared to respond yet. It's more than 2 weeks that I had sent her the stern mail. I had also marked a copy of the same mail to our boss, VP of the firm. Both of us report to the VP. She still continues to fill in posts for the other designations and doesn't even have the courtesy to respond to my requirement placed over a month.
This is really frustating and pisses me off! How irresponsible, unprofessional and unkind could she be!
Please guide again. I would highly appreciate this kind gesture.
With much thanks,
Chow,
KVE

Hi Kve,
At times we do come across heights of unprofessionalisum....
As per you mail if you can hammer her & also you have marked a mail to your seniors ....now there is time to handle the situation by asking a written justification for her non performance....& also you can directly mark the mail to your manager and keep her in CC ....
DRAFT:
This has reference with the captioned subject and the trailing mails.
I beg to say till today the vacancy for the post of assistant trainer has not been filled up despite that repeated reminders have been given.I have raised this requirement of mine .............<days> before but other then few no more interviews have been conducted.......
Request to please help me out in this regard as it may result in performance and I don't wish to suffer due to the non availability of resource....
Hope that this time I will be getting my answers.....
Regards
Kve
Hope that this would do....
Regards
Shweta

Hi KVE,
You must drop a mail to your boss marking cc to her boss complaining about the negligence she is showing towards the requirement and the problem you are facing which is hampering your work.
Regards
Kalpana

Dear Shweta:
Thank a million! It's been really kind of you to have responded.
I highly aprreciate your kind gesture. thanks again.
I guess this should shake her up!!!
with much thanks,
Regards,
KVE

Hi KVE,

Was just curious to know whether have you tried to find out the reason behind her not responding to your stren mails and requests??

Since you have not told us that whether you have tried to talk to her in person before sending stern mails and things like that, i take it as that you have not talked to her one-on-one to understand whats the real problem.

I am not taking sides here KVE, just trying to place myself in her shoes. Maybe she is being pressurised by other Managers to close some positions which mite have been placed much before than your requests or maybe priority must have been asked to give that positions. Ideally she would be going on priority basis. For which she should have seeked the guidance from your boss (VP). JUst check whether your VP feels that your request for assistant trainer as a priority request.

Coz even the softest of ppl wil get offended if u rub them on a wrong side. Maybe she mite have taken your email reminder as complaining or accusing her of not doing her job.

If things are not yet gone out of your hand, I suggest you walk across to her and ask her politely what problem she is facing in filling up the position. Please make her understand that you are not there to find fault with her but actually trying to help yourself and her too by closing that position soon.

If nothing works out call for a meeting with your VP and sort it out...All the best..

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