copyright © 2014 by the university of kansas documenting complaints

Copyright © 2014 by The University of Kansas

Documenting Complaints


What is documenting a complaint?

• Back up a complaint with as much evidence as possible.

• A complaint alone is not enough.• This can be as simple as taking notes on a

conversation or as complicated as engaging in extensive library research.


Some of the things you may want to document:

• That the condition or policy exists and was intentional.

• That a particular individual or entity was responsible for the condition or policy.

• That someone was harmed and the physical, social, economic, health, psychological, environmental, or other results of the condition or policy.

• Your own credentials or those of any experts you consult or cite.


Why should you document a complaint?

• It establishes you are credible and concerned enough to note the details of a situation.

• It may determine whether your complaint is taken seriously.

• Without evidence officials may not be able to act on a complaint.

• Proper documentation can protect you against libel or slander charges if you make public accusations.

• Proof of your complaint may automatically give you the moral advantage.


Who should document complaints?

• Experts in the field.• People on the inside.• People directly affected by the issue.• Community leaders or other respected

individuals.


When should you document complaints?

• Seeking evidence to bring before a regulatory body or court.

• Looking for facts to back up advocacy.• Accusing an organization of wrongdoing.• Suspect the target might falsely accuse

wrongdoing.


How do you document complaints?

• Determine what kind of documentation you will need.• Where it is going?• Who will see it?

• Collect the actual documentation.• Anticipate need.• Do the research.• Be specific.• Get actual proof.• Be prepared to present it.

copyright © 2014 by the university of kansas documenting complaints

Documents