AI Is Changing Employee Complaints and Requests—Here’s How to Respond

By Kayla E. Snider - Skoler Abbott P.C.

December 18, 2025

The era of AI-generated employee communication has arrived.  Employers are increasingly encountering emails and letters that feel a little too polished, unusually structured, or strangely impersonal—not to mention completely different from any other communication employers have ever received from the employee.  Many employees are turning to AI tools to assist in drafting their complaints, raise issues within the workplace, or request accommodations.

This introduces new challenges for employers:  How do you recognize AI-generated complaints?  How should you interpret them?  And most important, how do you respond in an appropriate way?  Let’s break it down.

Why Are Employees Using AI Tools to Write Complaints or Requests?

Writing a complaint can be intimidating.  AI tools help employees remove some of the emotional charge and present issues in a structured, neutral tone.  Employees who are non-native English speakers or who struggle with formal writing can also use AI tools to assist them in articulating concerns more confidently.  Employees can quickly generate a draft complaint or request using AI tools. 

How Do You Determine if a Complaint or Request May Be Written by AI Tools?

You may never know with absolute certainty whether a complaint or request was written with the assistance of AI tools, but there may be clues.  Some stylistic clues that you can look for include: 

• Phrases like “I would like to bring to your attention a matter of concern that has affected my professional experience…” 
• Writing that has perfect grammar but lacks personal details, emotional context, or nuance
• Clear section headers, bullet points, logical sequences like “firstly, secondly, finally”
• Broad references to issues, without specific examples or dates
• BIGGEST CLUE: An employee who normally writes casually or informally, submits a corporate-sounding, five-paragraph essay

While these stylistic clues can help you spot AI drafted complaints or requests, it is important to remember that recognizing these patterns isn’t about “catching” someone.  Assuming an employee used AI tools (whether or not the employee did) and ignoring the complaint or request as a result may violate an employer’s obligations to respond appropriately under a number of employment laws.  In addition, punishing an employee for submitting an AI-generated complaint or request may be unlawful retaliation.  An employer’s focus should be on understanding the content of the message,  not reading too much (or too little) into the style, and responding appropriately (and, of course, lawfully). 

How Do You Interpret Complaints or Request Written With the Assistance of AI Tools?  

Whether the complaint or request was drafted using AI tools or not, the underlying issue raised is what matters.  Take the concerns presented in the complaint or request at face value.  If the writing feels generic, focus on the specific incidents mentioned, any requests being made, and any emotional cues—these will often reveal the employee’s intentions. 

Sample Request Drafted Using AI Tools:

“I hope you are doing well. I would like to discuss a matter that has been affecting my ability to maintain consistent performance levels.  Over the last several months, certain aspects of the work environment have increasingly impacted my focus and overall wellbeing.  These challenges have made it more difficult to sustain the productivity that I strive for and have occasionally resulted in delays that I believe could be mitigated with appropriate support.  While I am committed to meeting expectations, I have found it necessary to evaluate what adjustments could help me continue operating effectively.  I would appreciate the opportunity to explore possible accommodations that could better align my work conditions with my needs.  Potential solutions could include modifications to current processes or adjustments that would enable me to work in a way that supports my long-term reliability and contribution to the team.  Thank you for considering this request.  I am hopeful we can identify a constructive path forward.“

This sample message feels vague, abstract, and overly diplomatic—so it’s important for managers and HR teams to decode these types of messages carefully.  Recognize that even though it is not explicitly stated, this is likely an accommodation request.  The employee mentions “work environment… affecting focus and wellbeing,” “challenges impacting performance,” “possible accommodations,” “adjustments to support long-term reliability.”  Even though the specifics are missing, the intent is clear enough that an employer should consider it as an accommodation request and proceed accordingly. 

AI tends to remove personal details, resulting in missing key information.  The vagueness doesn’t mean the request is insincere and you should treat this as a formal request for an accommodation and respond to the employee asking specific follow-up questions regarding what exactly is impacting the employee’s focus or wellbeing, what condition or limitation is affecting the employee’s ability to do the job duties, what accommodation are they specifically requesting, and is it an urgent, temporary issue or a long-term concern.  Employers can respond with these kinds of follow-up questions in writing, or invite the employee to have a private, supportive conversation—giving the employee an opportunity to articulate what AI could not.

The Bottom Line…

Regardless of how a complaint or request is written, employers should respond as they would to any other employee complaint or request—with professionalism and empathy. Because complaints or requests drafted with the assistance of AI tools may be less detailed, ask for specifics (dates, examples, impact on work, etc.).  Make sure you are still documenting everything.  AI-written or not, complaints and requests are still official records and, depending on the content, may be legally-protected activity.  Stay consistent with policies and applicable laws.  Evaluate the complaint through the same lens you would with traditionally written concerns. 

If you or your organization have any questions about how to interpret or respond to a specific employee complaint or request, consider contacting experienced employment counsel.

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