How to file a complaint?

Filing a complaint with the Regional State Administrative Agency

Who can file a complaint?

Anyone can file a complaint. You may file a complaint in a matter concerning yourself, but it is also possible to file a complaint on behalf of someone else or together with others.

If the complaint relates to confidential matters, the complainant who is filing a complaint on a matter concerning someone else must provide a power of attorney from the person on whose behalf the complaint is filed. Other legal representatives (such as a guardian or a trustee) may also file a complaint on behalf of the person they represent in matters that are part of their duties. The complaint may be investigated even if a power of attorney is not submitted, but in such cases the complainant cannot be provided with the relevant documents or decision on the matter.

How can I file a complaint?

Complaints are generally filed in writing and in Finnish or Swedish. The Regional State Administrative Agency recommends that complaints be filed using this form (form in Finnish/Swedish). The complaint may also be filed in free form.

The complaint must also include the complainant's contact details. The Regional State Administrative Agency cannot send a decision or response regarding confidential matters by e-mail to the complainant. For this reason, the complaint must include the complainant's postal address.

The signed complaint can be mailed to or submitted at the registry of the Regional State Administrative Agency. The complaint may also be submitted by e-mail to the registry of the Regional State Administrative Agency. It is not advisable to submit complaints to the personal e-mail addresses of officials.

It should be noted that a complaint submitted by e-mail is not transmitted in a secure format, so the information security of confidential information may be compromised. The complainant sends such an e-mail at his/her own risk. The Regional State Administrative Agency recommends that complainants not send confidential matters by e-mail, especially when filing a complaint on behalf of another person.

What must be indicated in the complaint?

A complaint should include the following information:

  • the complaint should mention the party whose conduct the complainant has been dissatisfied with;
  • the complaint should specify what measure, conduct or decision the complainant considers to be erroneous or inappropriate;
  • the complaint should describe the above-mentioned conduct or event briefly and clearly as well as provide the complainant's view on how the conduct in question was erroneous; and
  • as far as possible, the complaint should mention the date and time on which the complaint is focused.
     
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