How to Write an Effective Grievance Letter
If you're facing a problem at work, whether it's bullying, discrimination, unfair treatment, or a breach of contract, writing a grievance letter can be a powerful first step to protect your position and hopefully resolve the situation. However, not all grievance letters are created equal. A well-crafted letter can prompt meaningful action, while a vague or emotional one may be ignored or mishandled.
Here’s how to write a strong grievance letter.
Step 1: Understand What a Grievance Is
A grievance is a formal complaint raised by an employee about a workplace issue. It could relate to:
- Bullying or harassment
- Discrimination
- Unfair disciplinary action
- Unsafe working conditions
- Breach of contract or policies
Before writing, check your employer’s grievance procedure, which is usually found in the staff handbook or HR portal. If you cannot find it, ask someone in HR.
Step 2: Structure Your Letter Clearly
A well-structured grievance letter should include:
1. Your Details Include your full name, job title, department, employee number (if applicable) and the date.
2. Subject Line E.g., Formal Grievance Regarding Harassment by Line Manager
3. Introduction State that you are raising a formal grievance and briefly outline the issue.
“I am writing to raise a formal grievance concerning repeated incidents of harassment by my line manager, which I believe breach both company policy and my rights under the Equality Act 2010.”
4. Detailed Description Provide a factual, chronological account of what happened:
- Dates, times, and locations
- Full names and job titles of individuals involved
- Specific incidents and behaviours
- Any witnesses
- Some sections might be background information to put the situation into context and others might be specific grievances you wish to be investigated – make sure you label them accordingly
- If you have already taken informal steps to try and resolve the situation prior to raising a formal grievance, you should include these
- If you have several grievances, you might want to provide a numbered list or subheadings to clearly set out each one.
Avoid emotional language - stick to facts.
5. Impact Explain how the issue has affected you:
- Your mental or physical health – describe symptoms
- Your ability to do your job
- Your relationship with colleagues
6. Evidence Mention any evidence in support:
- Emails, messages, screenshots
- Medical reports
- List any witnesses that should be interviewed as part of the investigation including their full name and job title and ideally which issues they might be able to provide information in relation to
Attach copies as enclosures to your grievance letter if possible.
7. Resolution Sought Be clear about what you would like as an outcome, such as:
- What steps will specifically resolve the situation for you? Set these out
- A fair investigation
- Apology
- Mediation
- Disciplinary action
- Policy changes
8. Closing End professionally:
“I look forward to your response as soon as possible and am happy to provide further information if needed.”
Sign off with your name and contact details and set out your preferred way to be contacted going forward.
Tips for Success
- Stay professional: Avoid sarcasm, threats, or emotional outbursts.
- Be specific: Vague complaints are harder to act on.
- Stick to facts: Emotional language can undermine your credibility.
- Follow procedure: Submit your letter to the correct person and keep a copy. Follow up if you don’t receive a response within a reasonable period of time
When to Seek Legal Advice
If you need help with drafting your grievance or navigating any stage of the grievance process, it’s sensible to seek legal advice. Where your grievance raises serious issues such as discrimination, whistleblowing, or potential constructive dismissal, obtaining advice from an employment solicitor at an early stage is particularly important. We can provide bespoke assistance with drafting your grievance to ensure it is clear, comprehensive, and persuasive. As solicitors, we can also advise you on the potential merits and value of any legal claims you may have. Early advice is key, as how you frame and handle your grievance may affect the strength of any future claims, and there are strict deadlines for bringing them.
Final Thought
A grievance letter is more than just a complaint - it’s a strategic tool. When written clearly, calmly, and with purpose, it can protect your legal position and prompt meaningful change, depending on how your employer responds. In cases where the working relationship has broken down beyond repair and you wish to leave your employment, submitting a grievance can also lay the groundwork for a negotiated departure. This may involve making a without prejudice offer to settle, allowing both parties to agree an amicable exit from your employment without escalating to bringing a claim in the Employment Tribunal.
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At Springhouse Solicitors we offer a range of services, so please contact our friendly customer services team to discuss further via hello@kilgannonlaw.co.uk or 0800 915 7777.
Disclaimer
The above provides a general overview of areas in employment law and is not intended nor construed as providing specific legal advice. This article is for information purposes only and is correct at the time of publication. It does not constitute legal advice.
26.09.25
