Free grievance letter template and step-by-step guide. Learn exactly what to include, how to structure your complaint, and common mistakes to avoid.
You have tried to resolve a workplace problem informally. Nothing has changed. The next step is to put your complaint in writing. A formal grievance letter triggers your employer’s duty to investigate and respond. It also creates a documented record — and that record protects your position if the situation escalates.
This guide explains how to write a grievance letter that is clear, specific, and difficult to dismiss. It includes a template you can adapt to your situation.
Contents
- What is a grievance letter?
- When should you raise a formal grievance?
- What to include in your grievance letter
- How to structure it
- Grievance letter template
- Common mistakes to avoid
- What happens after you submit it
- FAQs
- How National Employees Union can help
What is a grievance letter?
A grievance letter is a formal written complaint to your employer about a problem at work. It initiates the formal grievance procedure, which your employer is then obligated to follow in line with the ACAS Code of Practice.
Once you submit a grievance, your employer must acknowledge it, arrange a formal meeting, investigate the issues you have raised, give you a written response, and offer a right of appeal. This is not discretionary — it is what the ACAS Code requires.
An employer who ignores your grievance or handles it badly faces consequences. An Employment Tribunal can increase compensation by up to 25% for that failure alone.
When should you raise a formal grievance?
A formal grievance is appropriate when:
- You have tried to resolve the issue informally and it has not been dealt with
- The issue is too serious for an informal conversation — bullying, harassment, discrimination, or a breach of your contract
- You need a documented record of the complaint, especially if you are considering leaving or anticipate a tribunal claim
- Your employer has changed your contract without agreement and will not reverse it
- You are being treated differently from colleagues in similar situations
Do not wait too long. Raising a grievance early demonstrates that you took the problem seriously and tried to resolve it through proper channels. That record matters if you later need to bring a claim.
What to include in your grievance letter
Your letter needs to be clear, specific, and factual. Think of it as telling a story that someone with no background knowledge could follow.
1. A clear statement that this is a formal grievance
Do not leave room for ambiguity. State it in the first line.
2. What the problem is
Describe the issue in concrete terms. Do not generalise.
- Weak: “I am being treated unfairly at work.”
- Strong: “Since 4 March 2026, my line manager [Name] has excluded me from team meetings, reassigned my responsibilities without explanation, and made critical comments about my work in front of colleagues on three occasions (7 March, 14 March, and 21 March).”
The strong version contains facts. Facts are difficult to dispute. Generalisations are easy to dismiss.
3. Dates, times, and details of specific incidents
For each incident, note when it happened (date and approximate time), where it happened, who was involved, what was said or done, and who witnessed it.
4. The impact on you
Explain how the problem has affected your work, your wellbeing, your confidence, or your health. This is not about drama — it is about helping your employer understand the seriousness.
5. What you have already done to resolve it
Mention any informal steps you have taken: conversations with your manager, emails you have sent, meetings you have requested. This shows you acted reasonably before escalating.
6. What outcome you want
Be specific about what resolution looks like — an acknowledgement and apology, a policy to be followed, a change in reporting line, mediation, or your contract terms to be honoured. This gives your employer something to work towards.
7. Any supporting evidence
Reference relevant documents: emails, messages, policies, medical records, previous complaints. You can provide the full documents at the grievance meeting.
How to structure it
Keep it professional and logical:
- Opening — state this is a formal grievance
- Background — brief context about your role and working relationship
- The complaint — specific incidents in chronological order
- Impact — how it has affected you
- Previous attempts to resolve — what you tried informally
- Desired outcome — what you want to happen
- Closing — request a grievance meeting and confirm your right to be accompanied
Grievance letter template
Below is a template you can adapt. Replace the bracketed sections with your own details.
[Your name]
[Your address or personal email — optional]
[Date]
[Recipient name]
[Their job title]
[Company name]
Subject: Formal grievance
Dear [Name],
I am writing to raise a formal grievance in accordance with the company’s grievance procedure and the ACAS Code of Practice on Disciplinary and Grievance Procedures.
Background
I have been employed as [your job title] in the [department] since [start date]. My line manager is [name].
My complaint
I wish to raise the following concerns:
1. [Describe the first issue — be specific about what happened, when, where, and who was involved.]
2. [Describe the second issue, if applicable.]
Impact
These issues have had a significant impact on [my wellbeing / my ability to carry out my role / my confidence at work]. [Provide specific details.]
Steps already taken
I attempted to resolve this matter informally. On [date], I [describe what you did]. Unfortunately, [describe the response or lack of response].
Desired outcome
I would like [state clearly what you want — e.g., “a formal investigation into the conduct described above”, “my original contract terms to be reinstated”, “mediation to repair the working relationship”].
I request that a grievance meeting is arranged at the earliest opportunity in accordance with the ACAS Code of Practice. I wish to exercise my right to be accompanied at the meeting by [a trade union representative / a colleague].
Yours sincerely,
[Your name]
[Your job title]
[Your contact details]
Send your letter by email so you have a timestamped record. Keep a copy of everything.
Some employers offer to settle the complaint through mediation at work rather than a formal hearing.
Common mistakes to avoid
1. Being too vague. “My manager is bullying me” is not enough. You need specific incidents with dates. The more precise the complaint, the harder it is for your employer to dismiss it.
2. Being too emotional. Keep the letter professional and factual. Let the facts carry the weight. Save your feelings for the grievance meeting, where you can express the impact in person.
3. Making it too long. Aim for one to two pages. If the situation is complex, summarise the key issues in the letter and say you will provide full details at the meeting.
4. Not saying what you want. If you do not state a desired outcome, your employer has no target to aim for. Be specific.
5. Waiting too long. The longer you wait, the harder it is to recall details and the weaker the complaint appears. Raise issues promptly.
6. Sending it to the wrong person. Check your company’s grievance procedure. If the complaint is about your direct manager, send it to their manager or to HR.
What happens after you submit it
Once your employer receives your grievance letter, the ACAS Code of Practice says they should acknowledge it promptly, arrange a meeting within one to two weeks, investigate by speaking to witnesses and reviewing evidence, give you a written outcome with reasons, and offer a right of appeal.
At the grievance meeting, you have the right to be accompanied by a trade union representative or colleague. A union representative can present your case, ask questions, and ensure the process is fair.
Watch for retaliation. Your employer must not treat you unfairly for raising a grievance. Retaliation — being sidelined, passed over, or subjected to a retaliatory disciplinary — could be unlawful victimisation.
For more detail on the full process, see our complete guide to disciplinary and grievance procedures.
You can appeal a grievance outcome, on the same footing as a disciplinary appeal.
If the treatment continues and you feel forced out, read constructive dismissal before you resign.
FAQs
Can I raise a grievance while facing a disciplinary?
Yes. You can raise a grievance at any point, including during an active disciplinary process. This is relevant if you believe the disciplinary itself is unfair or motivated by discrimination. Your employer cannot pressure you to drop the grievance because a disciplinary is ongoing. In some cases, the disciplinary may be paused while the grievance is investigated.
Do I need to use my employer’s grievance form?
No. A letter or email clearly marked as a formal grievance is legally sufficient. If your employer provides a form, using it avoids any argument about whether you followed the correct procedure. Either way, keep a copy of everything you submit.
Can I raise a grievance anonymously?
A formal grievance cannot be anonymous — your employer needs to know who is raising the complaint to investigate and respond. If you are worried about retaliation, say so in your letter and ask what steps your employer will take to protect you. You are legally protected from victimisation for raising a grievance.
What if my employer ignores my grievance?
Send a written follow-up referencing the ACAS Code of Practice and their obligation to investigate. If they still do not respond, that is a serious procedural failure. An Employment Tribunal will take it seriously — and it can result in a 25% uplift to compensation. Contact a trade union or ACAS (0300 123 1100) for advice on your next steps.
Should I keep working while my grievance is being investigated?
Yes, in most cases. Continue working as normal. Keep a detailed record of any changes in how you are treated after submitting the grievance. If the situation becomes genuinely intolerable, seek advice before making any decisions about your position. Resigning without advice could weaken your legal options.
How National Employees Union can help
Writing the grievance letter is the first step. The investigation, the meeting, and the appeal all require handling — and an experienced representative makes a measurable difference to the outcome.
National Employees Union members get:
- Help drafting your grievance letter — making sure it is specific, well-evidenced, and legally sound
- A trained representative at your grievance meeting to present your case and challenge procedural failings
- Advice on your rights at every stage
- Support with appeals if the outcome is unsatisfactory
- Guidance on next steps — including Employment Tribunal options if needed
You do not need to navigate this alone. Advice and representation on your own case start three months after you join. If you need help sooner, a £237 surcharge applies.
Join the National Employees Union
Membership from £15/month.
Written by the National Employees Union team, based on our experience supporting employees through grievance procedures across UK workplaces. Last updated July 2026. For advice specific to your situation, contact us.
