How to write a grievance letter

Knowing how to write a grievance letter can help when a problem at work has become difficult to explain in conversation. A clear letter tells your employer what happened, how it affected you and what you are asking it to do. You do not need to fill it with legal language. Use dates, names and the documents you have. Separate what you witnessed from what someone told you. If you are uncertain about a detail, say so. This guide gives you a structure you can adapt without inventing a legal claim or adding events that did not happen.

Before you write

The ACAS Code of Practice on Disciplinary and Grievance Procedures says a grievance should be raised formally in writing without unreasonable delay. It should normally go to your line manager. If your manager is the subject of the grievance, send it to another manager. Check who you are addressing before you send it.

The Code uses “should” when describing these steps. A grievance letter is your written account, not a tribunal decision. Keep the letter focused on the events you want the employer to consider. Do not add legal labels merely because you have seen them in another employee’s letter.

Before drafting, gather the relevant messages, notes and documents. Put them in date order and make a brief list of the events you want to describe. If several documents cover the same event, identify the most useful records rather than repeating the same account in several paragraphs.

Decide what you are asking the employer to do. Describe the outcome in words you would use in a meeting. If you are not sure what change would help, explain the problem you want addressed. You can ask for a meeting to discuss it rather than invent an outcome you do not want.

What to include in your grievance letter

Use the following order as a drafting checklist. Each item has a different purpose. Keep the description of events separate from the effect on you and the outcome you are requesting. That makes it easier for the reader to follow the account without having to search for the request.

The date order matters because it helps the reader connect your account with the evidence. Use the date shown on a document where you can. If you remember an event but not its exact date, explain that uncertainty. Do not turn an estimate into a definite date.

For the evidence list, give each document a recognisable name and date. Refer to the relevant document beside the event it supports. Include only material that helps explain the complaint. A long attachment list is not a substitute for saying what you want the employer to consider.

Your name and role. Identify who is raising the grievance and your job.

The date. Use the date you send the letter.

A statement that this is a formal grievance. Make that clear in the subject and opening sentence.

What happened, in date order, with names. Describe the events and who was involved.

How it affected you. Explain the effect in your words without guessing what others intended.

The evidence you have, listed. Give document names and dates so they can be matched to your account.

The outcome you are asking for. Describe the change or response you would like.

A request for a meeting and to be accompanied. State your request clearly.

A simple grievance letter structure

The structure below is a template, not a completed grievance. Replace the square bracket text with details from your records. Delete any heading you do not need. Do not leave placeholders in the version you send, and do not add a legal claim unless you have received advice about it.

Read the draft once for accuracy and once for clarity. Check that the dates agree with your attachments and that each name identifies the person you mean. If a paragraph repeats another, combine them. You can be firm about the complaint while keeping the sentences short.

[Your name] [Your role] [date] To: [manager's name] Subject: Formal grievance Dear [manager's name], Formal grievance I am raising a formal grievance about [brief description]. What happened On [date], [what happened on date, with names]. On [date], [the next event, with names]. How this affected me [Describe the effect on you]. Evidence [Document name and date]. [Other document name and date]. Outcome requested I am asking for [the outcome you want]. Meeting and companion Please arrange a meeting to discuss my grievance. I request to be accompanied by [a colleague or trade union representative]. Yours sincerely, [Your name]

After you send it

Under the Code, the employer should arrange a formal meeting without unreasonable delay. Keep a copy of the letter and its attachments. Note the date you sent it and the manager you sent it to. Save any acknowledgement so the correspondence stays with the grievance.

A worker has the right to be accompanied by a colleague or trade union representative at a grievance hearing if they reasonably request it. This right is in Employment Relations Act 1999 section 10. Make the request clearly rather than assuming the employer knows you want someone with you.

Before the meeting, reread the letter and check the documents you referred to. Prepare a short list of the matters you want to discuss. If you notice an error in your letter, explain the correction rather than silently replacing the copy. Keep any later correspondence with the version you sent.

Use your preparation to distinguish the events, their effect and the outcome you requested. Those are the same parts of the letter, now ready for discussion. You do not need to memorise every sentence. A dated account and a labelled evidence list can help you refer to the relevant details.

Get your grievance letter reviewed

If the letter is becoming long or you are unsure what to include, ask for a review before sending it. Belonge’s document review and redrafting service can help with the letter. Provide the draft and the evidence you refer to so the wording can be reviewed against your account.

If you also need advice about the legal merits of your case and the action to take, book a Case Assessment. The appointment includes a review of your evidence and key documents. Tell the legal expert whether the letter has already been sent and share the response if there is one.

A Case Assessment costs £149, or 3 payments of £49.67 with Klarna. It includes one hour with a legal expert by video or audio on Microsoft Teams, a review of your evidence and key documents, and a written report within 24 hours of your appointment if all required documents are provided.

Our legal experts are solicitors, barristers, CILEX professionals and accredited HR Directors. We advise employees in England, Scotland and Wales.

Belonge prepares clients. We do not represent clients and do not attend meetings, hearings or tribunals.

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Review your documents and the action you need to take with a legal expert. Book a Case Assessment before making decisions about your case.