How to write a formal grievance letter at work: a complete step-by-step guide

Free grievance letter template: Download the editable Word template or download the PDF examples and evidence checklist. Includes a formal letter, a fictional email example, optional wording and an incident timeline. Free, with no account required.

Experiencing a serious problem at work can be stressful, particularly when you feel that your concerns haven't been heard or addressed.

Perhaps you've repeatedly raised concerns about unreasonable treatment. Maybe you're experiencing bullying, discrimination, an unresolved pay issue or a breakdown in your relationship with your manager.

Whatever the circumstances, you deserve to understand how to raise concerns appropriately and what to expect from the process.

One option is to submit a formal grievance.

A formal grievance is a written complaint raised with your employer about a workplace problem. It triggers an established process through which your employer should consider your concerns and respond appropriately.

However, writing a grievance letter can feel intimidating.

What should you include? How much evidence do you need? Should you name colleagues? What happens after you submit it?

This guide explains how to prepare a clear, factual and effective grievance letter, with practical examples and guidance on navigating the process.

What is a formal grievance?

A formal grievance is a complaint raised through an employer's formal grievance procedure.

It usually concerns an issue affecting an employee or worker personally, although the circumstances and appropriate procedure may vary.

Examples include:

• Bullying or harassment.
• Discrimination.
• Unfair or inconsistent treatment.
• Pay disputes.
• Concerns about contractual arrangements.
• Unreasonable working conditions.
• Problems with management behaviour.
• Workplace relationships that have seriously deteriorated.
• Repeated concerns that have not been resolved informally.

A grievance is not simply a letter expressing dissatisfaction.

It is a formal request for your employer to examine a workplace concern and consider an appropriate resolution.

Employers should have a fair process for dealing with grievances, informed by the Acas Code of Practice on disciplinary and grievance procedures.

When should you raise a formal grievance?

Not every workplace disagreement needs to become a formal grievance.

Sometimes, an honest conversation with a manager can resolve a misunderstanding quickly.

For example, if you're unhappy about how work is allocated, you might initially explain your concerns and ask whether responsibilities can be reviewed.

However, informal resolution may not be suitable where:

• The issue is particularly serious.
• You feel unsafe or intimidated.
• The concern involves discrimination or harassment.
• Previous attempts to resolve the matter have failed.
• Your manager is directly involved.
• You believe the matter requires a documented investigation.

You do not have to attempt informal resolution first where the circumstances make that inappropriate.

Your employer should not prevent you from raising a formal grievance simply because you haven't tried an informal approach.

Before writing your grievance letter

Preparation can make a significant difference to how clearly your concerns are understood.

1. Read your employer's grievance policy

Start by finding your organisation's grievance procedure.

It may be available through your staff handbook, intranet, HR department or employment documentation.

Check:

• Who should receive the grievance.
• Whether a particular form is required.
• What happens after submission.
• How meetings are arranged.
• How decisions are communicated.
• What appeal arrangements apply.

If your grievance concerns your line manager, the procedure should normally identify an alternative person or department.

2. Identify the main issue

A grievance is more effective when its central concern is clear.

For example:

"I am raising a formal grievance about repeated inappropriate comments made by my line manager during team meetings."

This is more useful than:

"I am unhappy with everything that has happened at work."

If several issues are connected, organise them into separate sections rather than presenting them as one long account.

3. Prepare a timeline

Create a chronological record of relevant events.

Include dates, approximate times, locations and the people involved where known.

For example:

You don't need perfect records of every conversation.

Where you cannot remember an exact date, explain that the date is approximate.

Avoid presenting assumptions as established facts.

4. Gather relevant evidence

Evidence may include:

• Emails.
• Messages.
• Payslips.
• Contracts.
• Relevant policies.
• Meeting notes.
• Performance records.
• A contemporaneous record of incidents.
• Names of people who may have witnessed events.

Only use information you are lawfully entitled to access and share.

Do not access colleagues' private records, take confidential information without authorisation or attempt to obtain evidence through improper means.

5. Consider what outcome you want

Think about what would help resolve the problem.

Depending on the circumstances, you might request:

• A fair investigation.
• An explanation of a decision.
• Correction of an administrative error.
• Appropriate action to prevent further incidents.
• A review of working arrangements.
• Mediation, where suitable and voluntary.
• Relevant management training.
• A commitment to improved communication.

You can request an outcome, but your employer may not be able to guarantee a particular result.

For example, you may not be entitled to know the details of confidential disciplinary action involving another employee.

How to structure a formal grievance letter

A clear structure makes your grievance easier to investigate.

Step 1: state that you are raising a formal grievance

Begin with a direct statement:

"I am writing to raise a formal grievance under the organisation's grievance procedure."

This removes uncertainty about whether you're seeking informal advice or initiating a formal process.

Step 2: summarise the concern

Explain the central issue in a few sentences.

For example:

"My grievance concerns repeated inappropriate comments about my working arrangements and the failure to address concerns I previously raised."

Step 3: describe the relevant incidents

Set out what happened in chronological order.

Include factual details, but avoid unnecessary speculation about people's motives.

Compare these examples.

Less effective:

"My manager clearly hates me and is trying to ruin my career."

More effective:

"On 14 October, my manager told me during a team meeting that I was 'not committed enough' because I had requested previously approved annual leave. Three colleagues were present."

The second statement identifies something that can be examined.

Step 4: explain the impact

Describe how the situation has affected you.

This might include difficulties performing your role, concerns about your working relationships or the effect on your wellbeing.

Be accurate and proportionate.

You do not have to disclose private medical information unless it is relevant and you choose to share it.

Step 5: describe previous attempts to resolve the matter

If you've already raised the issue, explain when, with whom and what happened.

For example:

"I raised these concerns informally with my manager on 17 October. Although we discussed the issue, similar incidents have continued."

If informal resolution was inappropriate, you can explain why.

Step 6: identify the resolution you're seeking

Be specific where possible.

For example:

"I would like the incidents investigated, clarification of the organisation's expectations regarding professional conduct and appropriate steps to prevent recurrence."

Step 7: request confirmation of the next steps

Close by asking for acknowledgement and information about the grievance process.

Example: a formal grievance letter

Subject: Formal grievance - workplace treatment

Dear [HR Manager's Name],

I am writing to raise a formal grievance under the organisation's grievance procedure.

My grievance concerns repeated inappropriate comments made by my line manager during team meetings and the impact this has had on my working environment.

On [Date], during [Meeting], my manager stated [Factual Description]. The following colleagues were present: [Names, if appropriate].

A similar incident occurred on [Date], when [Description].

I raised my concerns informally on [Date]. Unfortunately, the matter has not been resolved.

These incidents have affected my confidence in raising questions during meetings and have made my working environment increasingly uncomfortable.

I have retained relevant emails and notes, which I can provide as part of the investigation.

I would like the organisation to investigate these concerns fairly and consider appropriate measures to prevent further incidents.

Please confirm receipt of this grievance and advise me of the next steps under the formal procedure.

Kind regards,

[Your Name]

Need help structuring your concerns? Download the free grievance letter template (Word) or the PDF with example wording and evidence checklist.

What happens after submitting a grievance?

The precise process depends on your employer's procedure, but it will usually involve several stages.

Acknowledgement

Your employer should acknowledge the grievance and explain what happens next.

There is no single statutory deadline that applies to every grievance investigation, but the process should be handled without unreasonable delay.

Investigation

The employer may need to gather documents, interview relevant people or establish a timeline.

The person investigating should approach the matter fairly and consider relevant evidence.

A grievance should not be dismissed simply because the employer disagrees with the employee's initial account.

Equally, raising a grievance does not mean that every allegation has already been established.

Grievance meeting

You will normally be invited to discuss your grievance.

Prepare by reviewing your letter, evidence and desired outcomes.

You can ask questions, clarify details and explain anything that may have been misunderstood.

Where the statutory right to be accompanied applies, you can usually bring an eligible colleague or trade union representative.

The precise legal entitlement depends on the nature of the grievance. Employers should also consider reasonable adjustments for disabled workers, which may affect support arrangements.

Written outcome

After considering the matter, the employer should communicate the outcome in writing.

The response should explain the decision and provide sufficient information about the reasoning, subject to confidentiality obligations.

Appeal

If you're dissatisfied with the outcome or believe the process was unfair, you should normally have an opportunity to appeal.

Check the relevant policy for the deadline and appeal procedure.

An appeal should explain why you believe the original decision or process should be reconsidered.

What if your grievance is about your manager?

You should not normally be required to submit a grievance directly to the person whose conduct you're complaining about.

Check whether your employer's procedure allows you to contact:

• A more senior manager.
• HR.
• A designated grievance officer.
• Another appropriate person within the organisation.

If your organisation is very small and there is no independent manager, ask how it intends to manage potential conflicts of interest.

Can you be treated badly for raising a grievance?

Employers should not punish workers simply for raising genuine workplace concerns.

However, the precise legal protections depend on the nature of the complaint and the circumstances.

For example, raising concerns about discrimination may engage legal protections against victimisation.

Protected whistleblowing disclosures may involve different legal rights.

Not every grievance automatically qualifies as whistleblowing or as a protected act under discrimination law.

If you experience adverse treatment after raising a concern, keep a factual record and seek advice.

Important: grievances and employment tribunal deadlines

Submitting a grievance does not automatically pause the time limit for making an employment tribunal claim.

This is especially important if your concerns involve discrimination, unpaid wages or other potentially unlawful treatment.

In Great Britain, most employment tribunal claims arising on or after 1 October 2026 have a six-month-minus-one-day time limit. Most claims arising before that date still have a three-month-minus-one-day limit, although some claim types have different limits. Breach-of-contract claims in Scotland have a separate commencement date of 9 November 2026. Check the rules for your particular claim promptly with Acas or a qualified adviser.

The rules can be complicated. Acas early conciliation can affect the calculation of your deadline and has separate rules.

If you think you may need to bring a claim, contact Acas or obtain legal advice promptly rather than waiting for the grievance process to finish.

Common grievance letter mistakes

Including unsupported accusations

Explain what happened and what evidence you have.

Avoid presenting suspicions as proven facts.

Using aggressive language

A grievance can be firm without being insulting.

Professional language makes your concerns easier to investigate.

Including irrelevant historical disagreements

Focus on events that are relevant to your complaint.

Older incidents may provide context, but avoid overwhelming the reader with unrelated disputes.

Failing to explain the outcome you want

Even where your employer cannot provide everything requested, understanding your preferred resolution can help guide the process.

Sending the letter to everyone

Follow the grievance procedure and share sensitive information only with appropriate recipients.

Resigning without seeking advice

If you're considering resigning because of serious treatment at work, obtain advice before making an irreversible decision.

Frequently asked questions

Do i need proof before raising a grievance?

You don't necessarily need documentary proof of every allegation. However, you should provide as much accurate information as reasonably possible to help your employer investigate.

Can i raise a grievance by email?

Yes, written grievances can generally be submitted by email, subject to your organisation's procedure.

Can i bring someone to a grievance meeting?

There is a statutory right to be accompanied in qualifying grievance meetings. Check the circumstances and your employer's policy. Reasonable adjustments may also be relevant.

Can i raise a grievance while off sick?

Potentially, yes. Discuss appropriate arrangements and any adjustments needed to participate fairly.

Will the person i'm complaining about see my grievance?

They may need to know relevant allegations to respond fairly. Absolute confidentiality cannot always be guaranteed, but information should be handled appropriately and shared only as necessary.

What if my employer ignores my grievance?

Follow up in writing, keep records and seek advice from Acas, your union or an employment adviser. Do not assume that legal deadlines are suspended.

Final thoughts: a strong grievance is clear, factual and focused on resolution

Raising a formal grievance can feel daunting, particularly when relationships at work have already become difficult.

However, a well-structured grievance gives your employer a clear opportunity to understand your concerns, investigate relevant events and consider an appropriate response.

Focus on facts, organise your evidence and explain what you would like to happen next.

You don't need to use complicated legal language to be taken seriously.

Need to raise a formal grievance?

Download the editable grievance letter template (Word) or the PDF examples and evidence checklist to organise your concerns clearly and professionally. Both are free, with no signup required.

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Further reading

• Acas: Formal grievance procedure
• Acas: Grievance letter template
• Acas: Employment tribunal time limits

This guide provides general workplace information for Great Britain, not individual legal advice. Northern Ireland has different employment law and procedures; contact the Labour Relations Agency at lra.org.uk for local guidance. If your concerns involve discrimination, dismissal, whistleblowing or potential tribunal proceedings, seek appropriate advice promptly.

Official guidance checked on 3 November 2026. Employment law can change; check the current guidance for your circumstances.