How to Write a Grievance Letter (UK)
How to write a grievance letter UK workers can rely on starts with one thing: clear facts, a specific outcome request, and wording that triggers your employer's formal process.
The short answer
A grievance letter sets out your workplace complaint in writing, triggering your employer's formal grievance procedure. Under ACAS guidelines, employers must deal with grievances fairly and promptly.
Contents
When to raise a formal grievance
You should raise a formal grievance if informal attempts to resolve the issue have failed, or if the matter is serious enough to require a written record. Common situations include bullying or harassment, significant changes to your role or pay without agreement, unfair treatment compared to colleagues, and breaches of your employment contract.
Common reasons to raise a grievance
- Bullying, harassment, or discriminatory treatment
- Unlawful changes to pay, hours, or duties
- Failure to follow company policies or procedures
- Health and safety concerns that haven't been addressed
- Victimisation for whistleblowing
What to include in your grievance letter
A strong grievance letter is specific, factual, and clearly structured. Avoid emotional language — stick to what happened, when, who was involved, and what you want resolved.
What to include
- Your name, job title, department, and date
- A clear statement that this is a formal grievance
- The specific issue, with dates and factual details
- Names of anyone involved or who witnessed events
- Any evidence you have (emails, messages, documents)
- The outcome you are requesting
- A request for a written response within a reasonable timeframe
The UK grievance process (ACAS guidelines)
Under the ACAS Code of Practice, employers must investigate grievances in a reasonable time, invite you to a formal meeting, and allow you to be accompanied by a colleague or trade union representative. If the outcome is unsatisfactory, you have the right to appeal.
The process step-by-step
- Submit your grievance in writing to your manager or HR
- Employer acknowledges receipt (usually within 5 working days)
- Grievance meeting is arranged — you can bring a companion
- Employer investigates and issues a written decision
- You may appeal the decision if you disagree
Sample structure for your grievance letter
Use this structure as a starting point. Fill in your specific details and adjust the tone to be firm but professional.
Letter structure
- Opening: State you are raising a formal grievance under the company grievance procedure
- Background: Brief context about your role and when the issues began
- The complaint: Specific incidents with dates, what was said/done, who was present
- Impact: How this has affected your work, wellbeing, or contractual position
- What you want: The specific resolution you are seeking
- Closing: Request for a written response and a grievance meeting
UK grievance letter example
Edit this template with your facts, dates, and requested outcome before sending.
Subject: Formal Grievance under Company Procedure Dear [Manager/HR Name], I am writing to raise a formal grievance regarding [issue]. I work as [job title] in [department], and the incidents outlined below occurred between [date] and [date]. On [date], [describe incident factually]. On [date], [second incident]. [Name(s)] were present and can confirm what happened. I have attached relevant evidence, including [emails/messages/documents]. This has affected me by [impact on work/wellbeing]. I am requesting [specific outcome], and I would like this matter investigated in line with the company grievance procedure and ACAS guidance. Please confirm receipt of this grievance and let me know the date of the grievance meeting. Yours sincerely, [Your Name]
Common mistakes to avoid
- Being vague — 'I feel mistreated' without specific dates or examples
- Including irrelevant personal history that weakens the core complaint
- Sending the letter before you have gathered any supporting evidence
- Using aggressive or emotional language that shifts focus from the facts
- Not specifying what outcome you want from the process
- Forgetting to keep a copy of everything you send
Next steps
- 1Gather any emails, messages, or documents that support your complaint
- 2Check your employer's grievance policy (usually in your staff handbook)
- 3Notify your trade union rep if you are a member
- 4Draft your letter using the structure above
- 5Send by email (to create a timestamp) and keep a full copy
- 6Note the date and follow up if you don't receive acknowledgement within 5 working days
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