Grievances
How to Write a Formal Grievance Letter at Work
Write a clear formal grievance letter with a practical example, evidence checklist and guidance on explaining the problem and the outcome you want.
A good grievance letter explains facts and requests action
A formal grievance letter should say that you are raising a formal complaint, explain the main incidents, identify supporting evidence and state what you want the employer to do. Send it to the contact in your grievance policy. You do not need complicated legal language or a complete legal case before the employer can investigate.
If writing feels difficult, start with headings and short notes. Put the strongest information first, then add a separate timeline if needed. A representative can help you organise your account, but the final version should accurately reflect your own experience. Do not include an allegation simply because it appears in a template.
Check the procedure and recipient
Read the grievance policy before sending. Check who receives a complaint, how it should be submitted and what happens if it concerns your manager. If the policy is unavailable, ask for a copy and keep the request. Where there is a conflict, explain why an alternative handler is needed.
An informal conversation is sometimes useful, but it is not appropriate in every case. If the matter is serious, informal efforts failed or you do not want an informal approach, say so briefly. The letter can explain the earlier steps without suggesting that you were required to tolerate further incidents before complaining.
Use a structure the reader can follow
Begin with the issue in one or two sentences. Then present numbered incidents or themes, giving dates and the relevant people. Explain the work impact and refer to an evidence index. Finish with the outcome you seek and any immediate arrangements you need while the complaint is reviewed.
Avoid a long opening about the law before explaining the event. An investigator needs to know what happened and where to look. If discrimination or another protected concern is involved, describe the connection clearly and honestly. You do not need to include a statute number to communicate that concern.
- Opening: state that this is a formal grievance and identify the subject.
- Facts: describe what happened, with dates or clearly labelled approximations.
- Evidence: list relevant messages, documents and people with information.
- Resolution: explain what you want investigated or changed.
- Next steps: ask for acknowledgement, a meeting and the proposed timetable.
An illustrative grievance letter example
The following example is fictional and should be adapted rather than copied as a factual account. Subject: Formal grievance concerning repeated public criticism and withheld work information. Dear appropriate manager, I am raising a formal grievance about incidents involving my supervisor during October. I am asking for a fair investigation and arrangements that allow me to carry out my work without personal remarks.
On 7 October, during the morning briefing, my supervisor described my report as useless in front of the team. I asked what corrections were required but was not given details. On 10 October, I was removed from the update email for the same task and subsequently criticised for not following revised instructions. I attach the relevant email exchange and identify the briefing attendees in the accompanying timeline.
I tried to discuss this privately on 12 October. My understanding was that future feedback would identify specific corrections, but a similar incident occurred on 15 October. These events have made it difficult to obtain clear instructions and complete the task. I would like the incidents reviewed, written expectations for the work and an appropriate contact while the grievance is considered.
Please confirm receipt, who will handle the matter and the next steps under the grievance procedure. I would also like information about accompaniment at the grievance meeting. Yours sincerely, employee name. This example illustrates a structure; it does not establish that the described events meet any particular legal test.
Add evidence without overwhelming the letter
Use a simple index such as item 1, email dated 10 October, showing the instruction change. Refer to the item next to the relevant incident. Preserve originals and include enough context to understand the exchange. If a record is held by the employer, identify it and ask that it be preserved.
Do not attach unrelated confidential information or whole mailboxes. If a document contains sensitive details about others, ask how to provide it appropriately. Your letter can explain what you know and what needs checking without pretending you have all the evidence. Label memory, hearsay and direct observation separately.
State a realistic outcome
You might request an investigation, correction of an inaccurate record, clear allocation criteria, private feedback or a review of working arrangements. Explain why the outcome would help. It is usually more useful to identify the problem to solve than to demand a named colleague’s dismissal before an investigation.
Ask for immediate support separately from the final outcome. For example, you may need a point of contact or an accessible meeting format now. If disability or health affects participation, describe the practical barrier and requested adjustment. Keep a copy of the request and response.
Check and keep the final version
Read the letter once for accuracy and once for clarity. Confirm dates, names and attachments. Remove statements about motives that you cannot support, or identify them as concerns to investigate. Keep the submitted version, the evidence index and acknowledgement together.
A grievance does not stop tribunal deadlines. If you may want to take legal action, check the relevant dates while the internal process continues. Do not postpone advice because the letter is unfinished. A short, accurate account sent through the correct route is a more useful starting point than a perfect document that never leaves your drafts.
Frequently asked questions
Does my letter need to say formal grievance? It is helpful to make your intention clear so the employer knows you are requesting its formal procedure. The substance of the concern still matters.
Can someone help me write it? Yes. A representative or trusted person can help organise the wording. Check that every statement remains accurate and that you understand the final version.
Do I need all the evidence before sending? No. Identify what you have and what the employer should check or preserve. Do not delay an urgent complaint or legal advice while seeking a complete file.
Sources and scope
Guidance checked on 25 October 2026. This article covers England, Wales and Scotland. Northern Ireland has different employment laws and procedures; check the Labour Relations Agency guidance. Examples are fictional. Laws and procedures can change, so check the linked guidance and get advice about your circumstances.
Dealing with something similar at work?
EviDiary helps you organise workplace incidents, notes and supporting evidence into a dated timeline. You can prepare a report using the features available on your plan. Start with the facts you remember and label any uncertainty; a diary does not independently verify an allegation or guarantee a legal outcome. EviDiary helps you document what happened and does not replace independent legal advice.
General information, not legal advice. Consider advice relevant to your own circumstances before making decisions.
Share this article
Related reading
What Evidence Do I Need for a Workplace Grievance?
Prepare relevant evidence for a workplace grievance: factual accounts, messages, work records and an index explaining what each item supports and cannot prove.
What Happens After You Raise a Grievance at Work?
Understand the usual grievance stages: acknowledgement, investigation, meeting, written outcome and appeal, plus practical ways to prepare and follow up.
How to Build a Workplace Incident Timeline for HR
Build a clear workplace incident timeline for HR with accurate dates, concise events, evidence references and follow-ups that preserve context and uncertainty.