Grievance Letter UK 2026: How to Write One + Templates

Workplace issues can arise in any organisation. When problems such as unfair treatment, bullying, discrimination or breaches of employment terms cannot be resolved informally, employees may need to take formal action by submitting a grievance letter. A grievance letter is the written document used to formally raise a workplace complaint with an employer, triggering the organisation’s internal grievance procedure.

Under UK employment law, employers are expected to deal with workplace complaints fairly and consistently. Most organisations have a formal grievance procedure in place, often set out in a staff handbook or employment contract, explaining how employees can raise concerns and how those concerns will be investigated and resolved. Submitting a grievance letter is usually the first step in that formal process and should be handled in line with the principles set out in the Acas Code of Practice.

A well-written grievance letter allows an employee to clearly set out the issue they are experiencing, provide supporting facts and explain what outcome they are seeking. It also gives the employer an opportunity to investigate the matter and resolve the problem before it escalates further. If the issue cannot be resolved internally, employees may consider next steps such as Acas Early Conciliation and, where appropriate, an employment tribunal claim.

What this article is about
This guide explains how grievance letters work under UK employment law and how employees can write an effective grievance letter to their employer. It covers what a grievance letter is, when it should be used, how to structure the letter, and what happens after a grievance has been submitted. The article also includes practical grievance letter templates and examples, including letters for unfair treatment, bullying and complaints against managers.

Section A: What Is a Grievance Letter?

A grievance letter is a formal written complaint submitted by an employee to their employer about a workplace issue. It is typically used when informal discussions have failed to resolve the problem, or when the issue is serious enough to require a formal investigation under the employer’s grievance policy.

In most organisations, submitting a grievance letter begins the formal grievance procedure, which may involve meetings, investigations and a written decision by the employer. Understanding what constitutes a grievance letter and when it should be used is an important step in resolving workplace disputes effectively.

1. Grievance letter meaning

A grievance letter is a written statement from an employee explaining a workplace concern, complaint or problem that they want their employer to address.

Commonly referred to as a formal grievance letter or official grievance letter, the document sets out the nature of the issue, provides relevant details and asks the employer to investigate the matter through the organisation’s grievance procedure.

Typical issues raised in a grievance letter may include unfair treatment at work, workplace bullying or harassment, discrimination, breaches of terms and conditions, disputes about working conditions, concerns about workplace safety, or problems with pay or benefits. A grievance may also relate to how an employee is being treated at work, including allegations of victimisation or other inappropriate behaviour.

The purpose of a written grievance letter is to ensure that the complaint is clearly recorded and that the employer has sufficient information to investigate the issue properly.

A grievance letter also creates a formal record of the complaint, which may later be relevant if the issue cannot be resolved internally and progresses to a formal dispute or tribunal claim.

2. Informal complaints vs formal grievance letters

Not all workplace concerns require a formal grievance letter. In many cases, issues can be resolved through informal discussions with a manager, HR representative or another appropriate person within the organisation. For example, an employee might initially raise a concern about workload or workplace behaviour through a quiet word or informal conversation. If the matter is addressed quickly, there may be no need for a formal grievance.

However, a formal grievance letter may be appropriate where informal attempts to resolve the issue have failed, the issue is serious, the employee wants the employer to formally investigate the matter, or the complaint involves a line manager or supervisor. Employees will often find it helpful to review any workplace guidance on raising a grievance at work before escalating a concern formally.

Once a grievance letter has been submitted, the employer should normally follow its formal grievance procedure to investigate the issue and determine how it should be resolved.

3. Legal framework for workplace grievances in the UK

Although UK employment law does not require employees to submit a grievance letter before bringing a tribunal claim, workplace grievances are governed in practice by the Acas Code of Practice on Disciplinary and Grievance Procedures. The Code provides guidance for employers on how grievances should be handled fairly and without unreasonable delay, including investigating grievances where appropriate, holding a grievance meeting, allowing the employee to be accompanied in qualifying circumstances, providing a written decision, and offering a right of appeal.

Employment tribunals take the Acas Code into account when considering workplace disputes. Where either party unreasonably fails to follow the Code, a tribunal may adjust compensation by up to 25%. For this reason, raising concerns through a grievance letter can be an important step in attempting to resolve workplace problems before legal action is considered, even though it is not legally mandatory.

Where a grievance cannot be resolved internally and a legal claim is being considered, employees will usually need to start Acas Early Conciliation before presenting most tribunal claims. Time limits are strict and will depend on the type of claim, although many common claims must be brought within three months less one day of the act complained of.

Section Summary A grievance letter is the formal written complaint used by employees to raise workplace concerns with their employer. While many issues can be resolved informally, a formal grievance letter is often necessary where problems persist or involve serious matters such as discrimination, bullying, victimisation or breaches of contract. Submitting a grievance letter typically begins the employer’s formal grievance procedure, which should follow the principles set out in the Acas Code of Practice. Not all workplace complaints amount to unlawful conduct, but a clear, factual grievance letter helps the employer understand the concern and respond fairly.

Section B: How to Write a Grievance Letter

Writing a grievance letter can feel daunting, particularly where the complaint involves sensitive issues such as unfair treatment, workplace bullying or a dispute with a manager. However, a grievance letter does not need to be long or complex. The most effective letters are clear, factual and structured in a way that allows the employer to understand the issue and investigate it properly under the organisation’s grievance procedure.

When writing a grievance letter, the aim is to present the key facts of the complaint, explain how the issue has affected you and state what outcome you would like your employer to consider. Providing clear information at the outset helps ensure the grievance can be investigated efficiently and fairly.

1. Key information to include in a grievance letter

A formal grievance letter should provide enough detail for the employer to understand the nature of the complaint and determine what action may be required. At the same time, the content should remain focused and relevant.

Most grievance letters should include the following information:

• your name, job title and department
• your start date and length of employment where relevant
• a clear description of the issue you are complaining about
• the dates, times and locations of any relevant incidents
• the names of individuals involved and any witnesses
• details of any evidence that supports your complaint
• the impact the issue has had on you or your work
• steps you have already taken to try to resolve the issue informally
• what outcome you would like your employer to consider

Including this information allows the employer to investigate the grievance thoroughly and ensures that your concerns are properly understood. Where multiple incidents are involved, it can also be helpful to present events in chronological order so that the employer can clearly follow what has happened.

2. Step-by-step process for writing a grievance letter

Although there is no fixed format required for a grievance letter, following a logical structure can help ensure the complaint is clearly presented.

Step 1: Start with a brief introduction
Begin by identifying yourself and explaining that you are writing to raise a formal grievance. For example: “I am writing to raise a formal grievance regarding my treatment at work.” This immediately clarifies the purpose of the letter and helps avoid any misunderstanding about whether the complaint is being raised formally.

Step 2: Provide background information
Explain your role within the organisation and include any relevant background information. This is usually limited to your job title, department and how long you have worked for the organisation, but it may also include any brief context needed to understand the complaint. This section should remain concise and focus on information relevant to the grievance.

Step 3: Describe the issue clearly
Set out the details of the complaint, focusing on what happened, when it happened and who was involved. Where possible, include specific dates and factual information rather than general statements. For example, rather than stating that a manager “regularly treats me unfairly”, it is more effective to provide specific examples of incidents.

Step 4: Explain the impact of the issue
Explain how the issue has affected you personally or professionally. This might include stress or anxiety, difficulty performing your duties or concerns about fairness, dignity and respect in the workplace. Explaining the impact helps the employer understand why the issue needs to be addressed.

Step 5: Describe attempts to resolve the issue
Employers often expect employees to attempt informal resolution before submitting a formal grievance, where appropriate. If you have already raised the issue informally, briefly explain what steps were taken, who you spoke to and why the issue remains unresolved.

Step 6: State what outcome you are seeking
Explain what action you would like the employer to consider. This might include an investigation, action to address inappropriate behaviour, mediation between employees, clarification of workplace expectations or training. Being clear about the outcome you are seeking can help the employer focus its response and ensure the next steps are proportionate and fair.

3. Common mistakes when writing grievance letters

While grievance letters should be clear and factual, employees sometimes make mistakes that can make the complaint more difficult for the employer to investigate.

Common mistakes include:

• Using overly emotional or aggressive language which can undermine the credibility of the complaint and distract from the key facts.
• Making allegations without sufficient detail such as dates, examples or supporting evidence, which may limit the employer’s ability to investigate.
• Including unnecessary information that makes the grievance harder to follow or obscures the core issues.
• Failing to explain the outcome you want which can leave the employer unclear about what resolution you are seeking.

Section Summary A grievance letter should be clear, factual and structured so the employer can understand the complaint and investigate it properly. The letter should set out what happened, when it happened, who was involved, the impact on the employee and what outcome is being requested. Keeping the content focused, professional and supported by relevant detail helps the grievance process operate fairly and reduces the risk of misunderstanding or delay.

Section C: Grievance Letter Templates and Examples (UK)

Many employees find it easier to write a grievance letter when they have a clear template or example to follow. While there is no legally required format for a grievance letter in the UK, using a structured template can help ensure that the key information is included and that the complaint is presented clearly.

The examples below illustrate different types of grievance letters commonly used in workplace disputes, including complaints about unfair treatment, bullying and concerns involving a manager. These templates are intended as practical guidance and can be adapted depending on the specific circumstances of the grievance and the employer’s internal grievance policy.

1. Basic grievance letter template (UK)

The following template provides a simple structure for writing a formal grievance letter to an employer.

Grievance letter template

Dear [Manager / HR Department],

I am writing to raise a formal grievance regarding a matter that has arisen during my employment.

I have been employed by [company name] as a [job title] since [start date]. I would like to raise concerns about [brief summary of the issue].

The issue relates to the following events:

I have previously attempted to resolve this matter informally by [explain any steps taken to raise the issue]. Unfortunately, the situation has not been resolved.

This situation has had the following impact on me:

I would appreciate it if this matter could be investigated under the company’s grievance procedure. I would also welcome the opportunity to discuss this issue further at a grievance meeting.

Please confirm receipt of this letter and let me know the next steps in the grievance process.

Yours sincerely
[Employee name]

2. Example grievance letter for unfair treatment

Unfair treatment at work can arise in a number of ways, including inconsistent management decisions, unequal workloads or behaviour that an employee believes is inappropriate or discriminatory. Not all unfair treatment will amount to unlawful conduct under employment law, but employees are entitled to raise concerns where they believe they have been treated unfairly or inconsistently.

Example grievance letter for unfair treatment

Dear [Manager / HR],

I am writing to raise a formal grievance regarding what I believe to be unfair treatment in my role within the organisation.

I have worked as a [job title] in the [department] since [start date]. Over the past several months, I have experienced situations that I believe amount to unfair treatment compared with other members of the team.

For example, on [date], I was asked to complete additional duties outside my normal role while other colleagues in the same position were not asked to do so. I raised this concern with my manager on [date], but the issue has not been resolved.

This situation has made it difficult for me to carry out my role effectively and has caused me considerable stress.

I would therefore like this matter to be formally investigated under the company’s grievance procedure. I would also welcome the opportunity to discuss this matter further at a grievance meeting.

Yours sincerely
[Employee name]

3. Example grievance letter for bullying or harassment

Workplace bullying and harassment are serious issues that may require a formal grievance to ensure they are properly investigated. Concerns about workplace behaviour may involve repeated inappropriate conduct, undermining behaviour or actions that create an intimidating or hostile working environment. In some cases, the conduct may also amount to unlawful harassment under the Equality Act 2010 or involve behaviour that could lead to complaints of sexual harassment or discrimination.

Example grievance letter for bullying

Dear [Manager / HR],

I am writing to raise a formal grievance regarding behaviour that I believe constitutes bullying in the workplace.

Over the past few months, I have experienced repeated incidents involving [name / job title], which I believe have created an uncomfortable working environment.

For example, on [date], during a team meeting, comments were made about my performance that I felt were inappropriate and undermining. Similar incidents have occurred on several occasions since then.

I have attempted to address this matter informally, including speaking directly with my manager on [date], but the issue has continued.

The situation has had a negative impact on my wellbeing and ability to work effectively.

I would appreciate it if the company could investigate this matter under the formal grievance procedure.

Yours sincerely
[Employee name]

4. Example grievance letter against a manager

Employees may sometimes need to raise a grievance about the conduct of a line manager or supervisor. In these circumstances, the grievance should usually be submitted to another senior manager or to the HR department so that the matter can be investigated independently.

Example grievance letter against a manager

Dear [HR / Senior Manager],

I am writing to raise a formal grievance regarding concerns about the conduct of my line manager.

I have worked for the company as a [job title] since [start date], and I have recently experienced a number of issues relating to the way my work has been managed.

For example, on several occasions I have been criticised in front of colleagues in a way that I believe is inappropriate. One example occurred on [date], when comments were made about my work during a team meeting.

I raised these concerns informally with my manager on [date], but the situation has not improved.

I would therefore like to raise this issue formally and ask that it be investigated under the company’s grievance procedure.

I would be grateful for the opportunity to discuss this matter further at a grievance meeting.

Yours sincerely
[Employee name]

5. Short grievance letter example

In some situations, a grievance letter may be relatively short, particularly where the issue can be explained briefly. Even a short grievance letter should clearly state that a formal complaint is being raised and ask the employer to investigate the issue.

Short grievance letter sample

Dear [Manager / HR],

I am writing to raise a formal grievance regarding an issue that has arisen in my department.

The matter concerns [brief description of the issue], which occurred on [date]. I have previously attempted to resolve the issue informally but it remains unresolved.

I would therefore like this matter to be investigated under the company’s grievance procedure.

Please let me know the next steps in the process.

Yours sincerely
[Employee name]

Section Summary Using a clear template or example can make it easier to draft a grievance letter and ensure that all relevant information is included. Whether the complaint relates to unfair treatment, bullying or concerns about a manager’s conduct, the most effective grievance letters present the facts clearly, explain the impact of the situation and request that the employer investigate the matter through the formal grievance procedure.

Section D: What Happens After You Send a Grievance Letter?

Submitting a grievance letter usually marks the beginning of a formal grievance procedure within the workplace. Once the complaint has been received, the employer should follow its internal grievance policy and the principles set out in the Acas Code of Practice on disciplinary and grievance procedures. This typically involves reviewing the complaint, investigating the issue, holding a grievance meeting and providing a written decision.

Understanding what happens after a grievance letter is submitted can help employees prepare for the next stages of the process and ensure they understand their rights during the investigation.

1. Employer investigation process

After receiving a grievance letter, the employer will usually review the complaint and decide whether further investigation is required. The purpose of this stage is to establish the relevant facts before any decision is made about how the grievance should be resolved.

An investigation may involve:

• reviewing the details provided in the grievance letter
• speaking to individuals involved in the complaint
• gathering documentary evidence such as emails or internal messages
• speaking to potential witnesses

The complexity of the issue will often determine how long the investigation takes. Employers should normally handle grievances fairly and without unreasonable delay.

2. Grievance meeting and right to be accompanied

In most cases, the employer will invite the employee to attend a grievance meeting to discuss the complaint in more detail. This meeting provides an opportunity for the employee to explain their grievance, clarify the events described in the letter and provide any additional information that may help the investigation.

Employees have a statutory right to be accompanied at certain workplace meetings, including grievance hearings, by one of the following:

• a trade union representative
• an official employed by a trade union
• a fellow worker

This right is set out in the Employment Relations Act 1999 and applies to meetings where an employee is raising a complaint relating to their employment. The companion may address the meeting, present the employee’s case and confer with them during the meeting, although they cannot answer questions on the employee’s behalf.

3. Grievance outcome letter

After the grievance meeting and any necessary investigation, the employer should normally provide a written decision explaining the outcome of the grievance.

This is often referred to as a grievance outcome letter.

The outcome letter will typically explain:

• whether the grievance has been upheld, partially upheld or rejected
• the reasons for the decision
• any actions the employer intends to take
• the employee’s right to appeal the decision

The time required to reach a decision will depend on the complexity of the case, but employers should normally communicate the outcome without unreasonable delay once the investigation has been completed.

4. Appealing a grievance decision

If the employee is not satisfied with the outcome of the grievance, they will usually have the right to appeal the decision under the organisation’s grievance procedure.

The appeal should normally be submitted in writing and should explain the reasons why the employee disagrees with the outcome.

Common grounds for appeal may include:

• new evidence becoming available
• concerns that the investigation was incomplete
• disagreement with the conclusions reached by the employer

Where possible, the appeal should be heard by a manager or senior member of staff who has not previously been involved in the case. As with the original grievance meeting, employees will normally have the right to be accompanied at the appeal hearing.

5. When a grievance may lead to an employment tribunal

In some situations, the grievance procedure may not resolve the issue. Where this happens, an employee may consider pursuing a legal claim through an employment tribunal.

Common claims that may arise following a grievance include:

• unfair dismissal
• discrimination
• harassment
• unlawful deductions from wages
• breach of employment contract

Most employment tribunal claims must be brought within three months less one day of the act complained of. Before submitting a tribunal claim, the employee will usually need to notify Acas and begin Acas Early Conciliation. This process provides an opportunity for both parties to attempt to resolve the dispute without proceeding to a full tribunal hearing.

In some cases, unresolved workplace disputes may also form part of a wider claim such as constructive dismissal, particularly where an employee believes the employer has fundamentally breached the employment relationship.

Section Summary After a grievance letter has been submitted, the employer will usually review the complaint, investigate the issues raised and invite the employee to attend a grievance meeting. Employees may have the right to be accompanied at grievance meetings and will normally receive a written decision explaining the outcome. If the employee disagrees with the outcome, they may be able to appeal. Where the issue cannot be resolved internally, the dispute may ultimately progress to employment tribunal proceedings.

FAQs: Grievance Letters

What is a grievance letter?

A grievance letter is a formal written complaint submitted by an employee to their employer about a workplace issue. The letter explains the nature of the complaint and asks the employer to investigate the matter under the organisation’s grievance procedure.

Grievance letters are commonly used where informal discussions have failed to resolve a problem or where the issue is serious, such as workplace bullying, harassment, discrimination or breaches of employment terms.

How do I write a grievance letter to my employer?

To write a grievance letter, you should clearly explain the issue you are complaining about and provide enough detail for the employer to investigate the matter.

A grievance letter will usually include:

• a brief introduction explaining that you are raising a formal grievance
• details of the issue, including dates and individuals involved
• any evidence or witnesses that support your complaint
• the impact the situation has had on you
• details of any steps already taken to resolve the issue
• the outcome you would like the employer to consider

The letter should remain factual, clear and professional so that the employer can properly assess the complaint.

Do I have to submit a grievance letter before going to a tribunal?

Employees are not legally required to submit a grievance letter before bringing a claim to an employment tribunal. However, employment tribunals expect both employers and employees to follow the principles set out in the Acas Code of Practice on disciplinary and grievance procedures.

Where either party unreasonably fails to follow the Code, a tribunal may adjust compensation by up to 25%. For this reason, raising concerns through a grievance letter can often be an important step before legal action is considered.

Can I raise a grievance against my manager?

Yes. Employees are entitled to raise a grievance about any workplace issue, including concerns about the conduct or behaviour of a line manager.

Where the grievance relates to a manager, the complaint should normally be submitted to another senior manager or to the HR department so that the issue can be investigated independently.

Can I send a grievance letter by email?

In many organisations, grievance letters can be submitted by email, particularly where the employer’s grievance policy allows written complaints to be submitted electronically.

However, employees should check their workplace policy or staff handbook to confirm how grievances should be raised.

What is a grievance outcome letter?

A grievance outcome letter is the written decision issued by an employer after investigating a grievance. The letter explains whether the grievance has been upheld, partially upheld or rejected and outlines the reasons for the decision.

It will usually also explain any actions the employer intends to take and confirm the employee’s right to appeal the decision.

What happens if my grievance is rejected?

If an employee disagrees with the employer’s decision, they will usually have the right to appeal under the organisation’s grievance procedure.

If the issue remains unresolved after the appeal stage, the employee may wish to seek legal advice about their options, which could include bringing a claim to an employment tribunal following Acas Early Conciliation.

Conclusion

Grievance letters play an important role in resolving workplace disputes. By raising concerns formally and clearly, employees give their employer an opportunity to investigate the issue and address any problems before they escalate further.

An effective grievance letter should clearly describe the issue, provide relevant facts and explain what outcome the employee would like the employer to consider. When written in a clear and structured way, a grievance letter can help ensure workplace complaints are handled fairly and transparently.

Following the correct grievance procedure also helps ensure both employees and employers comply with the principles set out in the Acas Code of Practice, which may be taken into account if a dispute ultimately proceeds to tribunal.

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