Equal Pay Grievance Letter: Free Template and What to Include

If you need to formally challenge unequal pay compared to a colleague doing equal work, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong equal pay grievance should include.

What this letter needs to cover

• State it is a formal equal pay grievance
• Identify the comparator doing equal work
• Set out the pay difference
• Argue the work is of equal value
• Request disclosure of pay information
• Request a meeting to resolve the matter

Your right to equal pay for equal work

Under the Equality Act 2010, you're entitled to equal pay compared to a colleague of the opposite sex doing equal work — this covers "like work," work rated as equivalent, or work of equal value even if the job titles differ. If you can point to a comparator earning more for genuinely comparable work, that's the foundation of an equal pay claim.

What to include before you send it

• Details of your role and the comparator's role, showing why the work is equal or of equal value
• The pay difference you're aware of, and how you became aware of it
• A request for your employer to explain the difference or correct it
• Reference to your rights under the Equality Act 2010

What your employer can lawfully say in response

An employer can justify a pay difference if it's genuinely due to a factor unrelated to sex — such as length of service, qualifications, or performance — provided this can be objectively demonstrated. A vague response without genuine justification doesn't meet this bar.

Frequently Asked Questions

How do I find out what a colleague earns if it's confidential?
You can ask directly, and colleagues are legally protected from being disciplined for discussing pay with each other for the purpose of identifying pay discrimination.

How far back can I claim if there's been ongoing unequal pay?
Equal pay claims can generally cover a limited backdated period, so it's worth raising the issue as soon as you become aware of it rather than delaying.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Contact / HR Manager]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name of Contact / HR Manager],

Subject: Formal Grievance – Equal Pay

I am writing to raise a formal grievance about my pay, which I believe breaches my right to equal pay for equal work under the [Equality Act 2010 / in Northern Ireland: Equal Pay Act (Northern Ireland) 1970].

I am employed as a [Your Job Title, e.g. Senior Administrator] in the [Your Department, e.g. Finance Team]. I believe I am paid less than a colleague of the opposite sex who does equal work. My comparator is [Name of colleague, or a description if you do not know the name, e.g. the Senior Administrator in the Marketing Team].

[If you know it: I understand the difference in pay is about £[amount] a [year / month / hour].]

I consider our work to be [choose one: like work / work rated as equivalent under your job evaluation scheme / work of equal value in terms of demands such as effort, skill and decision-making].

To help resolve this, please provide within [e.g. 14] days:
• The basic pay and total benefits for me and for my comparator.
• The reasons and criteria used to set our pay.
• A copy of the company's equal pay policy and any recent gender pay gap figures.

If there is a difference, please explain any material factor you believe justifies it.

Please investigate this under the formal grievance procedure. I would like a meeting to discuss it, and I intend to exercise my right to be accompanied.

Yours sincerely,

[Your Signature]
[Your Printed Name]