Formal Grievance Letter: Free Template and What to Include

A formal grievance is the recognised way to raise a serious problem at work in writing — unfair treatment, bullying, a breach of contract, discrimination, or anything else you've been unable to resolve informally. Putting it in writing starts a process your employer is expected to follow properly, and creates a clear record if things need to go further.

When to raise a formal grievance

Most workplaces expect an informal conversation first, where that's realistic and safe to do. A formal grievance is the right next step when the issue is serious, an informal chat hasn't worked, or you don't feel able to raise it informally at all — for example with allegations of harassment, discrimination, or bullying. There's no set list of what qualifies; if it's affecting your ability to do your job or your treatment at work, it's worth raising.

What a grievance letter needs to cover

• Your details and the date — name, job title, and the date you're writing.
• A clear statement that this is a formal grievance — say so explicitly, so it's treated as one rather than an informal complaint.
• What happened, with dates and specifics — factual, not emotive. Names, dates, and what was said or done.
• The impact on you — briefly, how it's affected your work or wellbeing.
• What you want to happen — an apology, a policy change, a formal investigation, mediation — be specific about the outcome you're seeking.
• Any evidence you have — emails, messages, witnesses — reference what exists without necessarily attaching everything at this stage.

Your rights during the process

Most employers follow a process based on the ACAS Code of Practice on Disciplinary and Grievance Procedures. In Northern Ireland, the Labour Relations Agency Code of Practice on Disciplinary and Grievance Procedures applies instead. You have a statutory right to be accompanied at a formal grievance hearing by a work colleague or a trade union representative. Your employer should investigate the grievance, hold a meeting to discuss it with you, and give you the right to appeal the outcome if you're not satisfied.

If your employer doesn't follow this process reasonably and the matter later ends up at an employment tribunal, a tribunal can adjust any compensation awarded by up to 25% if either side unreasonably failed to follow the ACAS Code — so following the proper process matters for both sides.

Raising a grievance does not pause the time limit for a tribunal claim. In England, Wales and Scotland, the time limit for most claims is 6 months less one day if what you are complaining about happened on or after 1 October 2026, and 3 months less one day if it happened before then. In Northern Ireland, most claims still have a limit of 3 months less one day. You must contact Acas (or the Labour Relations Agency in Northern Ireland) for early conciliation before the limit runs out, even if your grievance has not finished.

What happens after you send it

Your employer should acknowledge the grievance and arrange a meeting within a reasonable timeframe — there's no fixed statutory deadline, but unreasonable delay can itself become part of the complaint. After the meeting, you should get a written outcome, and the right to appeal if you disagree with it.

If it doesn't resolve things

If the grievance process doesn't resolve the issue — or if the underlying problem develops into something more serious, like dismissal or being forced to resign — you may have further options through ACAS early conciliation and, ultimately, an employment tribunal. Keep a full written record throughout; it becomes your evidence if things progress. See our Employee Rights Guide for guidance specific to your situation.

[Your Name]
[Your Job Title]
[Your Department]

[Employer Name / Company Name]
[HR Department or Manager's Name]
[Company Address]

[Date]

Dear [Name of Manager or HR Representative],

Subject: Notice of Formal Grievance – [Your Name]

I am writing to formally raise a grievance in accordance with the company's grievance procedure and [the Acas Code of Practice / in Northern Ireland: the Labour Relations Agency Code of Practice].

I am taking this formal step because I have been unable to resolve the matter informally [OR: "because the seriousness of the matter means an informal approach is not appropriate"].

My grievance relates to the following issue(s):
[Provide a clear, factual description of what happened. Include specific dates, times, locations, and the names of anyone involved. Avoid emotional language and stick strictly to the facts.]

This situation has had a significant impact on me, specifically:
[Briefly describe how this has affected your wellbeing, health, or your ability to do your job properly.]

As a resolution to this grievance, I am seeking the following outcome:
[State clearly what you want to happen next, e.g., a formal investigation, a change in working arrangements, mediation, or an apology.]

I have kept copies of relevant evidence (including [mention any emails, messages, or diary entries if you have them]), which I can provide for the hearing.

I understand that the company will arrange a formal grievance hearing to discuss this matter. I intend to exercise my statutory right to be accompanied at this meeting by a [work colleague OR trade union representative], and I will confirm their details once the meeting date is set.

I look forward to receiving your written acknowledgment of this letter and confirmation of the next steps.

Yours sincerely,

[Your Signature]

[Your Printed Name]