Grievance Response Letter: Free Template and What to Include

If you need to respond formally to an employee grievance, 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 grievance response letter should include.

What this letter needs to cover

• Acknowledge receipt of the grievance
• Confirm investigation has been carried out
• Set out findings
• State the decision reached
• Explain the reasoning
• Confirm right of appeal within 5 working days

What a proper grievance response needs to demonstrate

Responding to a grievance isn't just about reaching a conclusion — it needs to show a genuine, fair investigation took place, that all relevant points raised were actually considered, and that the reasoning behind the outcome is clearly explained. A response that simply states an outcome without addressing the specific points raised is vulnerable to challenge.

What to include before you send it

• A summary of the grievance raised and the investigation conducted
• How each specific point or allegation was addressed
• The outcome and clear reasoning for the decision reached
• The right to appeal, with a clear process and deadline

Why addressing every point matters

If a grievance raised multiple concerns and the response only addresses some of them, this can itself become a fresh source of complaint, or weaken the employer's position if the matter later escalates to tribunal. A thorough response systematically works through each point raised, even briefly, rather than summarising broadly.

Frequently Asked Questions

How long should a grievance investigation and response take?
The ACAS Code doesn't specify an exact timeframe, but it should be dealt with "without unreasonable delay" — keeping the employee updated if it's taking longer than expected is good practice.

What if the grievance is partially upheld?
This should be clearly reflected in the response, explaining specifically which elements were upheld and what action, if any, will follow as a result.

[Your Job Title / Department]
[Company Name]
[Company Address]
[Company Postcode]
[Employee Name]
[Employee Address]
[Employee Postcode]
[Date]

Dear [Employee Name],

Subject: Outcome of your grievance

I am writing to tell you the outcome of your formal grievance, which you raised on [Date grievance was received], about [briefly state the grievance]. We met to discuss it on [Date of hearing].

[Name and job title] investigated the points you raised. This included [e.g. interviewing [names] and reviewing the holiday records for [period]].

Your grievance has been [upheld / partly upheld / not upheld].

The reasons for this decision are:
• [Reason 1, e.g. The evidence showed that a technical error caused the holiday system to miscalculate your allowance]
• [Reason 2, e.g. We reviewed your hours and found your workload is in line with your contract]

As a result, we will take the following action:
• [Action 1, e.g. We will credit three days of holiday to your account by [date]]
• [Action 2, e.g. Your line manager will hold fortnightly check-ins about your workload]

If you are not satisfied with this outcome, you can appeal. To do so, write to [Name and job title] within [Number, e.g. 5] working days of receiving this letter, explaining your reasons.

Yours sincerely,

[Your Signature]
[Your Printed Name]
[Your Job Title]