Grievance Response Letter Template & Generator

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, plus a free tool to generate yours.

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.

See our full letter template & generator library for related letters, or use our free checkers for guidance specific to your situation.