Formal Grievance Letter Template

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. 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.

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 Checker for guidance specific to your situation.