Grievance Letter — Police Officer: Free Template and What to Include

If you need to raise a formal grievance about treatment by a senior officer or colleague, 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 letter — police officer should include.

What this letter needs to cover

• State it is a formal grievance
• Describe the treatment with dates and facts
• Explain the impact
• State the outcome sought
• Request a formal meeting
• Note that as an office holder rather than an employee the officer's grievance route may differ from standard employment grievance procedures

Raising a grievance about treatment within the service

Grievances involving treatment by a senior officer or colleague need to be raised through your force's specific internal grievance process — this is often distinct from the Police (Conduct) Regulations process used for formal misconduct matters, so it's worth confirming you're using the correct route for your specific concern.

What to include before you send it

• A clear, factual description of the treatment and its impact
• Any previous informal attempts to resolve the matter
• The specific outcome you're seeking
• Confirmation of which policy or process you're raising this under

Why documenting incidents contemporaneously matters

Keeping a clear, dated record of incidents as they happen — rather than trying to reconstruct events later from memory — significantly strengthens a grievance, particularly if the matter needs to be investigated some time after the events occurred.

Frequently Asked Questions

Will raising a grievance affect how I'm treated going forward?
You're protected from victimisation if your grievance is a complaint of discrimination or harassment — any negative treatment as a result is itself a separate, serious concern worth raising.

What if my grievance involves my direct line manager?
Most forces have provisions for grievances to be handled by someone outside your direct reporting line in exactly this situation, to ensure a fair and independent process.

[Your Name / Rank / Role]
[Your Department / Station]
[Your Address and Postcode]
[Your Email Address]
[Name of Line Manager / HR Contact]
[Name of Police Force]
[Station / HQ Address]
[Postcode]
[Date]

Dear [Name],

Subject: Formal grievance

I am raising a formal grievance under [name of your force's grievance policy]. I have tried to resolve this informally, but it has not been sorted out.

My grievance is about [brief summary, e.g. unfair shift allocation / bullying / a lack of support after an injury]. The details are:
• [What happened, in date order.]
• [Who was involved and any witnesses.]
• [The impact on my wellbeing, health or ability to do my job.]

To resolve this, I would like the force to consider:
• [e.g. a review of my shift pattern]
• [e.g. mediation with the colleague involved]
• [e.g. a referral to occupational health]

Please let me know a date for a grievance meeting.

Yours sincerely,

[Your Signature]
[Your Printed Name]