Grievance Letter Template (UK): Free Example & How to Write One

A well-written grievance letter is often the first step to resolving a workplace problem — bullying, discrimination, unpaid wages, unfair treatment, or a breach of contract. Getting it right protects your position and preserves your legal rights if the matter later goes to an Employment Tribunal.

Use the free template below and follow the guidance from our employment law solicitors.

When to raise a formal grievance

Raise a formal written grievance when informal conversations have failed, when the issue is serious (discrimination, harassment, whistleblowing, health and safety), or when your employer has ignored earlier complaints. The Acas Code of Practice on Disciplinary and Grievance Procedures applies — an unreasonable failure by either side can adjust a Tribunal award by up to 25%.

Free grievance letter template (UK)

Copy, paste and adapt the template below. Keep it factual, dated and specific.

[Your full name] [Your address] [Your email / phone]

[Date]

[Manager or HR contact name] [Company name and address]

Dear [Name],

Formal Grievance

I am writing to raise a formal grievance under the Company's grievance procedure and the Acas Code of Practice on Disciplinary and Grievance Procedures.

My grievance concerns: [one-line summary — e.g. "sex discrimination and unequal pay", "bullying by my line manager", or "unlawful deduction of wages"].

Background and facts

1. On [date], [describe what happened — who did what, where, and any witnesses].
2. On [date], [next incident, in the same factual style].
3. [Continue in chronological order. Attach copies of any emails, payslips, rotas or notes.]

Why this is a grievance

[Explain briefly why the conduct is wrong — for example, that it breaches the Equality Act 2010, the Employment Rights Act 1996, your contract of employment, or the Company's own policies. You do not need to cite case law.]

The impact on me

[Describe the effect on your health, work, income or wellbeing. Attach a fit note if you have one.]

The resolution I am seeking

I would like the Company to:

• [e.g. investigate the conduct of X];
• [e.g. pay the wages owed of £X];
• [e.g. move me to a different team / provide reasonable adjustments];
• [e.g. issue a written apology and confirm the behaviour will stop].

I would like to attend a grievance meeting under the Acas Code and I am entitled to be accompanied by a colleague or trade union representative.

Please acknowledge this grievance within five working days and confirm the next steps.

Yours sincerely,

[Your name]

How to write your grievance letter — a step-by-step guide

1. Head the letter clearly

Mark it "Formal Grievance" at the top. Send it to your line manager, or to HR if the grievance is about your manager. Keep a dated copy and send by email so you have a delivery record.

2. Stick to the facts

Set out what happened, when, where, and who was involved. Number the incidents in chronological order. Attach evidence — emails, rotas, payslips, medical notes — rather than pasting long quotes.

3. Say why it is wrong

You do not have to be a lawyer. A short line is enough — for example: "This treatment amounts to direct sex discrimination under the Equality Act 2010", or "These deductions are unlawful under section 13 of the Employment Rights Act 1996".

4. Ask for a specific outcome

Vague grievances get vague answers. Ask for what you actually want — an investigation, a pay adjustment, an apology, reasonable adjustments, a change of line manager, or a settlement discussion.

5. Ask for a meeting and know your right to be accompanied

Under section 10 of the Employment Relations Act 1999 you have a statutory right to be accompanied at a grievance hearing by a colleague or a trade union representative.

6. Keep it professional

Avoid insults, threats or emotional language. A calm, factual grievance is far more persuasive to HR — and reads much better if it is later shown to an Employment Judge.

What to do if your grievance is ignored or rejected

If your employer fails to respond, dismisses the grievance without investigating, or retaliates against you, you may have claims for unfair (or constructive) dismissal, discrimination, or whistleblowing detriment. Strict Employment Tribunal time limits apply — usually three months less one day from the act complained of — so take advice quickly.

Common mistakes to avoid

• Waiting too long. Tribunal time limits are short and unforgiving.
• Raising a grievance while on the way out. If you are already in settlement discussions, a poorly-drafted grievance can weaken your negotiating position.
• Naming everyone. Focus on the decision-makers whose conduct you can evidence.
• Copying the whole company. Follow the internal procedure first.
• Signing anything from HR without advice. A "resolution letter" is sometimes a settlement agreement in disguise.

Free settlement agreement advice

If your grievance leads your employer to offer a settlement agreement — sometimes called a "compromise agreement" — we provide the required independent legal advice on a same-day basis, and the employer's fee contribution almost always covers our costs in full. Read more about settlement agreements or contact us to speak to a solicitor today.

This article is general information and not legal advice for your specific situation. For tailored advice, please contact Deen & Co Solicitors.