Sample grievance letter and guide

You might find it helpful to look at more information on grievance letters.

Remember:

• A grievance is a formal concern, problem or complaint that employees raise with employers in writing;
• Try to provide as many relevant facts and details relating to your complaint as possible;
• The information provided should be accurate;
• This is a written record and could also be included as evidence if you bring a subsequent tribunal claim;
• If you have different complaints you may want to deal with each in separate paragraphs;
• It may help if you provide details of any relevant members of staff who can support the facts in your grievance, if they are comfortable to help.
• You do not need to specifically state that it is a formal grievance but it can help so your employer knows to deal with it in accordance with their policy.

Grievance Guide

We have provided this template guide to help you draft a grievance letter that will allow you to set out your concerns and allow your employer to understand how you would like matters resolved.

Your employer may have a template they would prefer you to use.

It is important to raise a grievance if you a considering a tribunal claim as failure to do so may affect your compensation if you ultimately win a tribunal claim.

What is a grievance

A grievance is a formal concern, problem or complaint that you have with your employer.

If you have any problem, it is usually best to try and resolve matters informally and amicably first before escalating to the grievance stage. Your employer should respond even if the problem is raised informally. You can speak to your manager or if you concern is in relation to your manager, speak to another member of senior staff. You may also have a staff representative who you could share you concerns with and they may be able to support you with raising the issue informally.

For serious issues however, or where informal discussions have not resolved matters, you may need to make a more formal complaint known as “raising a grievance”.  This will usually be related to your employment. You may feel that you need to raise a grievance straight away if:

• you have raised the issue informally and it has not worked;
• it’s a very serious issue, for example harassment or bullying.

If your concern is about something outside of your employer’s direct control, such as working conditions on another employer’s site which you are required to attend or problems arising from a client relationship, you should usually start by raising your concern informally with your employer.

How will my employer handle my grievance?

Employers are legally required to have a written grievance procedure in place informing employees of how to raise a grievance and to whom. Most employers will have a more extensive policy. This will usually be set out in your contract of employment or a staff handbook. Before raising any grievance, it is recommended that you consult these policies.

Further guidance is provided by the Acas Code of Practice on Disciplinary and Grievance Procedures which sets minimum requirements for employers dealing with grievances. While not legally binding, an Employment Tribunal may reduce or increase any compensation you would receive in a claim by up to 25% if either you fail to raise a grievance or your employer has failed to comply with these minimum requirements.

Template Grievance Letter / Guide

Things to think about before writing your grievance

Before raising the grievance, it is important to think about what you want. If you want to keep working for your employer and you want matters resolved, it isn’t usually productive to accuse your employer of breaking the law or discriminating against you. You can still make clear the treatment suffered if unacceptable and hurtful. If however you are clear you don’t want to continue working for your employer and/or you plan to bring an employment tribunal claim then setting out your complaint and adding some legal argument can be helpful.

It is also helpful to think about what things are the most important to you and what you are mainly looking for – is it an acknowledgement of wrongdoing? Is it an apology? Or compensation? By determining in advance what is important to you, you can structure your grievance in the most effective way.

Formalities

Addressing the Grievance: Address the grievance to your line manager or the person in your Staff Handbook nominated to deal with grievances.

Date the grievance: Make sure you add the date of your grievance. Most grievance policies will have guidance as to how long responding to a grievance will take. By dating your grievance, you can then chase if you haven’t had a response within that time. We would recommend you state at the end of the grievance that you would like a response by xx date in accordance with the grievance policy.

Setting out your grievance: Remember the person reading your grievance may know very little about you or your role. It is helpful to provide clear, accurate and detailed information on your complaint. For every complaint (if there is more than one) consider:

• Background – what background information do I need to supply in order to give context to my complaint for someone to understand.

• The Complaint facts: Consider: When, Who, Where, What, How,
  • When did the event you are complaining about occur
  • Who are you complaining about and were there any witnesses?
  • Where did this happen?
  • What happened? What did the person you are complaining about do or say.
  • How did this make you feel?
  • What did you say / do?

• The Legalities: It isn’t always appropriate to put the law or the legal basis of your claim(s) into a grievance especially if you are hoping to resolve matters with your employer as this may make working together harder. There are some circumstances, however where it may help to set out legal arguments, for example if you intend to leave anyway and bring a claim (and you don’t care about preserving your good employment relationship) or if you feel that if your employer was aware what they were doing was legally incorrect, they would act differently.

• Outcome: How do you want your grievance to be resolved?
  • Would you like an apology – do remember that your employer may not be willing to apologise so you will need to assess how important this is to you.
  • For the staff member concerned to have to undergo training
  • To be moved / to get a different role / line manager
  • Note: If you want a settlement / exit package we would advise you put this in a separate Without prejudice communication (see Without Prejudice Communication)

• Ending: It is usually worth ending the letter on a positive note setting out how you hope matters can be resolved and how much you have enjoyed your role and working for your employer.

Example Grievance letter (Flexible Working)

[Notes in square brackets and must be deleted. They are pointers to help you draft the grievance effectively]

Date:

12 March 2025

Addressee:

To: HR Director, Jo Small, The Helping Hands Company

Sent: Via email and letter

Background: [giving context to your complaint]

Dear Ms Small

I am writing to complain about the way in which my manager handled my flexible working request. I would like my complaint to be handled in accordance with the staff grievance policy and therefore expect a response within [4 weeks] [Note: Check your staff policy on Grievances and put in the amount of time the policy states they aim to respond to grievances] as per the terms of the policy.

I have been working for The Helping Hands Company as an employee for 5 years as an administrative assistant. I work 5 days a week including one day on a Saturday or Sunday. There has never been an issue with my work.

I went on maternity leave in March 2024. I am a single parent.

The Complaint Facts: [setting out the details of the complaint]

In January 2025, I returned to work from maternity leave. On my first day back I submitted a statutory flexible working request to work 4 days a week instead of 5. I explained in my request that I needed to drop my Saturday or Sunday shift as I had no options for childcare on the weekend. There are no nurseries within a 20 mile radius that are open on the weekend and I have no family to help with childcare. I am a single parent.

On 12 January 2025 [When], I was in the staff room, whenmy manager, Mr Wise [who] asked to see me in his office. Jane Welch [who] was in the staff room and heard this request.

Mr Wise told me he had reviewed my flexible working request and the answer was unfortunately – no. He said “I can’t run a business with you mums expecting to have weekends off just because you want time with your kids.”. [What]

I was so shocked and upset. I was made to feel that it was my fault for having my child and wanting to continue to work [How]. I didn’t say anything at the time as I was too upset and left his office. I went back into the staff room and started to cry [How]. Jane Welch [Who] asked me what the matter was so I told her what had happened. She said that Mr Wise shouldn’t be talking to me like that and that I should appeal the refusal.

One day later, on 13 January 2025 [When] I received an email from Mr Wise confirming my flexible working request was refused. [What] The reason given in the refusal was “inability to meet customer demand.”  No further explanation or evidence was provided. [What]

Mr Wise did not consult with me about the refusal which I understand is a legal requirement. [What] Mr Wise was also hostile and inappropriate in the meeting he had with me on 12 January 2025 [When]. This made me feel awful [How]. The refusal of my flexible working request one day later shows little thought had gone into considering my request in any meaningful way. [What]  I also found Mr Wise’s comments to be hurtful and inappropriate. [How]

I wasn’t offered a right of appeal.

I feel [How] I have been treated unfairly as a single mum with childcare responsibilities. I also don’t think Mr Wise would have spoken to a male colleague in this manner. Mr Wise’s comments and the way in which my request has been handled have caused me a lot of upset. I haven’t been sleeping or eating and I feel incredibly stressed as I don’t know how I will be able to support my daughter without my job but I can’t find any childcare for the weekend [How]

[The Legalities]

I believe the Equality Act may apply to my case as I am asking for reduced hours due to my childcare commitments and I would ask that you bear this in mind.

Outcome / Resolution: [what you want]

I am submitting this grievance as I would like you to reconsider my application for flexible working so that I can continue to work. [Resolution] I am happy to consider any alternatives you feel may be appropriate if you cannot accommodate my request.  I would also like Mr Wise to go on some staff management training including training on family friendly working practices and discrimination. [Resolution] I would like an apology for the way in which Mr Wise spoke to me which was inappropriate. [Resolution]

[Ending]

I have worked for The Helping  Hands Company for 5 years and have always enjoyed my role and worked to the best of my ability. I am really keen to find a solution that works for you and me and hope that we can agree a way forward that works for everyone.

Thank you for your time

[Enter your name]

Example Grievance letter (Maternity Discrimination)

Date:

12 March 2025

Addressee:

To: HR Director, Jo Small, The Helping Hands Company

Sent: Via email and letter

Background: [giving context to your complaint]

Dear Ms Small

I am writing to complain about the way in which I have been treated on maternity leave and since my return. I would like my complaint to be handled in accordance with the staff grievance policy and therefore expect a response within [4 weeks] [Note: Check your staff policy on Grievances and put in the amount of time the policy states they aim to respond to grievances] as per the terms of the policy] as per the terms of the policy.

I have been working for The Helping Hands Company as an employee for 5 years as a administrative assistant. I work 5 days a week including one day on a Saturday or Sunday. There has never been an issue with my work.

I went on maternity leave in March 2024. I am a single parent.

The Complaint Facts: [setting out the details of the complaint]

In December 2024 [When], I contacted my manager, Mr Wise [Who], about my return to work in January 2025. Mr Wise informed me that things had changed a bit while I was away but not to worry, they had some fun stuff for me to do when I came back. I asked how things had changed and Mr Wise told me to “not worry my pretty little head about it” and to concentrate on my “little sproglet”. [What] He laughed.

When I did return to work on 12 January 2025 [When], I realised my maternity cover, Lucy Lynch, was still in post. I thought perhaps she had been kept in post to allow a smooth handover. When I asked Lucy about how much longer she was going to be at the company she said she had been made permanent. I was a bit concerned so I asked her what role she would be doing. She replied – “I think I am keeping this job and they are going to give you something else as that may suit better with you having a kid”. [What]

I was really concerned about what Lucy had said so I asked Mr Wise [Who] if we could speak. He said “Gosh not one hour back and already taking up management time”. I asked if we could speak privately as we were in an open plan area. Janet Welch and Harry Hammond [Who] heard his comments. We went into a side office. I explained I was worried about my role as Lucy had told me she was staying on. Mr Wise said that things had changed a bit while I was “off with the baby”, and that Lucy was going to stay on as his assistant as he needed someone who could work later if needed and he knew I would need to go home to look after the baby. He said not to worry though – they had a  role that was better for me. I could work on the phones in reception which is something he knew I could do as I started out in that role 5 years ago and that way I’d be able to leave on time everyday. He smiled and left [What]. I was so upset. I was shaking and crying [How]

I feel [How] I have been treated unfairly as a single mum returning from maternity leave. I have taken legal advice and understand I have the right to return to my old role unless not reasonably practicable. It is of course practicable for me to return. My role exists – it has been given to my maternity cover. I also don’t think Mr Wise would have spoken to a male colleague in this manner. Mr Wise’s comments and the way in which my return to work has been handled have caused me a lot of upset. I haven’t been sleeping or eating and I feel incredibly stressed. Had I not gone on maternity leave, I would still have my role as an administrative assistant. Instead I am being forced to take a role I started off in 5 years ago which has left me feeling really low and depressed. [How]

[The Legalities]

I believe I have been discriminated against as a mother returning from maternity leave [Think carefully about whether you want to include this. Setting out that you feel you have been discriminated against in plain words like this can seriously damage employment relations between you and your employer. You may only want to add this if you feel you know you don’t want to continue to work for them or if you know you will be bringing a claim]

Resolution: [what you want]

I am submitting this grievance as I understand I have the legal right to return to my old job following on from maternity leave. I have effectively been demoted to a job I did 5 years ago because I had a baby. 

I would like: [Resolution]

• An apology from Mr Wise
• Immediate reinstatement to my role as administrative assistant
• Mr Wise to go on mandatory HR training on managing staff and discrimination awareness training.

[Ending]

I have worked for The Helping  Hands Company for 5 years and have always enjoyed my role and worked to the best of my ability. I am really keen to return to my role and to keep working hard for you and the company.

Thank you for your time

[Enter your name]

The following is a sample grievance letter based on the case described in Precedent 1.

Dear (Mr Venables’ line manager/boss or HR)

I am writing to you because I am concerned about Mr Venables’ reaction towards my pregnancy. When I told him I was pregnant on 1st October, he said, “You make me think about things”. I did not know what he meant. Then on 4th October, he telephoned me and said that business was down and my performance was unsatisfactory. He said he had warned me about this before, which is not true. He had never told me before that there was any problem with my performance and had not had negative feedback in respect of my work. Then he said, “You don’t know how your pregnancy will go and how you will cope with the workload. You won’t be able to get up early and after eight months, you’ll sleep more”. This really shocked and upset me and I burst into tears. Since then, I have been excluded from the monthly management meetings, which I was always asked to attend before.

I am not aware that there was anything wrong with my performance. There has been no mention of poor performance in my appraisals, 1:1s and other reviews.  Business is down everywhere because of the national economic outlook. Mr Venables did not blame me for it until I told him I was pregnant. I have every intention of continuing to work hard for the hotel and I am fully committed to my job. Mr Venables obviously feels that my pregnancy is going to harm my work. I feel very demoralised and worried about my future and this is causing me stress and anxiety during my pregnancy.

I  would be grateful if we could discuss this to find a positive way forward and hopefully this can be resolved.

Yours sincerely

Roanne Walker

[Note to reader: This is a grievance letter which the claimant could have written before she was dismissed. In fact, she did not raise any grievance.]

This advice applies in England and Wales. If you live in another part of the UK, the law may differ. Although there are a single set of rules which govern the whole of Great Britain covering Tribunal practice and procedure, there are differences in the way that Scottish tribunals exercise their discretion regarding procedure. For guides, information and resources about employment tribunals in Scotland, see The Scottish Courts and Tribunals Service.  If you are in Northern Ireland you can visit the Labour Relations Agency or call their helpline Workplace Information Service on 03300 555 300.

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