Raising a grievance at work can feel intimidating. Many employees worry about job security, workplace relationships, or being labeled as “difficult.” That hesitation is understandable. A grievance letter exists to give you a structured, professional way to raise serious concerns and protect your rights at work.
A grievance letter is a formal written complaint about a workplace issue that has not been resolved informally or is too serious to handle casually. When written clearly and calmly, it creates a record, triggers a formal process, and gives your employer a fair chance to respond.
Here, we’ll cover what qualifies as a grievance, how to write one properly, what evidence matters, and how to avoid common mistakes. You’ll also find a ready to use grievance letter template you can adapt to your situation. While grievance procedures vary by company and country, the core principles are consistent across most workplaces.
What qualifies as a grievance?
A grievance is a formal complaint about a work related issue that affects your employment, treatment, or working conditions. It’s used when something has gone wrong and needs to be addressed through an official process.
Common workplace issues that qualify as grievances include:
- Unfair treatment or discrimination based on protected characteristics
- Bullying, harassment, or hostile behavior
- Pay disputes, benefits issues, or contract disagreements
- Health and safety concerns
- Breaches of company policy or code of conduct
A grievance is different from everyday frustrations or minor disagreements. It’s used when the issue is serious, ongoing, or unresolved after informal conversations.
Informal complaint vs formal grievance
An informal complaint usually involves raising a concern verbally with your manager or HR. A formal grievance is a written document that starts a structured process with defined steps, timelines, and outcomes.
Many employers expect employees to try informal resolution first when appropriate. Some issues, such as harassment or discrimination, may justify moving straight to a formal grievance.
What’s the most common employee grievance?
The most common employee grievances tend to show up across industries, job levels, and company sizes, and they often reflect gaps in communication, management consistency, or workplace processes rather than one off incidents.
- Bullying and harassment: This includes repeated negative behavior, intimidation, exclusion, or inappropriate comments that affect an employee’s ability to work comfortably or safely. These grievances often escalate when concerns are dismissed or minimized early on, which is why documenting patterns and impact matters.
- Unfair treatment or favoritism by managers: Employees frequently raise grievances when decisions around promotions, discipline, scheduling, or performance reviews feel inconsistent or biased. Even when favoritism is unintentional, a lack of transparency or explanation can quickly erode trust and lead to formal complaints.
- Pay, workload, and role expectation disputes: Grievances in this category usually involve unpaid overtime, unequal pay, sudden workload increases, or responsibilities that drift far beyond the original job description. Clear contracts, regular reviews, and written agreements help reduce these disputes, but when they arise, a formal grievance creates a clear record of concern.
Research from ESP HR, shows that these issues often stem from unclear communication, inconsistent management practices, or lack of process. Addressing them early and formally can prevent escalation and protect both employees and employers.
What are the three types of grievances?
Grievances typically fall into three broad types. Understanding which category your situation fits into helps you choose the right process, involve the right people, and set realistic expectations about how the issue will be handled.
1. Individual grievances
An individual grievance is raised by one employee about an issue that directly affects them. This is the most common type of workplace grievance and usually focuses on personal treatment, terms of employment, or behavior experienced firsthand.
Examples include unfair disciplinary action, denied promotions or benefits, unreasonable workload changes, bullying by a manager, or harassment from a colleague. Individual grievances are usually submitted directly by the employee, often as a grievance letter to HR or their line manager, and are investigated based on the specific facts of that person’s experience.
These grievances tend to be handled confidentially, with meetings held between the employee, management, and HR. The outcome typically focuses on resolving the issue for that individual, although it may also lead to broader changes if patterns are identified.
2. Collective grievances
A collective grievance is raised when multiple employees are affected by the same issue and choose to raise it together. This often relates to workplace conditions or policies rather than individual behavior.
Common examples include unsafe working environments, unfair shift patterns, lack of breaks, changes to pay structures, or company wide policy changes that negatively affect a team or department. Collective grievances can be submitted jointly by employees or through a nominated representative, depending on company policy.
Because these grievances affect more than one person, employers often approach them at a higher level, sometimes involving senior management or broader consultations. The focus is usually on systemic fixes rather than individual remedies.
3. Union or representative grievances
Union or representative grievances are raised by a trade union, works council, or employee representative on behalf of one or more employees. These are most common in unionized workplaces or where collective bargaining agreements are in place.
This type of grievance often relates to breaches of collective agreements, contract terms, or employment laws that affect a defined group. The representative submits and manages the grievance process, attends meetings, and communicates outcomes to members.
These grievances tend to follow formal procedures set out in union agreements and may involve negotiation rather than investigation alone.
How to make a formal grievance at work
Most grievance procedures follow a similar structure, even if the details vary by organization or country.
A typical grievance process includes:
- Review your company grievance policy: This document explains how grievances should be submitted, who receives them, and expected timelines.
- Attempt informal resolution if appropriate: Many issues can be resolved through a conversation with a manager or HR before becoming formal.
- Submit a written grievance: This is where a grievance letter template becomes essential.
- Attend a grievance meeting: You may be invited to discuss the issue, clarify details, and answer questions.
- Receive a written outcome: The employer confirms their decision, actions, and next steps.
Timelines vary, but most employers aim to handle grievances promptly. Keeping records at each stage helps protect your position.
How do you write a good grievance letter?
A good grievance letter is clear, factual, and professional. Its role is to set out what happened, why it matters, and what you would like to happen next. It’s not a place to vent frustration or argue your case emotionally. It’s a formal record that your employer is expected to take seriously and respond to in line with company policy.
Start by focusing on accuracy. Stick to facts, dates, and events you can describe clearly. If something happened on a specific day or during a particular meeting, include that detail. This helps the person reviewing your grievance understand the timeline and assess the situation fairly. Where possible, separate what happened from how it made you feel, then explain the impact on your work, health, or wellbeing in a calm, measured way.
Tone matters. A grievance letter should be firm but professional. Avoid language that sounds accusatory or confrontational, even if the situation has been upsetting. Writing in a calm, neutral tone strengthens your credibility and makes it easier for your employer to engage with the issue constructively.
Structure also plays a role. Clear paragraphs and logical flow help the reader follow your concerns without confusion. Headings are not required, but organizing your letter into short, focused sections can make complex issues easier to understand and respond to.
When it comes to content, include practical identifying details such as your job title and department so there’s no ambiguity about who the grievance relates to. Set out the key facts, including relevant dates, times, locations, and the names of anyone involved. If your concern relates to a specific policy, contract term, or workplace rule, reference it directly. This shows that your grievance is grounded in established expectations rather than opinion.
Finally, explain what outcome you are seeking. This might be an investigation, a change in working arrangements, clarification of expectations, or another reasonable resolution. Being clear about what you want helps your employer understand how to address the issue and move the process forward.
Grievance letter templates for every situation
There’s no single grievance letter template that fits every workplace issue. The structure stays broadly the same, but the emphasis and level of detail should reflect the situation you are dealing with.
You don’t need to use legal language or over explain. Clear, calm wording is what matters most.
1. General grievance letter template
This template works for most situations where you are raising a formal workplace concern and want a straightforward, neutral starting point.
[Your name]
[Your job title]
[Department]
[Date]
[Manager or HR name]
[Company name]
Subject: Formal grievance
Dear [Name],
I am writing to formally raise a grievance regarding an issue at work that has not been resolved informally.
On [date or dates], [brief factual description of what happened]. The individuals involved were [names, if applicable]. This situation has had an impact on my role and working environment, specifically [brief explanation of impact].
I have attempted to address this matter by [describe any informal steps taken, if relevant], but the issue remains unresolved
I am raising this grievance in line with company policy and would like this matter to be reviewed formally. I am happy to provide further information or attend a grievance meeting if required.
Yours sincerely,
[Your name]
2. Grievance letter template for bullying or harassment
This template is suitable when the issue involves repeated behavior, inappropriate conduct, or treatment that affects your dignity at work.
[Your name]
[Your job title]
[Department]
[Date]
[HR or Manager name]
[Company name]
Subject: Formal grievance regarding workplace conduct
Dear [Name],
I am writing to raise a formal grievance concerning ongoing conduct that I believe is inappropriate and affecting my ability to work effectively.
Since [approximate start date], I have experienced the following behavior: [clear, factual description of incidents, including dates and examples]. The individuals involved were [names, if applicable].
This conduct has had a negative impact on my wellbeing and my working environment, including [brief explanation of impact].
I am raising this grievance in line with company policy and request that the matter be investigated formally. I would welcome guidance on the next steps and am available to discuss this further.
Yours sincerely,
[Your name]
3. Grievance letter template for unfair treatment or management decisions
Use this when you believe decisions have been inconsistent, biased, or not aligned with company policy.
[Your name]
[Your job title]
[Department] [Date]
[Manager or HR name]
[Company name]
Subject: Formal grievance regarding unfair treatment
Dear [Name],
I am writing to formally raise a grievance regarding what I believe to be unfair treatment in relation to [brief description of issue, such as promotion, discipline, workload, or scheduling].
On [date or dates], [describe the decision or action taken]. I believe this is inconsistent with [policy, role expectations, or previous practice], as [brief explanation].
This situation has affected my role and professional confidence, and I have been unable to resolve it through informal discussion.
I am requesting that this matter be reviewed as part of a formal grievance process. I am happy to provide further information if needed.
Yours sincerely,
[Your name]
4. Grievance letter template for pay, workload, or role disputes
This template works well when responsibilities, pay, or expectations no longer match your contract or agreed role.
[Your name]
[Your job title]
[Department]
[Date]
[HR or Manager name]
[Company name]
Subject: Formal grievance regarding pay and workload
Dear [Name],
I am writing to formally raise a grievance regarding concerns about my pay and workload.
Since [date], my role has changed in the following ways: [describe additional duties, workload increases, or pay issues]. These changes were not reflected in my contract or formally agreed upon.
This has had an impact on my ability to manage my workload effectively and maintain a reasonable work life balance.
I am raising this grievance in line with company procedure and would like to discuss a resolution, including clarification of role expectations and appropriate adjustments.
Yours sincerely,
[Your name]
5. Grievance letter template when you’ve not raised the issue informally
If you’re going straight to a formal grievance, it helps to explain why.
[Your name]
[Your job title]
[Department]
[Date]
[HR name]
[Company name]
Subject: Formal grievance
Dear [Name],
I am writing to raise a formal grievance regarding an issue at work that I do not feel able to resolve informally.
The issue relates to [brief description]. Due to the nature of the situation, I believe a formal process is the most appropriate way to address it.
I am requesting that this grievance be handled in line with company policy and would appreciate confirmation of the next steps.
Yours sincerely,
[Your name]
What evidence is needed for a grievance?
You don’t always need evidence to raise a grievance. A grievance letter can be submitted based on your account of events. Evidence strengthens your case and supports investigation.
Useful types of evidence include:
- Emails, messages, or written correspondence
- Witness statements or names of witnesses
- Performance reviews or feedback records
- Relevant policies, contracts, or handbooks
- Personal notes with dates and times
You don’t need to attach everything upfront. You can reference evidence in your grievance letter and provide it during the investigation if requested.
Common mistakes to avoid when raising a grievance
Even valid grievances can lose impact if they are handled poorly. Small missteps can delay the process, weaken your credibility, or make it harder for your employer to respond appropriately. These are common mistakes to avoid when raising a formal grievance.
- Skipping internal grievance procedures: Failing to follow your employer’s published grievance process can slow things down or lead to your complaint being challenged on procedural grounds. Always check who the grievance should be sent to and what steps are expected.
- Raising the issue on social media or externally first: Public posts can escalate conflict quickly and may breach company policies around confidentiality. Employers are far more likely to engage constructively when concerns are raised through formal internal channels first.
- Submitting vague or unclear complaints: Statements like “I’m treated unfairly” without examples, dates, or context make it difficult to investigate the issue. Specific details help the grievance be taken seriously and handled fairly.
- Waiting too long to document events: Delays can weaken your grievance, especially if memories fade or evidence is lost. Keeping notes as issues arise helps preserve accuracy and strengthens your account.
- Combining multiple unrelated issues into one letter: Mixing separate concerns can confuse the investigation and dilute the main issue. Focus on one core grievance or clearly separate related points.
- Using emotional or confrontational language: Anger, accusations, or personal attacks can undermine your credibility, even when the grievance itself is valid. A calm, factual tone carries more weight.
- Making claims you cannot support: Allegations without evidence or clear examples may stall the process. Stick to what you can explain and document.
- Threatening legal action too early: Introducing threats at the outset can shut down dialogue and make resolution harder. Formal processes exist to address issues before escalation.
- Failing to keep copies of correspondence: Not retaining emails, letters, or notes can leave you without a clear record of what was submitted and when.
- Ignoring timelines or follow up steps: Missing meetings, deadlines, or requests for information can delay outcomes or weaken your position.
Following the correct process, staying focused, and keeping clear records protects you and strengthens your position throughout the grievance process.
Raising a grievance with confidence and control
A grievance letter template is not about confrontation. It is about clarity, fairness, and protecting your professional position. When written well, it allows your employer to understand the issue and respond appropriately.
Grievance processes rely on documentation, consistency, and follow through. Tools like Fyxer can help employees and managers keep communication organized, track timelines, and ensure written records are clear and professional. When administrative friction is reduced, people can focus on resolving issues thoughtfully and fairly.
Clear communication supports better outcomes for everyone involved.
Grievance letter FAQs
Should a grievance letter be formal?
Yes. A grievance letter should always be written in a formal, professional tone, even if your workplace culture is casual. This helps ensure your complaint is taken seriously and handled through the correct process. A clear, measured tone also protects you by creating a credible written record. Formal doesn’t mean filled with legal language. It means calm, factual, and focused on the issue.
Who should I send my grievance letter to?
Most grievance letters are sent to Human Resources or your direct manager, depending on your company’s policy. Some organizations specify a particular role or department that must receive formal grievances. If your grievance involves your manager, it’s usually appropriate to send it directly to HR instead. Checking the employee handbook helps avoid delays.
Can I submit a grievance by email?
In many US workplaces, yes. Email is often acceptable and has the benefit of creating a clear time stamped record. Some employers may request a signed letter or a specific form, so it’s worth confirming internal requirements first. If you submit by email, keep a copy and request confirmation that it has been received.
How long does a grievance process take?
There is no fixed timeline, as it depends on the complexity of the issue and the number of people involved. Many employers aim to complete investigations and provide outcomes within a few weeks. More complex grievances may take longer, especially if witness interviews or document reviews are required. You should be told what to expect once the process begins.
Can I bring someone to a grievance meeting?
Often, yes. Many employers allow you to bring a colleague, union representative, or support person to a grievance meeting. Their role is usually to provide support rather than speak on your behalf, unless agreed otherwise. Check your company policy in advance so you understand who is permitted and what their role can be.
What happens if my grievance is rejected?
If your grievance isn’t upheld, you’re usually given a written explanation of the decision. Most grievance procedures include the right to appeal if you believe the outcome is unfair or incomplete. An appeal is typically reviewed by someone who wasn’t involved in the original decision. Keeping your documentation organized helps if you choose to take that next step.
Can I lose my job for raising a grievance?
In the US, employees are generally protected from retaliation when they raise workplace concerns in good faith. Federal and state laws prohibit employers from punishing employees for reporting issues such as discrimination, harassment, wage violations, or unsafe working conditions.
While many roles are at will, retaliation is still unlawful. Following your employer’s grievance process and keeping clear records helps protect you. The U.S. Department of Labor and the Equal Employment Opportunity Commission provide guidance on employee rights and employer responsibilities.