UK · Templates

Grievance letter template

A UK grievance letter formally raises a workplace complaint under the ACAS Code of Practice. It should be dated, addressed to HR or line manager, set out the specific grievance and desired outcome. Failure to raise a grievance before tribunal can uplift or reduce compensation by 25%.

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When to use a grievance letter

Grievance letters are for workplace complaints the employee wants the employer to formally address:

  • Bullying or harassment.
  • Discrimination.
  • Unfair treatment by a colleague or manager.
  • Pay or benefits disputes.
  • Working conditions or hours.
  • Contract or policy breach.

The formal grievance route is required by the ACAS Code before any tribunal claim (except for redundancy and dismissal).

Standard grievance letter template

[Date]

Dear [HR Contact / Line Manager],

I am writing to raise a formal grievance under the [Company Grievance Procedure / ACAS Code of Practice on Disciplinary and Grievance Procedures].

The grievance

[Describe the specific issue clearly and factually. Include dates, names, and specific incidents. Attach supporting documents if helpful.]

What I have already tried

[Describe any informal attempts to resolve - conversations with line manager, previous emails, etc.]

The impact on me

[Describe the impact - stress, financial loss, health effect, missed opportunities.]

The outcome I am seeking

[Describe what you want the employer to do - specific remedy, investigation, apology, policy change.]

I request a formal grievance meeting at the earliest reasonable date. I would like to be accompanied by [colleague name / trade union representative name].

Yours sincerely,

[Your Name]
[Employee Number if applicable]

Worked example - bullying by manager

[Date]

Dear HR,

I am raising a formal grievance under the ACAS Code regarding the conduct of [Line Manager Name] toward me since [date].

Specifically: (1) On [date] the manager raised his voice at me in a team meeting in front of colleagues, saying [words]. (2) On [date] the manager reassigned my main project to a colleague without discussion. (3) On [date] the manager excluded me from a team dinner. (4) On [date] the manager sent an email criticising my work in front of the wider team.

I raised these incidents informally with my previous line manager and with HR on [dates] but the behaviour has continued.

The impact has been: significant work-related stress requiring GP consultation, reduced confidence in team meetings, and loss of interest in continuing in the role.

I am seeking: (1) formal investigation into the conduct; (2) confirmation that the manager will not have direct reporting or performance responsibility for me during the investigation; (3) mediation or team-conduct training as appropriate to the outcome.

I would like to be accompanied at the grievance meeting by my union representative [name].

Yours sincerely,

[Your Name]

Delivery

Email to HR with your line manager copied (or their line manager if the grievance is about the direct line manager). Use subject "Formal Grievance - [Your Name]". Save the sent copy and delivery confirmation.

What to expect after sending

  1. Acknowledgement within 5 working days.
  2. Grievance meeting arranged within 2-4 weeks.
  3. Right to be accompanied by colleague or trade union representative.
  4. Investigation conducted.
  5. Written outcome with reasons within 10 working days of the meeting.
  6. Right of appeal to a more senior manager.

Interaction with tribunal claims

The ACAS Code applies to tribunal claims. Failure by either side to follow the Code can uplift compensation by up to 25% (employer breach) or reduce (employee breach). Raising a grievance before tribunal is expected practice for most workplace claims.

Whistleblowing variant

If the grievance concerns a matter of public interest (financial impropriety, health and safety, criminal offence, environmental risk), the disclosure may be protected under whistleblowing law (Public Interest Disclosure Act 1998). This gives day-one dismissal protection and uncapped compensation for detriment. Take specialist advice.

Useful calculators

Related guides

Authority pages

Frequently asked questions

Do I have to raise a grievance before going to tribunal?
Not strictly for redundancy or dismissal claims, but for most workplace claims (bullying, discrimination, harassment, pay disputes) raising a grievance first is expected practice under the ACAS Code. Failure can reduce tribunal compensation by up to 25%.
What if HR does not respond?
Send a follow-up in writing within 10 working days. If still no response, escalate to a more senior HR contact or the CEO. Persistent failure to address a grievance can itself be a breach that supports constructive dismissal.
Can I bring a colleague to the grievance meeting?
Yes under section 10 Employment Relations Act 1999. Colleague or trade union representative. Request accompaniment in the grievance letter.
How long should a grievance letter be?
As long as needed to set out the specific grievance clearly, but focused - the letter is a formal complaint, not a full case argument. 1-3 pages is typical. Attach supporting documents rather than inline.
What if the grievance is about my line manager?
Copy the grievance to your line manager's line manager or to HR (not the manager directly). The grievance meeting should be chaired by someone independent - typically HR or a senior manager with no prior involvement.

Sources and further reading

General information about UK employment law, not legal advice. For your situation, contact ACAS or an employment-law solicitor.