How to Write a Grievance Letter About a Colleague

Informal first, in most cases

Many employers expect you to try raising it directly or through your manager before a formal grievance, and their procedure usually says so. If you have already done that, put the dates in the letter — it shows the formal route was not your first step. If you have not, explain why a direct conversation would not be appropriate.

You will both continue working there

Unlike a grievance about a manager, this one is usually between people who share a desk, a rota or a team. Write it knowing the other person will be told what has been alleged and will give their account. Keeping the tone neutral makes a workable outcome much more likely.

What to record for each incident

The date and rough time, the location or channel, what was said or done, who else was present, and what happened immediately afterwards. Where you are quoting, quote only words you are confident about. Where you are summarising, say so.

Be careful with second-hand accounts

If a colleague told you something happened, say that is what you were told and by whom, rather than presenting it as something you witnessed. Investigations often turn on this distinction, and overstating what you know weakens the rest of the letter.

Say what a good outcome looks like

With colleague grievances the outcome is often practical: a change to shift pairings, seating or task allocation, a facilitated conversation, mediation, or a clear statement of expected conduct. Asking for something specific and achievable is usually more effective than asking for the person to be disciplined.

Common mistakes

• • Listing personality clashes without a dated example of behaviour.
• • Copying in the wider team, which turns a grievance into an office dispute.
• • Describing the person rather than the conduct.
• • Ignoring the employer's informal step without explaining why.
• • Including private messages from unrelated conversations.