How long should a grievance letter be?

Most are one to two pages. Keep the events section tight and put longer detail into a separate dated chronology you can hand over at the meeting.

Do I have to use my employer's template?

Not usually. What matters is that you follow the procedure in your handbook — who to send it to and how — rather than the exact format of the letter.

Should I say I want to be accompanied?

It is worth saying so in the letter if you do. It gives the employer notice before arranging the meeting.

What happens after I send it?

Typically the employer acknowledges it, holds a grievance meeting, investigates, and gives you a written outcome with a right of appeal. Our guide to the grievance procedure walks through each stage.

Free checklist & example

Grievance letter checklist, with a full example

Work down the checklist as you draft, then compare your letter with the worked example below. The example is invented — the people, the company and the events are fictitious. This page gives general information about the process only. It is not legal advice or representation.

Prefer not to start from a blank page? RightWords builds the letter around the facts you confirm.

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The checklist

1. Before you write

• Find your employer's grievance procedure — usually in the staff handbook, intranet or your contract — and note who grievances should be sent to.
• Decide whether you are raising this formally. A formal grievance normally leads to a meeting and a written outcome.
• Collect the emails, messages, rotas, payslips, notes and meeting invitations that relate to what happened.
• Write out a plain list of events with dates before you start drafting, oldest first.
• Check whether you have already raised any of it informally, and when.

2. Your letter's opening

• Your name, home address and the date at the top.
• The name, job title and address of the person you are sending it to.
• A subject line that says it is a formal grievance and names the subject in a few words.
• One opening sentence saying you are raising a formal grievance under the employer's procedure.
• Your job title, start date and who you report to.

3. What happened

• Numbered events in date order — one event per number.
• For each event: the date, where it happened, who was present, and what was said or done.
• Direct quotes only where you are confident of the words; otherwise summarise.
• No 'always', 'constantly' or 'everyone knows' — replace with dated examples.
• Facts kept separate from how you interpreted them.
• No labels such as bullying, harassment, discrimination or misconduct applied as conclusions — describe the behaviour and let the employer assess it.

4. Effect and outcome

• A short section, in your own words, on the effect this has had on your work, health or position.
• Any adjustments, sick leave or medical appointments connected to it, if you are comfortable including them.
• A specific list of what you are asking the employer to do — investigate, restore duties, explain a decision, change an arrangement, apologise.
• Nothing you are not prepared to discuss at a meeting.

5. Evidence and closing

• A list of the documents you can provide, rather than every attachment bundled in.
• An offer to bring them to the meeting or send them in advance.
• A request to confirm receipt and to be told the date of the grievance meeting.
• A note that you would like to be accompanied at the meeting, if you do.
• 'Yours sincerely' where you have named the recipient, your signature, job title and staff number.

6. Final read-through

• Every date, name and figure checked against your documents.
• Anything you cannot evidence either removed or clearly marked as your recollection.
• Tone calm and factual throughout — no sarcasm, threats or ultimatums.
• Under about two pages of events, with detail moved to the chronology if it runs long.
• A copy kept for yourself, and the letter sent in a way you can prove — email, or by hand with a dated receipt.

A full example letter

Daniel Osei is a fictitious warehouse operative at an invented employer, Halden Foods Ltd. He has been allocated no overtime for two months and two written requests for an explanation have gone unanswered.

Daniel Osei
27 Ferndale Avenue
Nottingham NG7 4LD

3 September 2025

Mrs Rachel Lindley
HR Manager
Halden Foods Ltd
Riverside Industrial Estate
Nottingham NG2 1AA

Dear Mrs Lindley

Formal grievance — allocation of overtime and unanswered requests to discuss it

I am writing to raise a formal grievance under the company's grievance procedure. This letter sets out what has happened, the effect it has had on me, and what I am asking the company to consider.

Background

I have worked at Halden Foods Ltd as a Warehouse Operative since 11 January 2021. I report to Mr Stephen Bright, Shift Supervisor.

What has happened

1. On 14 July 2025 the overtime rota for August was published on the depot noticeboard. I was allocated no overtime shifts. Three colleagues who joined the depot in 2024 were each allocated between four and six shifts.

2. On 16 July 2025 I asked Mr Bright how the rota had been decided. He said it was "done on who's reliable" and did not explain further.

3. On 21 July 2025 I emailed Mr Bright asking for the criteria used for overtime allocation. I did not receive a reply.

4. On 4 August 2025 I sent a further email to Mr Bright, copying the depot inbox, repeating the request. I have had no response to either email.

5. On 18 August 2025 the September rota was published and I was again allocated no overtime shifts.

Effect on me

Overtime made up a regular part of my earnings in 2024, and losing it has reduced my monthly income noticeably. Not being told how the decision was made, and having two written requests go unanswered, has left me feeling that my position at the depot is being treated differently from others.

What I am asking for

I would like the company to consider:

- explaining in writing how overtime is allocated at the depot;
- reviewing how the August and September rotas were decided;
- confirming whether my previous overtime record was taken into account;
- agreeing a way for me to raise rota questions and receive a reply.

Supporting information

I can provide my emails of 21 July and 4 August 2025, photographs of the August and September rotas as published, and my payslips for 2024 and 2025 showing previous overtime.

Next steps

Please confirm receipt of this letter and let me know the date of the grievance meeting. I would like to be accompanied at that meeting.

Yours sincerely

Daniel Osei
Warehouse Operative
Staff number 2214

Want a second, longer example? Read the free sample grievance letter, or browse five more worked examples.

Not sure which documents belong with it? See what evidence to include with a workplace grievance. If your complaint is about the person you report to, read raising a grievance against a manager before you send it.

Common mistakes

• Sending it to the wrong person, because the handbook names a different recipient.
• Describing months of behaviour in general terms with no dates attached.
• Stating your own conclusion — that it was discrimination, or bullying — instead of what was said and done.
• Attaching a large bundle of documents with nothing explaining what each one shows.
• Asking for no particular outcome, which leaves the employer unsure what would resolve it.
• Writing while angry and sending the same day. Draft it, leave it overnight, then read it again.

Questions people ask

How long should a grievance letter be?: Most are one to two pages. Keep the events section tight and put longer detail into a separate dated chronology you can hand over at the meeting.
Do I have to use my employer's template?: Not usually. What matters is that you follow the procedure in your handbook — who to send it to and how — rather than the exact format of the letter.
Should I say I want to be accompanied?: It is worth saying so in the letter if you do. It gives the employer notice before arranging the meeting.
What happens after I send it?: Typically the employer acknowledges it, holds a grievance meeting, investigates, and gives you a written outcome with a right of appeal. Our guide to the grievance procedure walks through each stage.

Have it written around your situation

RightWords asks about what happened, builds your dated chronology and evidence list, and prepares a letter in this style as a downloadable Word document. You confirm every fact before anything is generated.

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Answer a few questions about what happened and download a formal letter in your own words, with a situation pack explaining your options.

Document preparation and general information — not legal advice.

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Related guides

Sources and further information

Written by RightWords

Last reviewed: 10 September 2026

Information checked against current official guidance.

We do not provide legal advice or legal representation. If you require legal advice, please consult a qualified solicitor.