Free template
Grievance letter template
A free UK grievance letter template you can follow section by section. Use it to draft a clear, factual formal letter, or use RightWords to turn your own situation into a personalised Word document. General information about the process only — not legal advice or representation.
Prefer not to start from a blank page? RightWords builds the letter around the facts you confirm.
Start your letterHow to use this template
- Replace everything in [square brackets] with your own details.
- Work through the sections in order — do not skip the dated chronology.
- Keep the tone factual and professional throughout.
- Read the whole letter again before sending, and check every date and name.
- Send it in a way you can prove: email with a read receipt, or by hand with a dated receipt.
The template
Your details
[Your full name] [Your home address] [Your phone number and email] [Date]
Tip: Use your home address, not your work email signature. The date is the day you send the letter.
Recipient details
[Name of the person the grievance should be sent to] [Their job title] [Company name] [Company address]
Tip: Check your staff handbook or contract for who handles formal grievances. It is often HR or a named manager.
Subject line
Formal grievance — [short description of the issue, e.g. allocation of overtime]
Tip: Keep it factual and specific. This is the first thing the reader sees.
Opening paragraph
Dear [Name], 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 the outcome I am asking the company to consider.
Tip: State clearly that this is a formal grievance and name the procedure you are following.
Background
I have been employed by [company name] as [job title] since [start date]. I report to [manager's name and job title].
Tip: Give just enough context so the reader knows your role and who you report to.
What happened
1. On [date], at [place / meeting / context], [name] [said / did]: [exact wording or brief summary of what happened]. 2. On [date], [next event in chronological order]. 3. On [date], [next event].
Tip: Number events in date order. Include dates, places and names. Use direct quotes only when you are sure of the words.
Effect on you
The events described above have [had this effect on my work / health / wellbeing / confidence at work]. [Optional: mention any sick leave, medical appointments or adjustments connected to the issue, only if you are comfortable including them.]
Tip: Keep facts and feelings separate. Describe the effect in your own words without turning it into a legal conclusion.
What you want to happen
I would like the company to consider: - [specific request, e.g. investigating the matter and confirming the findings in writing]; - [specific request, e.g. restoring a duty or changing an arrangement]; - [specific request, e.g. an explanation of a decision].
Tip: Be specific. The employer needs to know what a resolution looks like.
Supporting information
I can provide the following documents if they would assist: [list emails, messages, rotas, payslips, meeting invitations, notes, etc.]. I am happy to bring these to the grievance meeting or send them in advance.
Tip: List evidence rather than attaching a large bundle. Offer to provide it at the meeting.
Next steps and close
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 [Your signature] [Your full name] [Job title] [Staff / employee number, if you have one]
Tip: Ask for confirmation and the meeting date. Say if you want to be accompanied. Sign off formally.
Why a static template only gets you so far
- • A template cannot ask follow-up questions, so it is easy to miss important details.
- • It cannot check whether every fact in your letter matches the evidence you have collected.
- • It will not warn you if a date, name or quotation has been invented or mistyped.
- • It does not adapt the tone or structure to your particular workplace or procedure.
How RightWords turns this template into your letter
You answer plain-English questions about what happened, when and who was involved.
You build a dated chronology and evidence list before any letter is drafted.
A personalised grievance letter is prepared in the same professional format as the template above.
You review and confirm every fact before it is turned into a downloadable Word document.
Before you send anything
Make sure you have checked your employer's grievance procedure, gathered the relevant documents, and written out a plain chronology of events with dates. If you are unsure whether a formal grievance is the right step, our guide to writing a grievance letter explains when to raise things formally and what to leave out.
Ready to put it in writing?
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.
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.