Guide
How to write a grievance letter to HR
Sending it to the right person, in the right form, matters almost as much as what it says. Here is how grievances usually travel through a UK employer. General information about the process — not legal advice.
Who should it be addressed to?
Check the grievance policy in your staff handbook or intranet first — most name a role. As a rule you write to your line manager, unless the grievance is about them, in which case you go to their manager or to HR. Sending it to HR as well is normally sensible, so it is logged.
What HR actually does with it
HR usually acknowledges the letter, arranges an investigation and a grievance meeting, and supports whoever hears it. HR is generally acting for the organisation rather than for you, so treat the letter as a document that will be read by several people, including the person it concerns.
Email or letter?
Either is fine in most workplaces. Email gives you a timestamp and a copy; attach the grievance as a Word or PDF document rather than typing it in the body, and keep a copy somewhere outside your work account.
What to put in the subject line
'Formal grievance — [your name], [department]'. It removes any doubt about what the message is, and makes it easy to find later.
What to include
Your name, job title and department; that this is a formal grievance under the policy; a dated account of what happened; the effect on you; what you would like to happen; the evidence you can provide; and a request for a meeting date.
What to ask for at the end
Acknowledgement in writing, a meeting date, and confirmation that you may be accompanied. It is also reasonable to ask how your information will be handled and who will see the letter.
Practical tips
- • Keep it to two or three pages. Detail belongs in the evidence list, not the narrative.
- • Write it as though a stranger will read it in six months' time — because they may.
- • Do not copy in the whole team. Limit circulation to the people who need it.
- • Save your own copy, plus any supporting messages, to personal storage before you send it.
- • Note the date you sent it and diarise a follow-up if you hear nothing within a week.
Not sure how to word it?
Read the free sample letter to see the finished article, or start your own and download it as a Word document.