Guide
The grievance procedure, step by step
Knowing what happens next makes the letter much easier to write. Your employer's own policy is the one that governs your case, so read it alongside this. General information about the process — not legal advice or representation.
1. Try to sort it informally
Most policies expect a conversation first, with your manager or someone above them. Note the date and what was said, even if nothing is resolved — that record is useful later.
2. Put the grievance in writing
State that it is a formal grievance, set out dated events, the effect on you, and the outcome you want. This is the document the whole process is built on, so it is worth taking time over.
3. Acknowledgement and investigation
The employer normally acknowledges receipt and looks into the matters raised — reviewing documents and speaking to people involved. How long this takes varies; policies often give an indicative timescale.
4. The grievance meeting
You are invited to a meeting to explain your grievance. Take your chronology and evidence, and ask for notes of the meeting afterwards. Workers generally have the right to be accompanied by a colleague or a trade union representative at a formal grievance meeting.
5. The outcome
You should receive a written decision saying what was upheld, what was not, and what action follows. Ask for reasons if the letter does not give them.
6. The appeal
If you are unhappy with the outcome you can normally appeal, usually within a short deadline stated in the policy or outcome letter. An appeal letter should say which findings you disagree with and why, rather than repeating the original grievance in full.
Common questions
How long should a grievance take?
There is no single fixed period. Employers are generally expected to deal with grievances without unreasonable delay, and most policies set their own target timescales. If it stalls, chase in writing and keep the reply.
Can I be accompanied?
Workers generally have the right to be accompanied at a formal grievance meeting by a colleague or a trade union representative. Say in your letter that you intend to be accompanied.
Can I raise a grievance after I've left?
Many employers will consider a grievance from a former employee, and some policies have a shortened process for it. Certain workplace claims have strict deadlines, so if that is a concern, take advice quickly.
What if nobody responds?
Follow up in writing, referring to the date you sent the grievance, and escalate to a more senior manager or HR. A documented lack of response can itself be a significant fact.
What happens if my grievance is not upheld?
You can usually appeal. Beyond that, options might include mediation, Acas Early Conciliation or, in some cases, a tribunal claim — all of which carry their own rules and deadlines. A qualified solicitor or Acas can tell you what applies to your situation.
Ready to write it?
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