Formal grievance letter: raise a workplace problem properly (England & Wales)

Last reviewed: June 2026 · For use in England & Wales · eLitigant is a Community Interest Company (No. 16566612), not a law firm. Always check the current official form on GOV.UK before you file, and sign the statement of truth yourself.

What a formal grievance letter is

A grievance is any concern, problem or complaint you raise with your employer about your work, your treatment at work, or your working conditions. When you decide to deal with it formally rather than through a quiet word, you put it in writing — and that written complaint is your formal grievance letter.

The framework that governs this is the ACAS Code of Practice on Disciplinary and Grievance Procedures. The Code is the recognised standard in England, Wales and Scotland for handling grievances fairly. It is not optional window-dressing: if a dispute later reaches an employment tribunal and the employer (or the employee) has unreasonably failed to follow the Code, the tribunal can adjust any compensation by up to 25% under section 207A of the Trade Union and Labour Relations (Consolidation) Act 1992. A clear, dated written grievance is the first formal step in that process and creates a record that protects you.

Common grievances include bullying or harassment, discrimination, unfair treatment by a manager, problems with pay or unpaid wages, changes to your contract or hours imposed without agreement, health and safety concerns, and being blocked from rights such as breaks or holiday. A grievance is the employee’s route; its mirror image — where the employer raises a concern about you — is the disciplinary process.

When and why to use one

ACAS encourages you to try to resolve things informally first — usually a conversation with your line manager. Most workplace problems are best fixed that way. You should move to a formal written grievance when:

• informal discussion has not worked, or you have already raised it and nothing has changed;
• the matter is serious — for example harassment, discrimination or whistleblowing — where an informal chat is not appropriate; or
• you want a documented record and a structured process with a meeting, a decision and a right of appeal.

Check whether your employer has its own written grievance procedure (often in the staff handbook or contract). If it does, follow it — but it must meet the ACAS Code as a minimum. Putting the grievance in writing matters for another reason too: many later steps, including some employment tribunal claims, depend on having raised the issue properly first. Acting promptly also helps; long delays can make the facts harder to establish.

What to put in the letter

The ACAS grievance letter template is deliberately simple. A good formal grievance does the following:

• States plainly that it is a formal grievance. Open with words such as “I am writing to raise a formal grievance” so there is no doubt about what it is.
• Sets out the facts. Describe what happened, in order, with dates, times, places and the names of people involved. Stick to facts rather than feelings, and be specific — “On 3 March my manager…” is far stronger than “I am always treated unfairly.”
• Refers to your evidence. Mention documents that support you — emails, payslips, your contract, rota records, messages or witness names — and keep copies. You do not have to attach everything, but flag what exists.
• Explains the impact. Briefly say how the problem has affected you (for example your health, your pay or your ability to do your job).
• Says what outcome you want. Be specific and realistic — for example “I would like my unpaid overtime to be paid” or “I would like the behaviour to stop and an assurance it will not recur.”
• Requests a grievance meeting. Ask your employer to arrange a meeting to discuss it.

You also have a statutory right, under section 10 of the Employment Relations Act 1999, to be accompanied at a formal grievance meeting by a trade union representative or a fellow worker. You can mention in the letter that you intend to exercise this right. Date the letter, keep a copy, and send it to the right person (your manager or HR, as your procedure requires).

Common mistakes and pitfalls

• Being vague. A general complaint of “unfairness” is hard for anyone to investigate. Pin it to specific incidents and dates.
• Venting instead of stating facts. Strong, angry or insulting language weakens an otherwise good grievance. Keep it measured and professional.
• Not saying what you want. If you do not state the outcome you are seeking, the employer is left guessing.
• Forgetting to keep records. Always keep a dated copy of the letter and proof of sending. Note who you sent it to.
• Mislabelling it. If you do not make clear it is a formal grievance, it may be treated as an informal query and never enter the proper process.
• Leaving it too long. Delay can blur the facts and may affect later time limits, including the strict deadlines for some employment tribunal claims.

Frequently asked questions

Does my grievance have to be in writing?
To raise a formal grievance under the ACAS Code, yes — it should be set out in writing, by letter or email. Informal concerns can be raised in conversation, but the formal process starts with a written statement.

What happens after I send it?
Your employer should arrange a grievance meeting without unreasonable delay, hear your concerns, and then give you a decision. If you are not satisfied with the outcome, you have the right to appeal. The employer should follow its own procedure and, as a minimum, the ACAS Code.

Can I bring someone to the meeting?
Yes. Under section 10 of the Employment Relations Act 1999 you have the right to be accompanied at a formal grievance meeting by a trade union official or representative, or by a fellow worker. There is no statutory right to bring a solicitor, though some employers allow it as a matter of policy.

This page is general information about the grievance process in England and Wales, not legal advice. eLitigant is not a law firm. For advice on your specific situation you may wish to contact ACAS or a qualified adviser.

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