How to write a grievance letter
To raise a grievance you should take the following steps:
(1) Firstly, review your employer’s grievance procedure. You can usually find this in the employee handbook. It will tell you who to address your grievance letter to, and let you know what to expect from the process. It might even stipulate what you should cover in your letter.
(2) Now that you know what you need to do to raise a grievance, you should write a letter to your employer setting out your concerns. Putting your grievance in writing means there cannot be a dispute over what your grievance or any part of it was. Everyone will be clear what the problem is. Make sure you give your employer enough information in the letter for them to be able to investigate the matter for you.
(3) You should then go on to say how you would like your employer to resolve the matter. Be clear about what you want to achieve. If you are being harassed, what can your employer do to make it stop? If you need reasonable adjustments that your employer isn’t currently making, what do you need them to do? It might be helpful to set out steps that you have already taken to try to resolve the matter yourself.
(4) You can then ask for a grievance meeting to discuss your concerns with your employer. You have the right to be accompanied at grievance meetings, and if you know who you want to take with you, you might want to note who you wish to take with you. Remember to ask them first!
(5) Remember to date your letter – if matters aren’t resolved and you end up bringing a claim in the employment tribunal, dates will be very important, particularly if your employer doesn’t respond quickly enough or at all.
(6) Remember to keep the tone of the letter calm, professional and as non-accusatory as possible. It is understandable that if you are raising a grievance you might be angry, but if you want the matter resolved and for your employer to take it seriously, you are better to stay polite and professional.