Free Grievance Letter Template — Copy, Adapt, and Send

A formal grievance letter starts your employment dispute on the right foot. Use this free template to raise a grievance in compliance with the ACAS Code of Practice.

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Is a grievance always required before a tribunal claim?

No, but the ACAS Code expects a fair process. If your employer fails to follow it, the tribunal can increase compensation by up to 25%. Raising a grievance is usually advisable unless there’s a clear reason not to.

What if my employer ignores the letter?

Failing to respond or hold a hearing breaches the ACAS Code. Keep your letter and proof of delivery — it strengthens your tribunal claim.

Should I email or post the letter?

Do both. Email it to HR and your manager, and send a copy by recorded post to ensure proof of delivery. Keep all copies and receipts.

Should I copy the letter to HR and my manager?

Send to both if possible. If your manager is the person you’re complaining about, address it to HR instead.

Can I change the response deadline?

Yes. Check your employee handbook. The ACAS Code suggests employers respond within 5–10 working days — you can request a longer timescale if needed.

Free Grievance Letter Template — Copy, Adapt, and Send

Last updated April 2026

When to Use a Grievance Letter

A formal grievance letter is your first step in raising a workplace dispute. Before you file an employment tribunal claim, you should try to resolve the issue with your employer. A grievance letter shows that you tried to resolve it internally and creates a clear record of the problem.

The ACAS Code of Practice on Disciplinary and Grievance Procedures states that employers must follow a formal grievance procedure. If your employer ignores or fails to follow this procedure correctly, the tribunal can increase any compensation you win by up to 25%.

A grievance letter should come before a tribunal claim unless the problem is urgent (e.g., immediate health and safety risk) or resolution is clearly impossible.

Copy this template and adapt it for your situation. Fill in the bracketed sections with your own details.

[Your name] [Your address] [Date] [Manager's name / HR Manager] [Company name] [Company address] Dear [Name], Formal Grievance I am writing to raise a formal grievance in accordance with [Company]'s grievance procedure and the ACAS Code of Practice on Disciplinary and Grievance Procedures. Nature of grievance: [Set out the facts of your grievance in date order. Be specific: what happened, when it happened (include dates), who was involved, what was said or done, and how it has affected you.] I believe this amounts to [unfair treatment / a breach of my employment contract / discrimination on the grounds of [protected characteristic] under the Equality Act 2010]. Requested outcome: [State what outcome you are seeking, eg: a full investigation; an apology; changes to working arrangements; cessation of the conduct complained of.] I would like a grievance hearing to be arranged as soon as possible. I am entitled to be accompanied at this hearing by a work colleague or trade union representative. I look forward to your response within [5 / 10] working days. Yours sincerely, [Your full name] [Job title] [Date signed]

Copy this template and adapt it for your situation.

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How to Adapt This Template

Replace all bracketed sections [like this] with your own details. Be clear and specific. Use real dates, names, and places. Do not be vague — "unfair treatment" is not enough. Say exactly what happened: "On 15 March 2026, my manager [name] told me in a meeting that my role was being eliminated, without warning or consultation, following a decision made on [date]."

Do not make personal attacks on your manager or colleagues. Do not include speculation or hearsay. Do not make threats. Do not copy the entire employee handbook. Keep the letter professional. This is a formal document that may be read by an employment judge.

Send your letter by email or recorded post. Keep a copy for your records. If you email it, keep the email receipt showing when it was sent.

Your employer must respond within 5–10 working days (check your contract or handbook for the exact timescale). They should invite you to a grievance hearing. You have the right to bring a work colleague or trade union representative to support you.

Key Points to Include

Set out exactly what happened, in date order. Include the date of the incident, who was involved, what was said, and what you did or said in response. Be factual — stick to what you know, not what you think or suspect.

Explain why you believe this is a breach of your contract or unfair treatment. Is it discrimination under the Equality Act? A breach of contract (e.g., failure to pay)? A breach of health and safety obligations? A breach of the implied term of mutual trust and confidence?

Briefly explain how this has affected you — stress, financial loss, impact on your career. Do not exaggerate, but be honest.

Be clear about what you want. Is it an apology? An investigation? Changes to how you are treated? Compensation? A formal hearing will address this.

No. The law does not require you to raise a grievance before filing a tribunal claim. However, the ACAS Code of Practice expects both parties to follow a fair process. If your employer fails to do so, the tribunal can increase compensation by up to 25%. It is usually advisable to raise a grievance first unless there is a clear reason not to (e.g., your manager is the one causing the problem and won't listen).

If your employer fails to respond or refuses to hold a hearing, this is a breach of the ACAS Code. Keep your letter and evidence of sending it. This strengthens your tribunal claim.

Do both. Email it to HR and your manager's email addresses, and send a copy by recorded post. This ensures you have proof of delivery. Keep all copies and receipts.

Send it to both if possible. Typically, you would send it to your manager, but also email it to HR or whoever handles grievances in your company. If your manager is the person you are complaining about, address it to HR instead.

Yes. Check your employee handbook or contract for the required timescale. The ACAS Code suggests employers respond within 5–10 working days. You can request a longer timescale if you need it.

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ACAS Discipline & Grievance Code

Employment Rights Act 1996