Workplace disputes and issues can arise in even the most well-managed organisations. When informal solutions fail, a grievance letter provides a structured way for employees to communicate concerns formally and professionally.

This article explains what a grievance letter is, the benefits of using one, how to easily create one with Bind, and includes a free grievance letter template to get you started.

What is a grievance letter?

A grievance letter is a formal document written by an employee to their employer or manager, outlining complaints or concerns about workplace issues. It gives the employee a formal way of addressing workplace issues when informal discussions or mentions have not resolved the issue.

These issues typically include unfair treatment, unsatisfactory working conditions, bullying, discrimination, workload distribution, or breaches of company policies.

By submitting a grievance letter, employees can formally document their concerns and trigger a formal grievance procedure within their organisation.

Benefits of submitting a grievance letter

Submitting a grievance letter provides several benefits:

• It creates an official record of your complaint, ensuring clarity and accountability.
• A grievance letter encourages your employer to promptly address the situation and find solutions.
• It offers protection against unfair treatment or retaliation for raising your concerns.
• It increases the likelihood that issues will be properly addressed, improving workplace conditions.

How to create a grievance letter easily with Bind

Using Bind makes creating a grievance letter straightforward and quick:

1. Select Grievance Letter in Bind.
2. Answer simple questions prompted by Bind (such as recipient details, a description of the issue, and your previous attempts to resolve it).
3. Generate the letter automatically—customised precisely to your situation.
4. Edit the document if needed, with or without AI assistance.
5. Digitally sign the letter and send it to your employer directly from the Bind platform or from your email.

Create a Grievance Letter in minutes with Bind

How often are grievance letters used?

According to a CIPD (Chartered Institute of Personnel and Development) survey approximately 25% of UK employees have experienced workplace conflicts leading to formal grievances. This demonstrates that the frequency of formal workplace grievances is significant, reflecting broader workplace challenges.

The most common grievances reported include bullying or harassment, followed by issues around workload and management style.

Research by ACAS (Advisory, Conciliation and Arbitration Service) indicates that approximately 1 in 5 workers have either considered or filed a formal grievance at some point in their career.

These figures highlight the widespread relevance and importance of having clear grievance procedures in every workplace.

Source: CIPD: Dealing with conflict at work, ACAS: Managing workplace grievances

What should a grievance letter include?

A clear and effective grievance letter typically includes:

1. Recipient details
   State who the letter is addressed to, usually a line manager or HR representative.
2. Description of the issue
   Explain your grievance, detailing specific examples or patterns causing concern.
3. Impact
   Describe how the situation is affecting your work performance, mental health, or overall well-being.
4. Attempts made to resolve the issue
   Outline your prior efforts to address the grievance informally, including outcomes and reasons those solutions were insufficient.
5. Request for resolution
   Suggest possible resolutions or express openness to discuss potential solutions.

Common questions about grievance letters

Who should I send my grievance letter to?
Typically, your immediate supervisor or HR manager. If your grievance involves your direct manager, submit the letter to another manager or HR department instead.

How detailed should my grievance letter be?
Provide clear, factual, and detailed information. Include dates, times, and examples of incidents wherever possible to support your complaint.

Can I face consequences for submitting a grievance letter?
Legally, employers must not retaliate against employees for raising legitimate grievances. It is advisable, however, to remain professional and factual in your grievance letter to protect yourself further.

What happens if you do not submit a grievance letter?
Without a formal grievance letter, you do not have a formal record and it can become challenging to prove later that you attempted to address the problem. Additionally, without a grievance letter workplace issues often remain unresolved. This can lead to persistent negative conditions, increased stress, lower morale, decreased productivity, and health problems due to chronic stress or anxiety.

Grievance Letter – free template

Here's a clear and concise template for a grievance letter that you can use:

Your Name
Address
Contact Information

Date

Recipient Name
Company Name

Subject: Formal Grievance Submission – Private and Confidential

Dear Recipient Name,

I am writing this letter to formally raise a grievance regarding [clearly state the issue].

This issue has been ongoing since [state date or period] and has negatively affected my ability to perform my duties effectively, as well as impacted my mental health and well-being.

Despite my efforts to resolve this matter informally—including discussions with [mention names/titles] on [mention dates]—the situation remains unresolved, and the problems persist.

I kindly request a formal meeting to discuss this matter further and hope we can agree on a solution promptly. I look forward to resolving this matter amicably.

Thank you for your attention.

Yours sincerely,

Easily handle grievances with Bind

Bind makes it easy to quickly and accurately create grievance letters and other essential workplace documents from start to finish. Whether you’re raising concerns formally or managing essential paperwork, Bind helps you keep everything organised and professional.

Create your Grievance Letter with Bind today