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How to Raise a Grievance: Step-by-Step

A step-by-step guide to raising a formal grievance at work. Includes what to include, how to structure your letter, and what to expect during the process.

Raising a grievance can feel intimidating. You may worry about retaliation, about being seen as a troublemaker, or about making things worse. But sometimes, a formal grievance is the only way to get your concerns taken seriously.

This guide walks you through the process, from deciding whether to raise a grievance to what happens after.
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When to Raise a Grievance

Consider raising a formal grievance if:

  • You have raised a concern informally and nothing has changed

  • You are experiencing bullying, harassment, or discrimination

  • Your employer has breached your contract (e.g., not paying you, not giving breaks)

  • You are being treated unfairly compared to colleagues

    • A grievance is not the same as whistleblowing. Whistleblowing is for reporting illegal activity or safety concerns. A grievance is for workplace disputes.

    Step 1: Gather Evidence

    Before you submit your grievance, collect:

  • Dates and times of incidents

  • Names of witnesses

  • Copies of emails, texts, or rotas

  • Notes you made at the time

  • Any relevant policies or contracts

    • The more evidence you have, the stronger your case.

    Step 2: Write Your Grievance Letter

    Your grievance should be in writing. Address it to your manager or HR. Include:

  • Your name and job title

  • A clear statement that this is a formal grievance

  • A description of the issue (with dates and specifics)

  • The impact it has had on you

  • What you want to happen (e.g., an apology, a change in rotas, training for your manager)

    • Keep it factual and professional. Avoid emotional language.

    Step 3: Submit Your Grievance

    Hand your grievance to your manager or HR in person, or send it via email (keep a copy). Your employer should acknowledge receipt within 5 working days and invite you to a grievance meeting.

    Step 4: The Grievance Meeting

    You have the right to be accompanied by a colleague or union representative. At the meeting:

  • The employer will ask you to explain your grievance

  • They may ask questions or ask for more details

  • You can provide additional evidence

    • After the meeting, your employer should investigate and provide a written outcome within a reasonable time (usually 2-4 weeks).

    Step 5: If Your Grievance Is Not Upheld

    If your employer rejects your grievance, you can appeal. Write an appeal letter within 5 working days, explaining why you disagree with the decision.

    If your appeal is also rejected, you may have grounds for an employment tribunal claim. Contact ACAS for advice.

    What If You Face Retaliation?

    If your employer treats you unfairly after you raise a grievance (e.g., changes your rota, excludes you, gives you a warning), this is victimisation and is unlawful. Raise a further grievance and keep detailed records.

    Downloadable Templates

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    Formal Grievance Letter Template

    A template for writing a formal grievance letter to your employer.

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    Grievance Timeline Tracker

    A template for tracking dates and actions during the grievance process.