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Grievance Letter: Format (with Tips & Sample Letters)

You can describe a grievance letter as a formal complaint regarding mistreatment, or violation of one’s rights. The letter highlights the complaint to lodge an investigation and resolution of the grievance. In most cases, these letters are written to raise complaints at work. The letter can address concerns raised by an individual or a group of persons. It can air grievances against fellow employees or the employer.

It’s essential to refer to a sample or a template when writing the letter to know the words to use and the format.

Tips for writing a grievance letter

  • Highlight all the relevant details to make the investigation easier. You can include details such as time, date, witness and supporting documents if available.
  • Avoid using vulgar language when referring to your colleagues or employers. Though you are instituting a complaint, use a polite tone.
  • Mention any prior resolution attempts that might have failed
  • Take immediate action. Do not wait for ages to launch your complaint. Necessary details and evidence might fade away with time.
  • If the case has influenced your productivity or health, this information should appear in the letter.
  • You can suggest a workable solution to the grievance
  • Rely on facts when writing the grievance letter. You can‘t use accusations or allegations as evidence for the claim.

Grievance Appeal Letter/Email Format

From

……….

……….

……….

(Date)

To

………..

………..

………..

Subject (…………………………..)

Respected sir/madam

I (name) write this letter to appeal the decision by the management to demote me as the assistant marketing manager at (company name).

The decision was arrived on (date) by the management committee following allegations of absconding duty. I wasn’t asked to give my side of the story.

I request for a fair hearing of the matter and a review of the decision since on the said day I have made a request to (name of person) for a day off to attend my daughter’s parent days at their school.

I have attached copies of the invitation letter to the event and email communication to my manager.

It’s my hope the issue will be resolved soon.

Sincerely

(Name)

(Designation)

Formal Grievance letter/Email Format

From

………..

………..

………..

(Date)

To

……….

……….

……….

Subject (……………………………..)

Dear (recipients name or title)

I write this letter to launch a formal grievance against (name of the person &designation) regarding an incident that occurred at work (date).

Since I joined (company name), (person name) has been my immediate supervisor. During the last two years, I have not been allowed to proceed for my annual leave yet my entire colleagues have enjoyed their leave twice. I regard this act as discriminatory, thus the reason for writing this letter.

This decision has affected my productivity since I am always tried. The action is against the company policy, and I would like you to investigate the matter since I have got no response from (person’s name) despite sending several emails requesting to proceed for my annual leave.

I will be happy to get your response in the next week.

Thank you for your help

Yours

(Signature)

(Name)

(Designation)

Sample Grievance Letter

Moses Elabar

Eastward Auditors

113 East End Street

Los Angeles

29th March 2022

Mark Jobez

Manager

HouseHold Solutions

123 Amazon Lane

Los Angeles

Subject: Request for the repair of the gents’ toilets

This letter is to request for an urgent repair of the gents’ toilets on the second floor. I have in the last week made two phone calls to your company to complain about the same issue. Since the problem has not been solved, I am forced to launch my complaint in writing.

We have 14 gents’ working on that floor with no access to the washrooms. The issue has led to overcrowding in the first and third floors besides the loss of work hours.

I request for an immediate action to solve this problem.

Thank you for the service you have rendered to our company for the last decade.

Sincerely,

Moses Elabar

Operations Manager

Eastward Auditors

Types of Grievance letter

Grievance letter to an employer

The letter is written to an employer by their employee launching a complaint relating to their fellow workers or the employer. In writing the letter, the employee expects a quick solution to the underlying problem. The letter should include;
  • An introduction of the employee
  • A brief highlight of the grievance
  • Expected settlement
  • A deadline

Grievance letter for unfair treatment

If you receive unfair treatment either when receiving services or at work, you can submit a complaint by writing a grievance letter. You write to expresses displeasure on an act you view to be discriminatory or against your rights. The letter should highlight the following details;
  • The events leading to the grievance
  • Date, time and any supporting evidence
  • What to expect
  • Request an apology

Grievance letter against a supervisor

A grievance letter against a supervisor is written by a junior staff expressing dissatisfaction from their supervisor. The letter can highlight unfair, treatment, discrimination, use of offensive language, over-exploitation, sexual assault, etc. In the letter include;
  • Specific details about the grievance
  • A quick resolution of the problem
  • You can ask to be assigned a different supervisor if possible

Grievance letter against a colleague

If you have any differences with your colleague that requires the attention of your superiors, you can write a letter to explain your case. The letter should cover the following aspects;
  • Details of the complaint
  • Possible solutions
  • Supporting evidence