How to Raise a Workplace Grievance: A Step-by-Step Guide (2026)

What Kinds of Issues Warrant a Formal Grievance?

Almost any significant workplace issue can be the subject of a formal grievance. Common examples include: bullying or harassment by a manager or colleague; discrimination on the grounds of a protected characteristic (age, disability, gender, race, religion, sexual orientation, etc.); unfair treatment or favouritism; unlawful deduction from wages; breach of your employment contract; failure to follow company procedures; health and safety concerns; and whistleblowing retaliation.

A grievance is appropriate where the issue is serious, where informal attempts to resolve it have failed or are not appropriate, and where you need a formal record to be created. For minor issues, an informal conversation with your manager or HR may be sufficient and is often preferable.

If your grievance involves your own manager, you should typically raise it with HR or a more senior manager. If it involves the entire management structure, you may need to raise it directly with the business owner or HR director.

Try to Resolve It Informally First

Before raising a formal grievance, most organisations expect you to have attempted informal resolution. This might mean raising the issue directly with the person involved, speaking to your line manager, or asking HR for a mediated conversation. This is not just a procedural formality — genuine informal resolution is often quicker, less stressful, and more effective than a formal process.

If you have raised the matter informally and the issue persists, or if the nature of the issue makes informal resolution inappropriate (for example, if it involves harassment by a senior manager), you are entitled to proceed directly to the formal grievance stage.

Document any informal steps you have taken. If you raised the issue verbally, follow up with an email summarising what was discussed. This creates a record and demonstrates that you acted in good faith before escalating.

Checking Your Employer's Grievance Procedure

Before you write anything, find and read your employer's grievance procedure. This is usually in your employment contract, the staff handbook, or on the company intranet. The procedure will tell you who to address the grievance to, how to submit it, what to include, and what the process will be once it is submitted.

Employers are legally required to have a written grievance procedure that complies with the ACAS Code of Practice on Disciplinary and Grievance Procedures. If they do not follow this code, a tribunal can increase any compensation awarded to you by up to 25%.

If your employer does not have a written grievance procedure, or if you cannot access it, you can write to your HR department or a senior manager stating that you are raising a formal grievance and asking them to confirm the procedure they will follow.

How to Write Your Formal Grievance Letter

Your grievance letter should be factual, specific, and professional. Begin by stating clearly that you are raising a formal grievance. Describe the issue in detail: what happened, when it happened, who was involved, and how it has affected you. Use specific examples with dates where possible, rather than general statements.

If your grievance relates to a protected characteristic under the Equality Act 2010 (such as race, sex, disability, or age), say so explicitly. This flags that the matter may have legal implications beyond a simple workplace dispute, and it is important that your employer handles it appropriately.

State clearly what resolution you are seeking. Do you want an apology? A change in working arrangements? An investigation and appropriate disciplinary action against the person responsible? A formal acknowledgment of a mistake? The more specific you are about the outcome you want, the easier it is for the process to deliver it.

What Happens After You Submit Your Grievance

Once you submit a formal grievance, your employer is required to acknowledge it promptly and invite you to a grievance meeting. You have the right to be accompanied at this meeting by a trade union representative or a work colleague of your choice — this is a statutory right under the Employment Relations Act 1999.

The meeting is an opportunity for you to explain your grievance in person and for your employer to ask questions. It is not a disciplinary meeting — you are not in trouble. Bring any evidence you have: emails, photographs, witness statements. If your companion is a trade union rep, they may be able to speak on your behalf.

After the meeting, your employer should carry out any necessary investigation — interviewing witnesses, reviewing documents, or taking other appropriate steps. The timescale for this will depend on the complexity of the issue, but the ACAS Code recommends dealing with grievances promptly.

The Outcome and Your Right of Appeal

After the investigation is complete, your employer must notify you in writing of their decision and their reasons for it. If they uphold your grievance, they should set out the steps they will take to remedy the situation. If they do not uphold it, they must explain why.

You have the right to appeal the decision if you are not satisfied with the outcome. An appeal should be heard by someone who was not involved in the original grievance process — typically a more senior manager or HR director. State clearly in your appeal why you believe the original decision was wrong or the process was flawed.

If the grievance and appeal processes are exhausted and you are still not satisfied, you may be able to take your case to an employment tribunal. In most cases, you must have raised a grievance first — tribunals will take a dim view of cases where the internal process was not used.

Protecting Yourself During the Grievance Process

Raising a grievance can feel daunting, particularly if you are worried about retaliation. It is unlawful for your employer to treat you unfairly because you raised a grievance in good faith. This is known as victimisation, and if it occurs, it gives you additional grounds for a tribunal claim.

Keep copies of all correspondence — your grievance letter, your employer's acknowledgment, any outcome letters, and your appeal. Keep a diary throughout the process, noting what happens, when, and who is involved. If you are a trade union member, involve your union from the start.

If you are under significant stress as a result of the workplace situation, speak to your GP. Your GP can provide medical evidence of the impact on your health, which may be relevant both to your grievance and to any subsequent tribunal claim.

Common Mistakes to Avoid

• ✕Raising a grievance without reading your employer's grievance procedure first
• ✕Writing an emotional rather than factual grievance letter — stick to specific events and dates
• ✕Not exercising your right to be accompanied at the grievance meeting
• ✕Failing to appeal an unsatisfactory outcome — the appeal stage is important and should not be skipped
• ✕Not keeping copies of all correspondence throughout the process
• ✕Confiding details of your grievance to colleagues who may be called as witnesses
• ✕Resigning before the grievance process is complete — this can affect your legal position significantly
• ✕Not seeking union or legal advice for serious matters such as discrimination

Frequently Asked Questions