27+ Free Editable Grievance Letter Templates [Word]

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An employee should write a grievance letter template when he has a grievance instead of complain for fear of antagonizing their employers or worse. In case, you have valid reasons to grieve then this is a wrong attitude. As an employee, you should write a grievance letter in order to approach this issue professionally.

What is a grievance letter?

At your office, it becomes inevitable to encounter an issue at some point. This may come from various situations such as unsatisfactory conditions, unfulfilled promises, and more. In these situations, you may have a grievance against your company.

Moreover, when employees encounter issues involving company policies, unsafe working conditions, salaries, and more, they write a grievance letter. If customers receive defective products or experience poor service then they can also raise their own grievances. A grievance is basically a formal complaint. By composing a formal grievance letter, you can file such a complaint.

Basic rules for writing a grievance letter:

  • Your letter should be to the point but provide sufficient details for the reader to investigate the problem. But, don’t give too many details that you might stray away from the point.
  • You should stick with the facts. The allegations that you can’t prove, don’t include them.
  • The letter shouldn’t contain offensive or abusive language.
  • In addition, instead of using emotive language explain how the situation made you feel.

What should include in a grievance letter?

The grievance letter should include the following details;

  • As an employee, your complete name, address, and contact information
  • Name and address of the employer
  • The date and time of the incident
  • The place of incident
  • The complete names of any witnesses
  • You should also state how much you think you should receive in case your grievance is about a lack of compensation
  • Write down a series of events chronologically, if your grievance is about a series of events
  • In case of a large organization, write the complete names, job titles, and departments of everyone involved
  • For the grievance, if you believe that you can offer a solution, mention it in the letter
  • In the end, sign and date your letter

How do you write a grievance letter against your supervisor?

During writing your grievance statement, here are a few tips to guide you;

Organize the contents of your letter

If you are writing a letter about your supervisor’s behavior then make sure to include the following;

  • your complete name
  • address
  • the name of your manager
  • a description of the incident

A well-written grievance letter looks more professional. Additionally, the reader will feel impressed with an organized letter.

Address your letter to the right person

It is suggested that during writing a letter, you should address it to the right person. This way, you can get a prompt receive. In the case of the misbehaving supervisor, you should address the letter to someone that have higher rank than your supervisor. This is because to make sure that the suitable action will occur without favor or fear.

Be very polite, respectful, and honest

When explaining your grievance, never use sarcastic, satiric, insulting or witty language. Using such language will alienate your reader. You should always have to maintain a tone of politeness, respect, and honesty.

Stick with the facts

During stating the events related to your complaint, it is essential to remain straightforward and concise. You have to be as specific as possible with venues, dates, and descriptions. You have to be precise and stick with the facts, this will add to your credibility.


In conclusion, a grievance letter template is a formal way that employee should use to file his/her complaint. You should approach to the issue professionally by writing this formal letter. The grievance letter should be written in a professional tone.

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