Grievance Letter

Grievance Letter: Grievance Letter Format, Letter of Grievance Samples, Templates and Examples

Letter of Grievance Writing Principles

The grievance letter is a formal letter that is written by the worker to the employer for making a complaint. The letter of the grievance must be professionally written with valid reasoning; upon which the employer may call the grievance meeting to investigate the filed complaint.


An employee has a genuine complaint against the employer. The employee feels aggrieved. The employee decides to write a complaint letter to his senior; such a letter is termed as Grievance Letter.

Proof Requirement to write a Grievance Letter

Writing a grievance letter is not an easy task, it requires proof, and the wordings should not be insulting. The complaint must not go against the complainant. The letter should be able to highlight the bad or insulting behavior of the employer. The letter is able to explain the matter in detail, covering the events as they happened.

The proof should be able to justify the complaint, it must cover aspects like who, what, when and where. When asked, the complainant must be able to give proper and convincing answers. The complainant should have complete knowledge as to what will follow.

A bad or poorly written grievance letter can put the complainant in serious trouble. The complainant, therefore, must have complete knowledge of the proceedings, the law, and rules. 

Grievance Letter Writing Rules

The complainant is filed usually by an employee, the one who is aggrieved. To write grievance letter the complainant is required to follow these important steps:-

#1 To whom it is addressed

The first important step is to write the Name and Address of the Recipient (Against whom the complaint is being fined) on the front of the envelope in bold letters.

#2 Who is the Complainant?

The complainant should write own name and address on the Left Corner of the envelope.

#3 Who will listen?

The complaint is addressed to the person/s or a tribunal who will listen to the complaint and give a decision. The complainant should write the address by name of the person or the designation.

#4 The Language

Use easy and simple language in the initial paragraph of the letter. Introduce yourself; explain your grievances in polite language, and to the point.

#5 The Complaint.

Write details, highlighting the problems and their effect on you and your career. Avoid being personal.

#6 What you want

Suggest a solution; you may include compensation for yourself if necessary.

#7 Be Sympathetic

To attain a favorable decision, it is important that you may use a word of warning in a polite manner.

#8 The Last Step

Express what result you are expecting. Your last words in the letter must have an answer.

#9 Personal Grievance

The personal grievance is a feeling of an individual, who has suffered injustice in professional life. Termination from employment without any genuine reasons is one such situation that leads to Personal Grievance.

Termination from employment is based on a number of reasons, like dismissed from service due to harassing a female colleague, repeatedly passing derogatory remarks on other employees, demotion without any reasons and reduction in pay and allowance.

How to write a Personal Grievance Letter?

When a complaint is made in writing against another employee or colleague, it is called Personal Grievance Letter. An employee makes a written complaint against another employee/employer. Some suggestions as a solution to the complaints are also written. In the letter, one can also suggest, what one expects as a claim.  

After a brief description of the incident, one can ask a few questions as follow:-

    • Who started the argument and when? 
    • What was the bone of contention?
    • What words hurt you the most?
    • How many individuals were a participant in the argument?
    • How did you react to the situation?
    • What was the final result of the whole affair?

The sequence of events

In one’s letter, the events that took place after the incident must be mentioned, quoting the place, day/date and time.  

Documentary Proof in Grievance Letter

Attach all relevant documents that can support the case.

Possible Solution

In one’s opinion, the solution to the entire matter may be given as a remedy or a suggestion.

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