A grievance is a wrong or hardship suffered, which forms legitimate grounds of complaint. It is caused by a complaint of the employees, denizens of a locality, etc. An employee writes a grievance letter to complain about the hardships to an employer or manager in the company.
There are various purposes for which a grievance can be raised. Purposes for writing a grievance in your business can be for reasons like a violation of the terms and conditions of a business agreement, lifts, and promotions, or lack thereof, and also harassment and employment discrimination, etc. A grievance letter portrays what your complaint is and when it started, how the worker has tried to settle it informally and any suggestions for solving the issue. Employees can have their say at all levels of management.
A grievance raised formally include formal meetings and options for appeals. A grievance letter allows for an opportunity at conflict management with ideas such as fairness and equity at its forefront.
Tips to write a Formal Grievance Letter
- The letter should be formal in its tone.
- The letter must include the reason for writing the letter, and it must be correctly highlighted.
- The letter should send out what your complaint is with sufficient detail for your worker to be able to investigate it properly.
- Inculcate any details of what you’ve already done to sort out the problem already.
- In invoking the grievance procedure, you are supposed to write as much as you want to prove the facts of your case.
- Maintain the courtesy throughout the letter.
Template
Use our free Formal Grievance Letter to help you get started. If you need additional help or more examples check out some of the sample letters below.
From,
__________
__________
__________
__________
Date: _____ (Date on Which Letter is Written)
To,
__________
__________
__________
__________
Subject: ______________
Dear _____,
I write this letter to seek your help in solving a situation that I am facing at work. It is a problem that is generating some worry and that I have not been able to solve without bringing it to your notice. I hope you will help me in solving, so that we can work with the problem as soon as possible.
__________________________________________________________( explain the series of incidents that land you into writing a grievance letter).
I raised this matter informally, but haven’t been satisfied with the outcome. I was very upset about this as I have been in this job for over a decade and have not had any problems in the past. I would welcome the chance to talk this through with you at a convenient time and place. I shall be grateful to you.
Thanking You,
Yours truly,
Name and Signature.
Sample Letter
From,
Sandra Simon
2002 North Grand Avenue,
Las Vegas,
NM 87701
Date: DD/MM/YYYY.
To,
The Supervisor
Tesco enterprises
230 Plaza Street, Las Vegas,
NM 87701
Subject: Request to repair the ladies toilet
Dear Mrs Bing,
I write this letter to put forth an application to fix the toilets in the women’s restroom on the second floor. I have verbally complained about this broken toilet earlier. Since no action has been taken till now, I am forced to send a written complaint regarding the same.
Altogether 20 women are working on this floor, but there is only one toilet in use. So we are compelled to wait for long and waste most of our work time.
I request you to look into the problems we face due to limited restroom availability, and I assume that the repair works will be done without delay.
We are grateful to the company for all the provision and facilities they have given till date.
Sincerely,
Sandra Simon.
Email Format
The following is the Email Format to be followed for a Formal Grievance letter.
To: name@email.com
From: name@email.com
Subject: Request to repair the ladies toilet
Dear Mrs Bing,
I write this letter to put forth an application to fix the toilets in the women’s restroom on the second floor. I have verbally complained about this broken toilet earlier. Since no action has been taken till now, I am forced to send a written complaint regarding the same.
Altogether 20 women are working on this floor, but there is only one toilet available here. So we are compelled to wait for long and waste most of our work time.
I request you to look into the problems we face due to limited restroom availability, and I assume that the repair works will be done without delay.
We are grateful to the company for all the provision and facilities they have given till date.
Sincerely,
Sandra Simon.