Formal Grievance Letter template


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How do you write a complaint letter? How to write a formal Grievance Letter? An easy way to start your letter is to download this formal Grievance Letter template now!


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How do you write a complaint letter? How to write a formal Grievance Letter?  An easy way to start your letter is to download this formal Grievance Letter template now!

Every day brings new projects, emails, documents, and task lists, and often it is not that different from the work you have done before. Many of our day-to-day tasks are similar to something we have done before. Don't reinvent the wheel when you want to write a complaint. When you want to start writing a grievance letter, consider the following: 

  • Put your complaint in writing to a responsible person within the company that has the power to change the procedures, business, companies output;
  • Clearly write ‘Formal complaint’ at the top of your letter and keep a copy;  
  • Save all written communication;
  • Keep copies of everything, make a paper trail and always include any replies you get when you respond;
  • include enough information to make clear the issue;
  • being grieved but you should not try to make your arguments for your position on the issue in the letter;
  • keep it short and factual, mention dates and times if necessary;
  • If they communicate verbally—create a written record by writing them an email with a record of what was said in the conversation: “just to confirm our conversation today concerning grievance.
  • Make sure the grievant is updated with relevant information or developments;
  • Keep track of timelines;

Here is a useful sample of a grievance letter: 

Sample of a grievance letter:

  • Dear {{Name}}, 
  • This letter is to serve as official notice that Laborers Local 483 is pursuing this matter as a grievance and seeks to have the made whole, including but not limited too an immediate return to work with no further discipline, rescinding the suspension and clearing his file, and making him whole for scheduled hours missed while on suspension..
  • I am writing to make a formal complaint against {{name of lawyer}}. My complaint is that they failed to provide me with a satisfactory service when …
  • describe what the lawyer had been hired to do for you {{for example dealing with the sale or purchase of a house}}
  • say when this was {{give the date or dates when the problem occurred}}.
  • My complaint is that {{list what you think went wrong or wasn’t done properly. Be as clear as you can. It can help to make it short and to the point}}…
  • This situation has caused me {{describe the impact this issue has had on you, your family or others who have been affected by the problem}}…
  • In my view, you should …. {{describe what you think the lawyer should do to put things right. 
  • Apologize? Return documents they’ve been holding on to? Do more work to put things right? 
  • Pay you some money to compensate you for something you have lost or had to pay for as a result of their poor service?}}.
  • I understand that you are required to respond formally to my complaint. I shall follow up this letter if I do not hear back from you by {{give a date in about seven days’ time}}. 
  • In the meantime, if you need any further information from me, please {{telephone me on the above number/ write to me at the address shown}}.
  • I have been trying to catch up with you, chasing you around. But I didn’t get the opportunity to speak to you. I find myself a very hard-working person. 
  • Not just my own work, I have always tried to be very supportive of my colleagues as well. I am the one who always volunteers to cover for people absent from work.
  • As you know, {{Name of the employee}} has left and we did not find a suitable replacement for him yet. This has left me with a lot of work. Even though I have been so helpful towards people, no one has vouched to help me. This overwork is making us work overtime even on weekends as well. 
  • This does not mean that I am running away from work. 
  • But a little help would be great now. With thanks,
  • I look forward to hearing from you in the very near future.
  • Yours sincerely,

You can download this letter, and many others as a set of complaint or grievance letters. But please remember, this is a sample only and you have to customize it according to your situation. Please consult legal documentation, such as labor or purchase contracts to determine what information is actually required.

Using this document template guarantees you will save time, cost and effort! It comes in Microsoft Office format, is ready to be tailored to your personal needs. Download this sample of a formal Grievance Letter now.


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