How to Write a Job Grievance/Complaint Letter

Employees have the right to file complaints, formally called grievances, about situations in their employment. Most grievances go to higher-ups in the company or the human resources department, but you may have to file the grievance with a union representative if you are a union member. If the problem is serious, filing a grievance is often one of the first steps to taking legal action. Although some companies have grievance report forms, you often have to write a letter to file a formal complaint. The wording of the letter is important to make sure you get your point across and give the necessary information.

Gather documentation of the complaint including incident reports, performance reviews and statements from people in the company who have knowledge of the issue. Write down the names and contact information for those people.

Put your name, the date and, if applicable, your employee number at the top of the page. Address the letter to the department manager or whoever handles grievances at your company.

Use the documentation you collected in step one to give the details of your grievance in the first paragraph. Do not inject your feelings into the complaint; simply state the facts. Include the date, or dates, of the issue and the list of names and contact information of people who can vouch for your story. If the problem is a breach of your employment contract, cite the provision that was broken.

Tell the company how you want to resolve the issue in the second paragraph. Your resolution should be fair to all parties and include suggestions on how to implement the solution. If you don't know exactly what you want, let the company know you are open to negotiating.

Put your contact information at the bottom of the letter. Sign it and make a copy for your records.