Writing a grievance letter for unfair treatment is a formal way to raise your concerns when you believe you’ve been treated unjustly in the workplace. Whether it’s due to discrimination, bullying, favouritism, or a violation of company policy, a well-written grievance letter ensures your complaint is clearly documented and addressed professionally. Your tone should remain calm, respectful, and focused on facts rather than emotions. Here is how to write a grievance letter for unfair treatment.
- Begin with the Correct Format
Your grievance letter should follow a formal business letter structure. Include the date at the top, followed by your name and contact details. Below that, add the recipient’s name, title, department, and the company’s address. Use a clear subject line like:
Subject: Grievance Regarding Unfair Treatment at Work
Start with a respectful salutation such as Dear [Manager’s Name] or To Whom It May Concern, if you are unsure of the specific name.
- Clearly State the Purpose of the Letter
In the opening paragraph, explain that you are writing to raise a formal grievance due to unfair treatment. Be clear and direct.
Example:
I am writing this letter to raise a formal grievance regarding the unfair treatment I have experienced in my role as [Your Job Title] in the [Department Name].
- Describe the Unfair Treatment in Detail
Provide specific details about the unfair treatment. Mention the dates, locations, people involved, and incidents that occurred. Focus on facts and avoid emotional or accusatory language. If you have any written records, emails, or evidence, mention that they are attached or available.
Example:
On 4 March 2025, during a team meeting, I was singled out by my supervisor, Mr. Dube, and publicly criticised for not meeting a target, despite having explained that I was awaiting approval to proceed. Similar delays by other team members were not addressed. This pattern of unfair treatment has continued for the past two months.
- Explain How It Has Affected You
Describe how the treatment has impacted your work performance, mental health, morale, or relationships at work. This helps the recipient understand the seriousness of your complaint.
Example:
This ongoing treatment has affected my confidence and created a hostile work environment for me. I no longer feel valued or motivated, and it is beginning to impact my overall productivity.
- State the Outcome You Expect
Clearly state what you hope will result from your grievance. This may include a formal investigation, a meeting with HR, mediation, or a specific action to correct the situation.
Example:
I respectfully request that this matter be investigated thoroughly and that appropriate action be taken to ensure fairness and respect in the workplace. I am open to meeting with HR to discuss the matter further.
- Close the Letter Politely
End the letter with a courteous closing, thanking the reader for their time and attention.
Example:
Thank you for taking the time to consider my grievance. I trust this matter will be handled with the seriousness it deserves.
Close with a formal sign-off such as Yours sincerely or Kind regards, followed by your name and signature if printed.
Example Closing:
Yours sincerely,
Dama Gatwiri
Employee ID: 45678
naledi.gatwiri@email.com
078 123 4567
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