How to Write a Grievance Letter About Workplace Discrimination UK: A Complete Guide
Raising a discrimination complaint at work is one of the most significant steps an employee can take. Done well, a formal grievance letter gives your employer the opportunity to investigate and address what has happened. Done poorly — too vague, too emotional, or without connecting the treatment to a protected characteristic — it can undermine a case that is otherwise well-founded.
This guide explains your rights under the Equality Act 2010, the four types of discrimination you can raise in a formal grievance, how to structure a letter that HR and employment tribunals take seriously, and two full worked examples covering the most common situations. If you are considering an employment tribunal claim, a written grievance is almost always a required step before you can bring one.
Your Legal Rights: The Equality Act 2010
The Equality Act 2010 is the primary legislation protecting workers in Great Britain from discrimination at work. It applies to all employers regardless of size, and covers not just employees but workers, contractors and job applicants. As ACAS explains, the Act protects nine categories of people, known as protected characteristics:
Age
Disability
Gender reassignment
Marriage and civil partnership
Pregnancy and maternity
Race (including colour, nationality and ethnic or national origins)
Religion or belief
Sex
Sexual orientation
If you have been treated unfavourably because of any of these characteristics — or because your employer believes you have one, or because you are associated with someone who does — you may have a claim under the Act.
The Four Types of Discrimination You Can Raise
Understanding which type of discrimination applies to your situation is important because it affects how you frame your grievance and, eventually, any tribunal claim. The four main types under the Equality Act are:
Direct discrimination
This is the most straightforward type. It means being treated less favourably than someone else because of a protected characteristic. Examples include: being passed over for promotion because of your age while a less experienced younger colleague is appointed; being dismissed after announcing a pregnancy while a colleague in a similar performance position is retained; being paid less than a colleague of a different sex doing the same work.
To show direct discrimination, you need a comparator — a real or hypothetical person in similar circumstances who does not share your protected characteristic and who was or would be treated more favourably. Identifying this person clearly in your grievance letter strengthens your case considerably.
Indirect discrimination
Indirect discrimination occurs when an employer applies a policy, rule or practice to everyone equally, but it puts people with a particular protected characteristic at a disadvantage. An example might be a requirement to work fixed hours that disadvantages employees who follow a particular religion, or a blanket policy against part-time work that disproportionately disadvantages women. Indirect discrimination can be justified if the employer can show it is a proportionate means of achieving a legitimate aim, but this is a high bar.
Harassment
Harassment is unwanted conduct related to a protected characteristic that has the purpose or effect of violating your dignity, or creating an intimidating, hostile, degrading, humiliating or offensive environment. It does not have to be directed at you personally — witnessing harassment of others that creates a hostile environment for you can also be covered. You do not have to have told the person their conduct was unwanted, and a single serious incident can constitute harassment.
Victimisation
Victimisation means being treated badly because you have made a discrimination complaint (called a ‘protected act’), or because your employer suspects you are going to. If you raised a discrimination concern informally and then found yourself excluded from meetings, given poor performance reviews, or subjected to increased scrutiny, this may constitute victimisation. Victimisation is a separate claim from the original discrimination — you can bring both.
Why You Must Raise a Formal Grievance Before Going to Tribunal
Employment tribunal claims for discrimination have a three-month time limit running from the date of the discriminatory act (or the last act in a series). Before making a tribunal claim, you must notify ACAS and go through the Early Conciliation process. While raising a formal internal grievance is not a strict legal requirement before a tribunal claim, employment tribunals expect employees to have attempted to resolve the matter internally first.
More practically, a written grievance creates a paper trail. It records what happened, when it was reported, and how your employer responded. If your employer fails to investigate adequately, dismisses your complaint without proper reasoning, or retaliates against you for raising it, all of that becomes relevant evidence in a tribunal claim. The grievance letter you write today is likely to be read by an employment judge later.
What Your Grievance Letter Must Include
A discrimination grievance letter that gets taken seriously contains all of the following:
Your name, job title, department and length of service.
A clear statement that you are raising a formal grievance under the Equality Act 2010.
The protected characteristic that is relevant to your complaint (age, disability, race, sex, etc.).
The type of discrimination you are alleging (direct, indirect, harassment or victimisation).
A factual chronology: what happened, when it happened, who was involved, and who witnessed it. Specific dates and locations matter — avoid vague references to things that ‘kept happening’.
Your comparator if you are raising direct discrimination: a named colleague or a hypothetical person in similar circumstances who was or would be treated more favourably.
The impact on you: professionally, financially or personally. If you have suffered a pay difference, a missed opportunity, damage to your health or any other quantifiable loss, state it.
Any previous steps you have taken: informal complaints, conversations with a line manager or HR, and how they were responded to.
Evidence you hold or can point to: emails, messages, meeting notes, payslips, performance reviews, witness names.
A clear statement of what outcome you are seeking from the grievance process.
Worked Example One: Direct Discrimination on Grounds of Race
This example covers a situation where an employee has been overlooked for promotion and has reason to believe race was a factor. The same structure applies to other protected characteristics — adjust the characteristic, comparator and incidents accordingly.
[Your full name]
[Job title]
[Department]
[Date]
[HR Manager / Line Manager name]
[Employer name and address]
Subject: Formal Grievance Under the Equality Act 2010 – Direct Race Discrimination
Dear [name],
I am writing to raise a formal grievance under the Equality Act 2010. I am alleging direct discrimination on grounds of race, specifically in connection with the decision not to appoint me to the role of [job title] on [date]. I am asking that this matter be investigated formally under the company’s grievance procedure.
My background and the role
I have been employed by [employer] as [current job title] since [date], a period of [X] years. During this time I have [describe relevant achievements: consistently received ‘exceeds expectations’ ratings in annual appraisals / led the [project] which delivered [result] / been commended by [manager] in writing for [specific achievement]]. I applied for the role of [job title] in [month/year] and was interviewed on [date].
What happened
I was informed on [date] that I had not been selected for the role. [Name of person appointed], who is [describe: white / of a different racial background to me], was appointed instead. [Describe why you believe race was a factor: [Name] has [fewer years of experience / no experience of X / lower performance ratings in their last appraisal / was appointed despite not meeting a qualification listed as essential in the job description]. In my view, there is no objective justification for this appointment based on the published criteria.
[Include any direct evidence of discriminatory treatment: In the interview on [date], I was asked [describe question] by [interviewer], which I considered to be a question about my national or ethnic background. My white British colleagues who were interviewed told me they were not asked this question. / On [date], [manager] made a comment about [describe] in a team meeting that I found offensive and that I believe reflects an assumption about people of my background. / [Name] told me informally that [describe].] I can provide the names of colleagues who witnessed these incidents.
My comparator
My primary comparator is [Name], the person appointed to the role. [Set out specifically why you are comparable: we are both [job title], have similar tenure, and our most recent performance ratings are comparable. I have held [specific qualification] since [date], which [Name] does not hold. The decision to appoint [Name] over me cannot be explained by objective criteria applied consistently.]
Impact
The failure to appoint me to this role has had a direct financial impact. The role of [job title] carries a salary of £[X], compared to my current salary of £[X], a difference of £[X] per year. In addition, [describe any non-financial impact: I have lost the opportunity to develop skills and experience that would advance my career. I have found the experience deeply distressing and it has affected my confidence and my engagement with my work.]
Previous steps taken
[If applicable: I raised this informally with [HR / my line manager] on [date] and was told [describe response]. I did not feel this response adequately addressed my concerns, which is why I am now raising a formal grievance.]
Evidence
[List: my most recent appraisal documents / job description for the role / [Name]’s LinkedIn profile showing their qualifications / notes of the interview / emails from [manager] / witness: [colleague name, job title]].
Outcome sought
I am asking for a full and impartial investigation into this decision, including a review of the selection process and the criteria applied. I would like to understand on what objective basis I was not selected, and I am asking that the decision be reconsidered. I would also ask that the investigation consider whether any training or policy changes are needed to prevent future discrimination.
I would be grateful if you could acknowledge receipt of this grievance and advise me of the next steps and the timeline for the investigation.
Yours sincerely,
[Your name]
[Contact details]
Worked Example Two: Harassment on Grounds of Disability
This example covers repeated unwanted conduct related to a disability. The same framework applies to harassment based on any other protected characteristic. Note that harassment does not require a series of incidents — a single serious act can be enough — but if there have been multiple incidents, listing them chronologically is important.
[Your full name]
[Job title]
[Department]
[Date]
[HR Manager name]
[Employer name and address]
Subject: Formal Grievance Under the Equality Act 2010 – Harassment Related to Disability
Dear [name],
I am writing to raise a formal grievance under the Equality Act 2010. I am alleging harassment related to my disability, within the meaning of section 26 of the Act. I am asking that this matter be investigated formally and urgently under the company’s grievance procedure.
My disability
I have [describe your condition: a hearing impairment / a chronic pain condition / a mental health condition diagnosed as [name]], which constitutes a disability under the Equality Act 2010 as it has a substantial and long-term adverse effect on my ability to carry out day-to-day activities. [My employer has been aware of my disability since [date] / I disclosed my disability to [HR / my manager] on [date].]
The conduct I am reporting
The following incidents have taken place, all involving [name and job title of the person whose conduct I am reporting]:
[Date]: [Describe specifically what was said or done. For example: During a team meeting, [name] referred to my disability in front of colleagues by saying ‘[exact words if known]’. I found this humiliating and it was not necessary for any work purpose.]
[Date]: [Describe the next incident. For example: [Name] sent an email to the team — a copy of which I have retained — making a comment about my [sick leave / adjustments / medication] that was unnecessary and that I believe was intended to draw attention to my disability in a way that was degrading.]
[Date]: [Describe further incidents as relevant.]
This conduct has had the effect of creating a hostile and humiliating working environment for me. I have not made a formal complaint before now because I was concerned about the professional consequences, but the conduct has continued and I feel I have no alternative but to raise it formally.
Impact
The effect of this conduct on me has been significant. [Describe: I have experienced increased anxiety and have been prescribed medication by my GP as a result. I have avoided team meetings where possible because I dread further incidents. My performance has been affected and I have taken [X] days of sick leave since [date] that I attribute directly to the distress caused by this situation.] I can provide a letter from my GP confirming the impact on my health if required.
Witnesses
[Name colleagues who were present at specific incidents, with job titles. If you do not want to name them at this stage because you are concerned about their position, you can note that witnesses exist and that you will provide names to the investigating manager.]
Evidence
[List: copies of emails / screenshots of messages / my diary record of incidents with dates and descriptions / GP letter / HR records of my disclosed disability and any reasonable adjustments agreed].
Outcome sought
I am asking for a full investigation into the conduct I have described. I am asking that [name] be spoken to formally and that the company take steps to ensure this conduct does not continue. I am also asking that my complaint be handled confidentially to the extent possible, and that I am not subjected to any detriment as a result of raising it.
If the conduct continues or if I am treated unfavourably as a result of raising this grievance, I will have no alternative but to consider whether I need to take external advice, including in relation to an employment tribunal claim.
I would be grateful if you could acknowledge receipt of this grievance and advise me of the next steps and the expected timeline.
Yours sincerely,
[Your name]
[Contact details]
What Happens After You Submit the Grievance
The investigation
Your employer must investigate your grievance. Under the ACAS Code of Practice on Disciplinary and Grievance Procedures, which all employers are expected to follow, the investigation should be carried out by someone not directly involved in your complaint. You should be invited to a formal grievance meeting to discuss your complaint before a decision is made, and you have the right to be accompanied by a colleague or trade union representative at that meeting.
The outcome
After the investigation, your employer must write to you with their decision and their reasoning. If your grievance is upheld, they should tell you what action they are taking. If it is not upheld, they must tell you why. You have the right to appeal against the outcome, and you should use it if you believe the investigation was not impartial, if evidence was not considered, or if the decision does not reflect the facts.
If the outcome is unsatisfactory
If your employer fails to investigate properly, dismisses your grievance without adequate reasons, or if you are subjected to further unfavourable treatment after raising it, you may have grounds for an employment tribunal claim. The three-month time limit for a tribunal claim runs from the date of the discriminatory act, not from the date of the grievance outcome. If you are close to that limit, take external advice before the deadline passes, even if your internal process is still ongoing.
The ACAS early conciliation service is free and must be used before issuing a tribunal claim. Call ACAS on 0300 123 1100 to start the process. Using early conciliation pauses the three-month time limit while conciliation is ongoing.
Protecting Yourself During the Process
Keep records: From the moment you decide to raise a grievance, keep a written record of everything that happens. Date and describe every conversation, note who was present, and save copies of all relevant documents and messages.
Avoid informal conversations with your employer about the grievance: If your manager or HR wants to discuss it informally before the formal meeting, you are not obliged to engage. Everything relevant should go through the formal process so it is on record.
Do not resign before taking advice: If your working conditions become intolerable, you may have grounds for a constructive dismissal claim — but only if you have given your employer a reasonable opportunity to address the situation first. Resigning before the grievance process is complete can weaken your position significantly.
Know the time limits: Employment tribunal claims for discrimination must normally be started within three months minus one day from the date of the discriminatory act. This clock does not wait for your internal grievance to conclude. If you are approaching that deadline, contact ACAS to start early conciliation immediately.
Consider your right to be accompanied: At every formal grievance meeting, you have a statutory right under the Employment Relations Act 1999 to be accompanied by a trade union representative or a colleague. Use this right — having a witness present at the meeting is valuable.
Getting Help
Free advice on discrimination at work is available from the ACAS helpline (0300 123 1100), Citizens Advice, and the Equality Advisory and Support Service (0808 800 0082). If you are a trade union member, your union can provide representation and support throughout the grievance process. If you need help drafting a discrimination grievance letter that identifies the correct legal basis, uses precise language and gives your employer no room to claim the complaint was unclear, the team at LetterLab can help you put your case in writing as clearly and as strongly as possible.
Discrimination Grievance Checklist
Have you identified the protected characteristic your complaint relates to under the Equality Act 2010?
Have you identified the type of discrimination: direct, indirect, harassment or victimisation?
Have you set out a factual chronology with specific dates, names and locations?
Have you identified a comparator for a direct discrimination claim?
Have you described the impact on you: financial, professional and personal?
Have you listed the evidence you hold and the names of any witnesses?
Have you stated clearly what outcome you are seeking from the grievance?
Are you aware of the three-month time limit for an employment tribunal claim?
Have you sent the grievance by email and kept a copy with proof of delivery?
Have you noted your right to be accompanied at the grievance meeting?
The Key Takeaway: Precision Wins Discrimination Grievances
The most common reason a discrimination grievance is not upheld is not that the discrimination did not happen — it is that the letter does not clearly connect the treatment to the protected characteristic. A letter that says ‘I am being treated unfairly’ gives your employer very little to investigate. A letter that says ‘I was the only candidate with [protected characteristic] who was not shortlisted, despite meeting all the essential criteria, while three candidates without that characteristic who did not meet the qualifications requirement were shortlisted’ gives them something specific that demands a specific answer.
Discrimination cases are won on evidence and precision. The grievance letter is your first opportunity to demonstrate both.
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