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Navigating workplace issues can often feel like walking through a maze without a map. Whether it’s a dispute with a colleague, unfair treatment, or a breach of your rights, addressing these concerns formally is a crucial step towards resolution. That’s where a letter of concern, often referred to as a grievance letter, comes into play. This article is designed to guide you through the process of crafting an effective letter of concern, ensuring your voice is heard and your issues are addressed. Plus, we’ll introduce you to Contend, your ally in navigating legal waters with ease and confidence.

Understanding the Letter of Concern

Before diving into the intricacies of writing a letter of concern, let’s establish what it is and why it’s important. A letter of concern is a formal document that outlines specific problems you’re facing in the workplace, directed at someone in a position to address them, such as your HR department or manager. It’s a pivotal tool in the grievance process, providing a structured way to communicate your issues.

When to Write a Letter of Concern

  • Disputes with colleagues
  • Unfair treatment or discrimination
  • Health and safety concerns
  • Breach of contract or employment rights
How do I start writing my own letter of concern?

Crafting Your Letter: A Step-by-Step Guide

1. Preparation and Checklist

Before you start writing, gather all relevant information and documents related to your grievance. This might include emails, contract excerpts, or witness statements. Having a clear understanding of your grievance and the evidence to support it is crucial.

Grievance Letter Checklist:

  • Specific incidents (dates, times, locations)
  • Witnesses or involved parties
  • Previous attempts to resolve the issue
  • Impact on you (professional and personal)

2. Structuring Your Letter

An effective letter of concern is well-organized and easy to understand. Follow this structure to ensure your letter is clear and comprehensive.


Start with a clear statement of purpose, specifying that the letter is a formal grievance. Include your job title, department, and length of employment to give context.

Description of the Grievance

Detail the issue you’re facing, sticking to facts and avoiding emotional language. Use bullet points or paragraphs to organize different aspects of your grievance, ensuring each point is clear and supported by evidence.

Impact on You

Explain how the issue has affected you professionally and personally. This helps the recipient understand the seriousness of the situation.

Desired Outcome

Specify what you hope to achieve by submitting this letter. Be realistic and reasonable in your requests.


End with a statement expressing your desire for a constructive resolution and your willingness to discuss the matter further.

3. Tips for Writing

  • Keep it professional: Use formal language and maintain a respectful tone throughout.
  • Be concise: Stick to the relevant details, avoiding unnecessary information.
  • Proofread: Spelling and grammar mistakes can undermine the seriousness of your grievance.
Need help gathering evidence for your grievance letter? Chat with us now!
Employment: letter of concern template

How Contend Can Help

At Contend, we understand that dealing with legal issues, especially in the workplace, can be daunting. Our AI-driven platform offers personalized legal guidance, helping you navigate the complexities of employment law with confidence. Chat with our AI legal assistant for clear, actionable advice on crafting your letter of concern and understanding your rights.

Need help drafting a letter of concern to your employer?

Taking the Next Step

Once your letter is ready, follow your organization’s formal grievance procedure for submission. Keep a copy of all correspondence for your records. Remember, it’s your right to seek resolution for issues affecting your work life.

How do I start the grievance procedure in my organization?


Writing a letter of concern is a significant step in advocating for yourself in the workplace. By following the guidelines outlined in this article, you can craft a compelling letter that clearly communicates your grievances and seeks a constructive resolution. And remember, Contend is here to support you every step of the way, offering trusted legal guidance to ensure you’re not navigating these challenges alone.

Ready to Take Action?

If you’re facing a workplace issue and need guidance on how to address it, chat now with Contend’s legal expert. Let us help you understand your rights and craft a letter of concern that gets results.

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This material is for general information only and does not constitute
tax, legal or any other form of advice. You should not rely on any
information contained herein to make (or refrain from making) any
decisions. Always obtain independent, professional advice for your
own particular situation. Contend Inc is not regulated by the
Solicitor’s Regulation Authority.