How to write a grievance statement
A grievance statement allows you to report a violation of policy, procedure, practice or law and is used by colleges, universities and in the workplace. Grievance statements provide a formal opportunity for you to state your case in a specific format.
They are often a requirement before an investigation or hearing can take place regarding the incident or situation. Grievance committees are common at many universities; but, in the workplace, human resources typically handles these types of inquiries.
Obtain a grievance statement form from your institution or workplace. Each college or university has its own department that handles grievances. Visit your school's website, your student affairs department, or the employment department of the institution for specific information. If you're filing a workplace grievance, obtain a form from your human resources department. If there are no pre-printed forms, create one on a computer word processing program.
If you're not using a pre-printed form, left justify your statement so that everything aligns flush left. Write the name of the company and address where you work, or the name of the college or university and the address, centred at the top of the page. Include a telephone number.
Write your first and last name, the date, student identification (if applicable), mailing address, daytime phone number and e-mail address.
Write the date the grievance occurred, the person or people who are involved, and if you made any attempt to resolve the issue.
Write the reasons you believe the incident or situation violates school or workplace policy, procedures or the law. Provide any documentation you possess that supports your claim.
Write the resolution you are seeking to address the violation. Sign your name at the bottom left of the last page, and write the date on the right side.
- Write your grievance in a short, concise manner. Include only the relevant details, and use separate paragraphs for every new point.
- Type your statement as hand writing may be hard to read.
- Keep a copy of your statement.
- Include only one grievance per form. Use a second form if you have another grievance to report.
- Avoid writing too much detail, as you will likely have the opportunity to argue your side in a grievance hearing or in some kind of resolution meeting.
- Be aware that an institution or company may have a specific period of time in which you can file a grievance.