How to Word a Hostile Workplace Grievance
In some countries, like Great Britain, writing a letter as part of the grievance process is required by law. Many companies have made writing such letters part of their rules and regulations. Whether it is required or not, writing a well-crafted grievance letter is an important part of documenting your side of the issue. However, a poorly written grievance letter can harm your case. It is important to take the time to learn how to word a hostile-workplace grievance.
Other People Are Reading
Instructions
-
-
1
Jot down all the pertinent facts with as many names, dates and places as you can recall. Keep this list handy as you write so you have as many specific details as possible.
-
2
Outline the pertinent facts in chronological order, starting with the oldest and progressing forward.
-
-
3
Read the rules and regulations or job description from your employer. Make notes of where your grievance deviates from them. Stick to literal interpretations--the letter of the law, not the spirit of the law.
-
4
Determine what possible solutions could fix the situation as specifically as possible. Your employer needs to know what it would take to resolve the issue.
-
5
Resolve the issue with your supervisor or responsible party through a conversation. Jot down notes about the meeting and the outcome. You will need to show that you have made a good-faith attempt to find a resolution.
-
6
Clear your head of anger and negative emotions before you write, and take breaks if your temper begins to flair or you are getting upset. Your emotions will seep into your words, even if you don't mean for that to happen.
-
7
Write in a clear and direct manner with a neutral tone. Start with what happened---be sure to include who, what, where, why, how and when, as long as it is based in fact. Retell the actual words and events; do not assume any emotions or intent on anyone's part.
-
8
Show where the issue, situation or events are in conflict with the company's policies, procedures or job description. Be as specific as possible.
-
9
Describe what steps you think need to be taken to resolve the issue satisfactorily. Be fair and realistic, to both yourself and your employer.
-
10
Seek feedback from an objective third party, who is unfamiliar with the situation. Their feedback, after reading the letter, will help you keep it balanced and factual, so listen to their advice.
-
11
Sit on the letter for a day or two, then read it over again with the third party feedback in your mind. Adjust the wording and tone, or clarify any facts where needed.
-
12
Send the letter through certified mail to the appropriate party or department in the required time frame. Be sure to add a return receipt so you know who signed for it and when.
-
1
