1. Understand the Purpose of Your Complaint Letter
A complaint letter to a union is a formal document used to report workplace grievances such as unfair treatment, discrimination, safety concerns, or contract violations.
It serves to:
✅ Inform the union of a workplace issue requiring intervention.
✅ Request support and representation.
✅ Ensure your rights are upheld under labor laws and collective agreements.
A clearly written, factual complaint helps the union respond efficiently and strengthens your case for action.
2. Identify the Correct Union Representative
Before sending your complaint, determine:
- Your local branch and assigned union representative.
- Whether your union requires a specific grievance form.
- The correct procedure for filing a complaint (check the union’s website or HR department).
Sending your letter to the correct contact ensures it’s handled promptly.
3. Gather Important Details
Prepare all key facts and evidence before writing. Include:
- Your employer’s name and department.
- The date, time, and location of the incident.
- Names of people involved, including witnesses.
- Supporting evidence, such as emails, pay slips, contracts, or statements.
Having clear documentation makes your case stronger and easier to investigate.
4. Maintain a Professional and Respectful Tone
Even if you’re upset or frustrated, remain calm and factual. Avoid personal attacks or emotional language. A professional tone will make your complaint more persuasive and credible.
5. Start With a Clear Opening Statement
Your opening paragraph should immediately explain why you’re writing.
Example:
I am writing to formally file a complaint regarding unfair treatment at my workplace. As a member of [Union Name], I am seeking your assistance in resolving this matter and ensuring that my rights under our collective bargaining agreement are protected.
6. Describe the Issue in Detail
Provide a clear, chronological description of what happened. Include only relevant facts.
Example:
On [Date], I was informed by my supervisor that I would be demoted without explanation, despite consistently positive performance reviews. When I asked for clarification, my concerns were dismissed. I believe this decision breaches my rights under our collective bargaining agreement.
Be concise but thorough—detail what happened, who was involved, and how it has affected you (e.g., stress, financial loss, or workplace hostility).
7. Provide Supporting Evidence
Attach copies of relevant materials such as:
- Employment contracts or policies.
- Emails or written communications.
- Pay slips or records (for wage disputes).
- Witness statements or logs of incidents.
Mention these attachments in your letter to show you’re providing proof, not just claims.
8. Specify Your Desired Resolution
State clearly what outcome you are seeking.
Examples:
- A formal investigation by the union.
- Representation in a grievance meeting.
- Negotiation with your employer.
- Filing a complaint with a labor board.
Sample sentence:
I kindly request that the union intervene to initiate an investigation and ensure my rights under the collective agreement are upheld.
9. Request a Response and Set a Deadline
Politely indicate when you expect a response.
Example:
I would appreciate a written response within 14 days regarding the next steps in addressing my complaint.
Setting a clear timeframe signals that you expect timely action while remaining courteous.
10. Include Your Contact Information
At the end of your letter, provide your:
- Full name and job title
- Department or workplace location
- Union membership number (if applicable)
- Email and phone number
This ensures the union can reach you quickly if more information is needed.
11. End With a Professional Closing Statement
End by expressing gratitude for their time and support.
Example:
Thank you for your time and commitment to representing union members. I look forward to your response and any guidance you can provide regarding this matter.
Use a professional sign-off such as “Sincerely” or “Yours faithfully.”
12. Sample Complaint Letter to a Union
[Your Name]
[Your Address]
[City, Postcode]
[Email Address]
[Phone Number]
[Date]
To:
[Union Representative’s Name]
[Union Name]
[Union Local Branch Address]
[City, Postcode]
Subject: Formal Complaint Regarding Workplace Issue
Dear [Union Representative’s Name],
I am writing to formally submit a complaint regarding my treatment at [Employer’s Name]. As a union member, I seek your assistance in resolving this matter, which I believe violates my rights under our collective bargaining agreement.
On [Date], [describe the incident briefly—e.g., unfair treatment, discrimination, or contract breach]. Despite my efforts to address this internally, my concerns have not been resolved. This situation has caused [state impact—e.g., stress, financial loss, or workplace tension].
I have attached supporting documents, including [list attachments such as emails, witness statements, or pay records]. Given the seriousness of this issue, I kindly request that the union take appropriate action, such as [state desired resolution—e.g., scheduling a grievance meeting or initiating an investigation].
I would appreciate a response within 14 days regarding the next steps in addressing this matter. Please let me know if any additional information is required.
Thank you for your time and for your continued support of union members.
Yours sincerely,
[Your Name]
13. Follow Up if Necessary
If the union does not respond within the timeframe given:
- Send a polite reminder email.
- Call the union office for an update.
- Submit an in-person request or escalate to a higher representative.
Keep all communication records for future reference.
14. Consider Escalating the Complaint
If your union fails to act, you can:
- Contact a higher-level union officer or regional branch.
- File a complaint with the labor board or employment tribunal.
- Seek legal advice from an employment or labor rights solicitor.
Unions have a duty of fair representation—they must act in the best interests of their members.
15. Know Your Rights as a Union Member
You have the right to:
- Fair representation by your union.
- Protection from retaliation for raising complaints.
- Access to the grievance and dispute resolution process.
If your union neglects its duties, you may file a complaint against the union itself for failing to represent you adequately.
Frequently Asked Questions (FAQs)
1. Can I file an anonymous complaint with my union?
Some unions allow anonymous reports, but identifying yourself increases credibility and ensures follow-up.
2. How long does a union take to respond?
Typically 14–30 days, depending on the complexity of the issue and the union’s procedures.
3. What if my union ignores my complaint?
Follow up in writing, then escalate to a regional representative or employment tribunal.
4. Should I include evidence?
Yes, include all relevant documents to support your claim.
5. Can I request compensation?
Yes, particularly for issues such as unpaid wages, wrongful termination, or breaches of contract.
6. Can I complain about both my employer and union?
Yes, if both fail to act fairly. In such cases, escalate to a labor board or legal authority.
Conclusion
Writing a clear, factual, and respectful complaint letter to your union helps ensure your workplace concerns are properly investigated and resolved. Provide evidence, specify your desired outcome, and follow up professionally.
If your union fails to respond, don’t hesitate to escalate your complaint to higher officials or seek legal assistance.
For fixed-fee advice on workplace disputes or union complaints,
contact Martin Taggart — your trusted UK employment law partner.