It may be necessary to write a grievance letter if you feel that you have been wronged by an employer, insurance company, HMO or other company or organization. When you feel that the terms of a contract have been violated, a grievance letter helps you stand up for your rights; always know and understand the terms of any contract or agreement before you write a letter, and avoid being frivolous in your decision. Any issue that can be resolved informally without taking things to a serious level does not require a grievance letter.
1. Get all of the details in order. When you feel that you have been wronged or a contract has been violated, write down all of the facts. Be sure to include any dates, people involved, circumstances, how it came about and where it occurred if possible. Also include the names and contact information of any witnesses.
2. Know which section of the contract has been broken. Before writing a grievance letter, make sure you know exactly what part of a contract or bargaining agreement has been violated. List exactly the section or article number that has been broken.
3. Decide how you want the problem resolved. What will it take to remedy the situation? If there is more than one resolution you desire, make a list. Be reasonable, and make certain that the solution applies to the problem in a sensible fashion.
4. Be brief and professional. In writing your grievance letter, stick to the facts and be concise. Write your letter in a professional manner, and file it within the allotted time frame so that you do not get rejected.
Always check your work for spelling and grammar errors; you want to present your information in a business-like, professional manner.
Sample grievance letter
Member ID number (if applicable)
City, State, Zip
Recipient’s name (employer, insurance company, HMO, etc.)
City, State, Zip
Dear (Name of employer, Grievance specialist),
In the opening paragraph of your grievance letter, explain briefly why you are writing. State that you have a problem with the care you received, the decision made by the insurance company, the way an employer treated you, etc. Directly below this paragraph, include any pertinent account or ID numbers that are applicable.
My access card number is ____________. My HMO identification number is ________. My employee number is ___________. (Whichever is applicable in your situation).
In the next paragraph, go on to explain the details surrounding your grievance. Include the names of people with whom you spoke, dates, how the problem arose, etc. Be very clear in describing the problem or violation.
The final paragraph should clearly explain that you expect a response in a timely manner. Give deadlines, such as 30 days, 48 hours, etc. Ask that the recipient send all pertinent information to you at your address given at the top of your grievance letter.
cc: Include the names of any parties that are receiving a copy of your letter
Writing a grievance letter can seem like a daunting task. Follow the guidelines above, make sure you have all of the essential information you need, and you will see that it is a fairly simple task.