Filing a grievance at work takes courage and conviction. Sometimes, though, situations change. A resolution might happen naturally, or new information could surface that shifts your perspective. Maybe the issue got fixed through a different channel, or you found a better way to handle it. Whatever your reason, knowing how to properly withdraw a grievance helps maintain good workplace relationships and keeps your professional reputation intact.
Taking back a complaint needs just as much thought as filing one. The way you communicate your decision can affect how people see you at work and shape future interactions with management. These sample letters show you different approaches to withdrawing grievances while staying professional and keeping doors open for the future.
Sample Letters of Withdrawal of Grievance
Here are fifteen professionally crafted letters to help you withdraw your grievance appropriately and maintain workplace harmony.
1. Basic Withdrawal After Issue Resolution
Subject: Withdrawal of Grievance – Workplace Safety Concerns
Dear Mr. Thompson,
Following my grievance filed on January 15, 2025, regarding safety concerns in the warehouse facility, this letter serves as my formal request to withdraw the complaint.
The safety improvements implemented over the past two weeks have fully addressed the issues raised in my original grievance. The installation of additional lighting, repair of the faulty loading dock door, and updated safety protocols have created a much safer working environment for all staff members.
Your quick response and commitment to workplace safety have resolved my concerns completely. The maintenance team’s thorough work and the new safety training program demonstrate strong dedication to employee well-being.
Thank you for taking these concerns seriously and acting promptly to resolve them. The positive changes benefit everyone in the warehouse department.
Sincerely,
Robert Martinez
Warehouse Coordinator
Employee ID: WH-2025-089
2. Withdrawal After Successful Mediation
Subject: Withdrawal of Grievance – Department Transfer Dispute
Dear Ms. Williams,
Please accept this letter as formal notification of my decision to withdraw the grievance filed on February 3, 2025, regarding my department transfer request.
The mediation session held on February 12 with you and Department Head Ms. Chen proved extremely helpful. Through our discussion, we reached a mutual understanding about the transfer process and timeline. The clarification about skill requirements and the suggested training plan addresses my career development goals while meeting department needs.
The compromise we reached during mediation provides a clear path forward. The scheduled training sessions and quarterly review meetings will help track progress toward the transfer. This solution supports both my professional growth and the company’s staffing requirements.
Thank you for participating in the mediation process with an open mind and working toward a positive solution.
Best regards,
Sarah Johnson
Marketing Associate
Employee ID: MA-2025-156
3. Withdrawal Due to New Information
Subject: Withdrawal of Grievance – Overtime Pay Discrepancy
Dear Mr. Patel,
This letter formally withdraws my grievance submitted on March 1, 2025, concerning overtime pay calculations for the January-February period.
After meeting with Payroll Manager Ms. Thompson yesterday, she shared documentation that explained the calculation method used for holiday overtime hours. The detailed breakdown showed that the original calculations correctly followed company policy and labor regulations.
The additional information provided clear evidence that my overtime pay was properly calculated. Ms. Thompson’s patient explanation of how holiday hours affect overtime rates helped me understand the payment structure better.
Thank you for arranging the meeting with payroll to review these calculations. This experience highlighted the value of asking questions and seeking clarification before escalating concerns.
Regards,
Michael Chang
Production Supervisor
Employee ID: PS-2025-234
4. Withdrawal Following Policy Update
Subject: Withdrawal of Grievance – Remote Work Policy
Dear Dr. Anderson,
Please consider this letter my formal request to withdraw the grievance filed on January 28, 2025, regarding the remote work policy restrictions.
The revised company policy announced on February 20 addresses the key points raised in my grievance. The new flexible schedule options and clear guidelines for remote work arrangements provide the balance between office collaboration and remote productivity that many employees sought.
Your team’s thoughtful revision of the policy shows genuine consideration for employee feedback. The updated guidelines create fair opportunities for remote work while maintaining team cohesion and project coordination.
Thank you for considering employee input during the policy revision process. The resulting changes benefit both staff members and the organization.
Respectfully,
Amanda Foster
Senior Developer
Employee ID: SD-2025-445
5. Withdrawal After Direct Resolution
Subject: Withdrawal of Grievance – Equipment Access
Dear Ms. Rodriguez,
This letter serves to withdraw my grievance submitted on February 8, 2025, regarding limited access to specialized testing equipment.
Direct discussions with Lab Director Dr. Kumar resulted in a workable solution. The new equipment scheduling system and shared calendar make it easier for all team members to access necessary tools. The addition of training sessions ensures proper equipment use and maintenance.
The collaborative approach to solving this issue created a better system than originally proposed. Team members now have clear procedures for equipment access while maintaining proper safety and maintenance protocols.
Thank you for supporting the development of this improved access system. The solution promotes both productivity and proper resource management.
Best regards,
David Wilson
Research Assistant
Employee ID: RA-2025-567
6. Withdrawal Based on Alternative Solution
Subject: Withdrawal of Grievance – Training Program Access
Dear Mr. O’Brien,
Please accept this letter as withdrawal of my grievance filed on March 5, 2025, concerning access to advanced certification training.
After exploring options with my department supervisor, we discovered alternative professional development opportunities that better match my current career goals. The upcoming mentorship program and specialized project assignments provide valuable learning experiences while contributing to team objectives.
This alternative path offers practical skill development alongside regular work duties. The hands-on experience combined with mentorship guidance creates excellent growth opportunities.
Thank you for encouraging exploration of different professional development options. The resulting solution provides both immediate and long-term benefits.
Sincerely,
Jennifer Lee
Operations Analyst
Employee ID: OA-2025-678
7. Withdrawal After Successful Appeal
Subject: Withdrawal of Grievance – Performance Review Appeal
Dear Ms. Campbell,
This letter withdraws my grievance dated February 15, 2025, regarding my annual performance review results.
The appeal process allowed for a thorough review of my contributions and achievements during the evaluation period. The updated assessment better reflects project outcomes and leadership responsibilities. Department Head Mr. Stevens provided valuable feedback that clarified performance expectations.
The revised evaluation creates a more accurate picture of my work performance. The adjusted goals align better with department objectives while supporting professional growth.
Thank you for maintaining a fair and transparent appeal process. The experience reinforced the value of open communication in performance management.
Regards,
Thomas Brown
Project Manager
Employee ID: PM-2025-789
8. Withdrawal Due to Role Change
Subject: Withdrawal of Grievance – Workload Distribution
Dear Mr. Jackson,
Please accept this letter as formal withdrawal of my grievance submitted on January 20, 2025, regarding workload distribution in the customer service department.
My recent promotion to Team Lead has provided new perspective on departmental resource allocation and scheduling challenges. The role change offers opportunities to directly address workflow concerns through team coordination and task management.
The new position enables active participation in creating solutions rather than just identifying problems. This change allows for positive contributions to department operations and team success.
Thank you for considering my potential for leadership during this transition. The new role provides valuable opportunities for professional growth and department improvement.
Best regards,
Emily Taylor
Customer Service Team Lead Employee ID: CS-2025-890
9. Withdrawal Following Department Restructure
Subject: Withdrawal of Grievance – Reporting Structure
Dear Ms. Bennett,
This letter formally withdraws my grievance filed on March 10, 2025, concerning departmental reporting relationships.
The announced reorganization addresses the communication and coordination issues raised in my original complaint. The streamlined structure creates clearer reporting lines and better defines team responsibilities. The changes support improved workflow and decision-making processes.
The restructured department organization provides better operational efficiency. Team roles and relationships now align more effectively with project requirements and company objectives.
Thank you for implementing positive organizational changes. The new structure promotes better teamwork and communication.
Sincerely,
Christopher Moore
Systems Analyst
Employee ID: SA-2025-901
10. Withdrawal After Successful Negotiation
Subject: Withdrawal of Grievance – Schedule Flexibility
Dear Dr. Peterson,
Please accept this letter as withdrawal of my grievance dated February 22, 2025, regarding work schedule flexibility.
Productive negotiations with HR Representative Ms. Martinez resulted in a modified schedule that accommodates both personal commitments and job responsibilities. The adjusted hours maintain team coverage while allowing for necessary medical appointments and family obligations.
The negotiated arrangement demonstrates how flexibility can benefit both employees and the organization. Clear communication and willingness to compromise led to a sustainable solution.
Thank you for supporting schedule modifications that help employees balance work and personal needs.
Best regards,
Rachel Kim
Financial Analyst
Employee ID: FA-2025-012
11. Withdrawal Due to Priority Changes
Subject: Withdrawal of Grievance – Project Assignment
Dear Mr. Davidson,
This letter withdraws my grievance submitted on March 15, 2025, regarding project team assignments.
Recent changes in client requirements have shifted project priorities and team needs. The current project distribution aligns well with individual skills and development goals. Team members now have appropriate opportunities to contribute and grow.
The evolving project landscape created natural solutions to the original concerns. Current assignments provide good matches between tasks and capabilities.
Thank you for maintaining flexibility in project staffing as business needs change. This approach supports both client satisfaction and employee development.
Respectfully,
Daniel Garcia
Software Engineer
Employee ID: SE-2025-123
12. Withdrawal After Process Improvement
Subject: Withdrawal of Grievance – Resource Allocation
Dear Ms. Mitchell,
Please accept this letter as formal withdrawal of my grievance filed on January 25, 2025, concerning department resource allocation procedures.
The newly implemented request tracking system streamlines access to shared resources while ensuring fair distribution. The transparent process allows team members to plan effectively and coordinate resource usage. Regular usage reports help identify needs and prevent bottlenecks.
The improved system creates efficiency and reduces conflicts over resource access. Clear procedures and documentation support better resource management.
Thank you for supporting development of better operational processes. The changes benefit daily operations and team productivity.
Sincerely,
Lisa Wong
Research Coordinator
Employee ID: RC-2025-234
13. Withdrawal Based on Mutual Agreement
Subject: Withdrawal of Grievance – Team Communication
Dear Mr. Harrison,
This letter serves to withdraw my grievance submitted on February 28, 2025, regarding team communication practices.
Through productive discussions with team members and leadership, we established new communication protocols that work for everyone. Regular team meetings, shared project updates, and clear documentation requirements keep all members informed and engaged.
The collaborative approach to solving communication challenges created buy-in from all team members. The resulting procedures support both individual and group success.
Thank you for facilitating open dialogue about team needs. The process helped build stronger working relationships.
Best regards,
James Turner
Marketing Specialist
Employee ID: MS-2025-345
14. Withdrawal After Policy Clarification
Subject: Withdrawal of Grievance – Leave Request Procedures
Dear Ms. Reynolds,
Please accept this letter as withdrawal of my grievance dated March 8, 2025, regarding leave request procedures.
The HR department’s detailed explanation of leave policies and procedures cleared up several misunderstandings. The provided examples and documentation guidelines make it easier to submit proper requests. The clarified timeline requirements help with better planning.
Understanding the full policy context showed that existing procedures are reasonable and fair. The additional guidance supports correct policy implementation.
Thank you for providing comprehensive policy information. Clear understanding helps prevent future confusion.
Regards,
Nicole Adams
Administrative Assistant
Employee ID: AA-2025-456
15. Withdrawal Following System Update
Subject: Withdrawal of Grievance – Technical Support Access
Dear Mr. Stephenson,
This letter formally withdraws my grievance filed on February 5, 2025, concerning access to technical support services.
The updated help desk system provides faster response times and better issue tracking. The new self-service portal offers quick solutions for common problems, while urgent issues receive prompt attention. Regular status updates keep users informed about request progress.
The improved system addresses the core concerns raised in the original grievance. Technical support now meets user needs more effectively.
Thank you for upgrading support systems to better serve employees. The changes improve productivity and reduce frustration.
Sincerely,
Kevin Palmer
Sales Representative
Employee ID: SR-2025-567
Wrap-up
Writing a clear withdrawal letter helps maintain professional relationships and document issue resolution. Each situation might need a different approach, but staying professional and positive supports good workplace communication. A well-written withdrawal letter closes the grievance process properly while keeping work relationships strong.