Grievance templates toolkit

What are Grievances?

Grievances are concerns, problems or complaints that employees raise with their employer. A grievance might concern matters such as an employee's work, physical working environment, pay and benefits, working hours, health and safety, working relationships or general treatment at work.

Grievances may be concerned with a wide range of issues, including the allocation of work, the working environment or conditions, the lack of opportunities for career development or the way in which someone has been managed.

Grievance templates are essential for managing a low-risk, compliant Grievance process.

Common mistakes

Understand the common mistakes employers can make when managing this area of HR, helping you reduce risk, prevent unnecessary costs and ensure the process is handled fairly, consistently and correctly.

• Dismissing the grievance too quickly – Treating the employee's concerns as trivial before properly understanding the issues raised.
• Failing to investigate – Reaching an outcome without gathering sufficient evidence or speaking to relevant people.
• Allowing conflicts of interest – Asking someone directly involved in the complaint to investigate or decide the outcome.
• Focusing on personalities – Allowing disagreements between employees to distract from the substantive issues raised.
• Not keeping the employee informed – Leaving the complainant uncertain about progress or expected timescales.
• Failing to document the process – Keeping inadequate records of meetings, evidence and decisions.
• Ignoring possible wider issues – Treating the grievance as an isolated complaint when it may indicate a broader workplace problem.
• Providing an inadequate outcome – Failing to explain what was considered, what was decided and what action will follow.

What is a typical grievance process workflow?

Here we show you which resources to use to effectively resolve an employee grievance, taking into account the different decisions and directions that are likely / possible.

Following this flowchart will ensure that you factor in all eventualities, follow legal / code of conduct or best practice processes, communicate effectively, and reduce the risk of things going wrong.

FAQs

What is a grievance procedure?

A grievance procedure is the process an employer uses to deal with an employee's concerns, complaints or workplace issues. It should provide a fair and structured opportunity for concerns to be considered.

Should a grievance be investigated?

Where appropriate, the employer should investigate the issues raised before reaching an outcome. The extent of the investigation should be proportionate to the nature and seriousness of the grievance.

Can a grievance be dealt with informally?

Yes. Some workplace concerns may be resolved through an informal discussion or management action. Employees should not, however, be discouraged from raising a formal grievance where appropriate.

Does an employee have the right to be accompanied?

Employees have a statutory right to be accompanied at a formal grievance meeting by an appropriate companion where the statutory conditions are met.

Can an employee appeal a grievance outcome?

Employees should normally be given an appropriate opportunity to appeal a formal grievance outcome. The appeal should be considered impartially.

Why use HRDocBox to support grievance processes?

HRDocBox combines real-world HR experience, subject-matter expertise and commercial understanding to support effective grievance processes with practical, tried-and-tested resources. With instant access, editable documents, ongoing updates and 12 months' access, you get practical HR support when you need it.