Notice of a dispute (from employee or representative) letter template

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

A workplace dispute should be handled through a fair, structured process that gives the employee an opportunity to explain their concerns and allows the employer to establish the relevant facts before reaching a conclusion. The appropriate process will depend on the nature of the dispute.

Grievances

Where an employee is raising a concern about something that has happened at work, the matter may fall within the employer's grievance procedure. The ACAS Code of Practice on disciplinary and grievance procedures recommends that employers deal with grievances promptly, investigate the issues where appropriate and give employees an opportunity to explain their concerns. https://www.acas.org.uk/acas-code-of-practice-on-disciplinary-and-grievance-procedures

A notice of dispute can therefore provide a useful initial record, but should not prevent the employer from identifying and applying the appropriate formal procedure.

Fair and reasonable handling

ACAS recommends that workplace disputes are handled fairly, consistently and without unreasonable delay. Employers should establish the relevant facts before making decisions and should communicate the outcome clearly. https://www.acas.org.uk/acas-code-of-practice-on-disciplinary-and-grievance-procedures

The information provided in the notice should therefore be considered alongside relevant policies, contractual terms, records and other evidence.

Right to be accompanied

Where a matter proceeds to a formal grievance meeting, eligible employees have a statutory right to be accompanied by a fellow worker or trade union representative in certain circumstances. The ACAS Code explains the right to be accompanied at grievance meetings. https://www.acas.org.uk/acas-code-of-practice-on-disciplinary-and-grievance-procedures

Employers should therefore check whether the relevant meeting triggers the statutory right or any wider contractual or policy-based right to accompaniment.

Trade union representatives

A dispute may be raised by an employee's trade union representative where the representative is authorised to act on the employee's behalf. The employer should establish the capacity in which the representative is acting and communicate appropriately with both the employee and representative.

Evidence and records

Both parties should retain relevant correspondence and documentation relating to the dispute. Clear records can help establish what was raised, what information was considered and how the matter was handled.

Employers should also handle personal information appropriately and ensure that records relating to employee disputes are stored and accessed in accordance with applicable data protection requirements.

Avoiding unnecessary escalation

Not every disagreement needs to become a formal dispute. ACAS encourages employers to try to resolve workplace issues informally where appropriate, while recognising that formal procedures may be necessary depending on the circumstances. https://www.acas.org.uk/disciplinary-and-grievance-procedures

A clear written notice can help clarify the actual issue and potentially support an early resolution before a more formal process becomes necessary.