Use this template to create a fair grievance procedure.

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Grievance Policy and Procedure

Policy Owner: [HR/Managing Director] Applies to: All employees Last Reviewed: [Date] Next Review: [Date]

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1. Purpose and Scope

1.1 Purpose

This policy provides a clear procedure for employees to raise concerns about their employment. The Company takes all grievances seriously and is committed to resolving issues fairly and promptly.

1.2 What is a Grievance?

A grievance is a concern, problem, or complaint about work or the workplace that an employee wants to raise with their employer. This may include concerns about:

• Terms and conditions
• Working environment
• Working relationships
• Bullying or harassment
• Discrimination
• Health and safety
• Management decisions

1.3 Scope

This policy applies to all employees. It does not apply to collective disputes or trade union matters.

1.4 Non-Contractual

This policy is non-contractual and may be amended by the Company from time to time.

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2. Principles

The Company will:

• Handle grievances without unreasonable delay
• Deal with grievances consistently and fairly
• Investigate grievances properly before reaching a conclusion
• Give employees a full opportunity to explain their concerns
• Allow employees to be accompanied at formal meetings
• Maintain confidentiality where possible
• Provide a right of appeal

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3. Informal Resolution

3.1 Raising Concerns Informally

Many concerns can be resolved informally through discussion. Employees are encouraged to raise concerns with their line manager in the first instance.

If the concern relates to the line manager, the employee may speak to their manager's manager or HR.

3.2 Mediation

Where appropriate, mediation may be offered to help resolve workplace disputes. Mediation is voluntary and confidential.

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4. Formal Grievance Procedure

4.1 Step 1: Raising a Formal Grievance

If informal resolution is unsuccessful or inappropriate, employees may raise a formal grievance in writing.

The written grievance should include:

• A clear description of the issue
• How it has affected the employee
• Relevant dates and details
• What outcome the employee is seeking

The grievance should be sent to [line manager/HR].

4.2 Step 2: Acknowledgement

The Company will acknowledge the grievance within [5] working days and arrange a grievance meeting.

4.3 Step 3: Grievance Meeting

A meeting will be held with the employee to discuss the grievance. The purpose is to:

• Understand the grievance fully
• Gather information
• Explore possible solutions

The employee has the right to be accompanied at this meeting by a work colleague or trade union representative.

4.4 Step 4: Investigation

Following the meeting, the Company will investigate the grievance. This may include:

• Interviewing relevant witnesses
• Reviewing documents
• Seeking specialist advice if needed

The employee may be asked to attend further meetings if necessary.

4.5 Step 5: Decision

Once the investigation is complete, a decision will be made. The employee will be informed of the outcome in writing, including:

• A summary of the grievance
• How it was investigated
• Findings
• The decision
• Any action to be taken
• Right of appeal

The Company aims to complete the process within [28] days, but this may vary depending on complexity.

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5. Appeals

5.1 Right of Appeal

If the employee is not satisfied with the outcome, they have the right to appeal.

5.2 Submitting an Appeal

Appeals must be submitted in writing to [Name/Role] within [5] working days of receiving the outcome, stating the grounds for the appeal.

5.3 Appeal Hearing

An appeal hearing will be arranged, conducted by a manager not previously involved in the grievance. The employee has the right to be accompanied.

5.4 Appeal Outcome

The outcome of the appeal will be confirmed in writing. This decision is final and there is no further right of internal appeal.

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6. Overlapping Grievances and Disciplinary

6.1 Grievance During Disciplinary

If an employee raises a grievance during disciplinary proceedings:

• The disciplinary will usually continue as planned
• If the grievance is directly related to the disciplinary, the Company may pause to address it first
• The employee will be informed of the approach taken

6.2 Disciplinary During Grievance

If a disciplinary matter arises during grievance proceedings, both processes may run concurrently where appropriate.

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7. Confidentiality

7.1 Maintaining Confidentiality

The Company will maintain confidentiality as far as reasonably possible. However, some disclosure may be necessary to investigate and resolve the grievance.

7.2 Protection from Victimisation

Employees will not be subjected to any detriment for raising a grievance in good faith.

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8. Collective Grievances

If a group of employees has a shared concern, they may raise a collective grievance. A representative may be appointed to attend meetings on behalf of the group.

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9. Records

Records of grievances and outcomes will be kept confidentially. These will be used to identify any patterns or systemic issues.

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10. Related Policies

• Disciplinary Policy
• Bullying and Harassment Policy
• Whistleblowing Policy
• Equal Opportunities Policy

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Document Control

Version	Date	Author	Changes
1.0	[Date]	[Name]	Initial version

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Manager Checklist

Step	Action
1	Acknowledge grievance promptly
2	Arrange meeting without unreasonable delay
3	Remind employee of right to be accompanied
4	Listen fully at meeting
5	Investigate thoroughly
6	Consider evidence objectively
7	Communicate decision in writing
8	Include appeal rights
9	Keep records