Please adapt this grievance procedure sample to your organisation and processes.
At the end of this sample grievance procedure, you will find two letter templates (an invitation to a grievance hearing, and a letter communicating the outcome).
Introduction
At [Company Name], we believe in fostering a fair and respectful workplace. If you feel you have been treated unfairly, this grievance procedure offers a structured approach to address your concerns.
Grievances may be raised by individuals or groups and are handled with the utmost confidentiality and fairness to bring about prompt and satisfactory resolutions.
Policy statement
[Organisation Name] and employees are committed to treating all individuals fairly and respectfully. If you feel you have been treated unfairly, we encourage you to raise the issue.
- Informal resolution first: Discuss concerns with your line manager or supervisor for an informal resolution.
- Formal procedure: If informal resolution is ineffective, you may raise a formal grievance.
Certain issues are excluded from this policy, including:
- Complaints that are trivial or vexatious. For example, complaining that the office coffee machine only provides one type of coffee, or an issue about seating arrangements that has already been addressed.
- Issues addressed through disciplinary procedures. Matters that are being managed or resolved through the organisation’s disciplinary process are not covered by this policy to avoid duplication or conflicting outcomes.
- Grievances about promotions or regrading (handled under appeals procedures). Concerns regarding promotions or changes in grading are dealt with through a separate appeals process specifically designed to address such issues.
If you are uncertain about how to proceed, consult [HR contact or trade union representative].
Compliance
This policy follows the guidelines set out in the ACAS Code of Practice on Disciplinary and Grievance Procedures, which provides best practice for handling workplace issues fairly and consistently.
If an employer or employee fails to follow this code without a good reason, and the case proceeds to an employment tribunal, the tribunal may increase or decrease any compensation awarded by up to 25%. This adjustment acts as a penalty for not adhering to the recommended procedures and encourages compliance with the code.
Scope of policy
This grievance procedure applies to all employees of [Organisation Name].
Grievance procedure
1. Submit a written grievance
Provide a written account of your grievance, including:
Details of the issue
Clearly describe the nature of your grievance, including what happened, when it happened, where it occurred, and who was involved.
Providing as much context as possible ensures the grievance is understood fully and can be investigated thoroughly. For example, “On [date], during a team meeting, I felt that my contributions were dismissed unfairly by [individual’s name], which created a hostile environment.”
Evidence
Attach or reference any supporting documentation, such as emails, meeting notes, or witness statements, that back up your grievance.
Evidence helps establish the validity of your concerns and makes it easier for those handling the grievance to assess the situation objectively. For example, “I have attached copies of emails where my suggestions were ignored, despite similar ideas being accepted when proposed by others.”
Desired resolution
Specify what outcome or action you believe would resolve the grievance satisfactorily. This could include an apology, a change in behaviour, additional support, or a review of workplace policies. For example, “I would like an apology from [individual’s name] and a discussion about fostering a more inclusive environment during team meetings.”
Submit to your line manager. If the grievance concerns your line manager, escalate to HR or a senior manager.
Seek assistance from [HR contact or trade union representative].
2. Grievance hearing
The grievance will be acknowledged in writing within [insert timeframe, for example, “3 working days”].
A hearing will be scheduled within [insert timeframe for example “15 working days”] of receiving the written grievance. The hearing will be conducted by an impartial panel. The panel may include:
- A senior manager.
- A representative from HR.
You may bring a representative (a colleague or union representative). Witnesses may also be invited if relevant.
All parties will have the opportunity to present their case, submit evidence, and respond to questions.
If you cannot attend the hearing because you are unwell, an alternative date will be offered.
You are entitled to request a different date for a hearing if the person accompanying you cannot attend, but you must do so within [insert timeframe for example “5 working days”] of receiving the invitation to the grievance hearing.
A decision can be made without a hearing if you fail to attend, or you are on long-term sick leave. If you are on long-term sick leave you are entitled to supply written evidence to support your case.
3. Decision
A written decision will be communicated to you within [insert timeframe, for example “within 5 working days”] following the hearing. This will include:
- The panel’s findings.
- Actions to resolve the grievance.
If unsatisfied, you may appeal the decision.
4. Appeals procedure
Submit a written appeal within [insert timeframe, for example “10 working days”] of receiving the written decision, detailing your reasons.
- Why you disagree with the decision: Clearly explain the specific parts of the decision you believe were incorrect or unfair. For example, “I believe the evidence I provided regarding my absence due to medical reasons was not adequately considered.”
- New evidence or information: If you have additional evidence or information that was not available during the original decision-making process, include it. For example, “I have attached a letter from my GP that confirms my medical condition and its impact on my ability to attend work.”
- Procedural errors: Highlight any steps in the process you feel were not conducted in line with policy or fair practice. For example, “The grievance hearing did not allow me sufficient time to present my case fully.”
- Desired outcome: Clearly state what you are seeking as a result of your appeal. For example, “I am requesting a reconsideration of the disciplinary action and removal of the warning from my record.”
A date for the appeal will be communicated to you within [insert timeframe, for example “10 working days”] of receiving the appeal submission.
An independent panel will review the case and hear the appeal. You may again bring a representative.
The appeal decision will be communicated within [insert timeframe, for example “ 5 working days”] following the hearing. The decision is final, meaning no further appeals can be made under the organisation’s policy.
Sample letters
Letter 1: Invitation to Grievance Hearing
[Name]
[Address]
[Date]
Grievance Hearing Invitation
Dear [Name],
We are writing to formally invite you to a grievance hearing in relation to the concerns you have raised. This hearing will take place on [insert date] at [insert time], and it will be held at [insert location].
The purpose of the hearing is to fully understand and address the details of your grievance. The panel for this hearing will include the following individuals: [insert panel member names and their roles, e.g., HR Manager, Line Manager, etc.].
You are encouraged to bring a representative to the hearing, such as a colleague or a trade union representative, to support you. If you wish to call witnesses to provide further evidence or context, please notify us in advance so that we can make the necessary arrangements.
During the hearing, you will have the opportunity to explain your grievance in detail, present any evidence, and suggest the resolution you are seeking. If you have any specific requirements, such as accessibility needs, please let us know as soon as possible.
Please confirm your attendance by [insert confirmation deadline]. If you have any questions or require further clarification, feel free to contact [insert contact name and details].
We look forward to addressing your concerns and working towards a resolution.
Kind regards,
[Your Name]
[Your Job Title]
[Your Organisation Name]
Letter 2: Outcome of Grievance Hearing
[Name]
[Address]
[Date]
Outcome of Grievance Hearing
Dear [Name],
Following the grievance hearing held on [insert date], we are writing to confirm the outcome. The panel carefully reviewed all the evidence presented, including the points you raised during the hearing.
After thorough consideration, the panel has reached the following decision:
[state the decision clearly and provide a brief explanation, e.g., “Your grievance regarding [specific issue] has been upheld/partially upheld/not upheld due to [brief reasoning, such as lack of evidence or procedural fairness].”]
We understand this may not be the outcome you were expecting, and we remain committed to supporting you in the workplace. If you are dissatisfied with this decision, you have the right to appeal. To do so, you must submit a written appeal outlining your reasons by [insert date].
If you have any further questions or would like to discuss the outcome, please feel free to contact [insert contact name and details].
Thank you for bringing your concerns to our attention and for participating in the grievance process.
Kind regards,
[Your Name]
[Your Job Title]
[Your Organisation Name]
Would you like to learn more about the grievance procedure?
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Find out more about Grievance Training for Managers on our website, or contact our friendly team today on 0203 011 4242 or info@praxis42.com
Adam Clarke
Managing Director (Consulting)
