Managing employee grievance

Find out about HR-Inform

To access all of HR-Inform you need to:

Model documents and policies

Downloadable and customisable documents relating to managing employee grievance. A Mediation policy is also available. You may find other documents useful in the Dispute resolution topic area.

For more information see the employment law pages on Grievance procedures.
Table of contents

Forms

Word

Employee form to confirm the retraction of a grievance

 (56 KB)
Last Modified: 01 Jun 2013
This template form should be given to confirm that an employee wishes to retract a grievance, but outlines that the company may still pursue the matter where deemed necessary.
Word

Form for an employee to appeal a grievance decision

 (52 KB)
Last Modified: 22 Nov 2013
This form should be used by an employee if they wish to appeal the outcome of a grievance decision. The employee should understand that the outcome of this appeal will be final.
Word

Form to record a grievance

 (55 KB)
Last Modified: 01 Jun 2013
This form can be used as a template to record grievances, including dates of hearings, representatives, summaries and outcomes.
Word

Notification of grievance form

 (52 KB)
Last Modified: 01 Jun 2013
This form is to be completed by an employee who wishes to submit a grievance. The form allows the employee to detail the substance of their grievance.

Letters

Word

Letter confirming receipt of a formal grievance

 (52 KB)
Last Modified: 01 Jun 2013
This letter confirms receipt of a grievance. It outlines the next stages of the process and thanks the employee for raising the matter.
Word

Letter confirming that a grievance will be managed as a collective grievance

 (53 KB)
Last Modified: 01 Jun 2013
This letter template explains that as there were common issues raised, the grievance will be treated collectively and that there will be one nominated representative and one meeting to address the matters raised.
Word

Letter confirming the outcome of a formal grievance

 (52 KB)
Last Modified: 14 Apr 2014
This letter informs the employee of the outcome of the grievance hearing and outlines the next stage of the process.
Word

Letter explaining that a new grievance will be dealt with as part of an existing complaint

 (55 KB)
Last Modified: 01 Jun 2013
This letter confirms that a new complaint will be investigated and dealt with as part of an already existing grievance, and confirms the arrangements for the grievance meeting.
Word

Letter explaining the grievance issue is too trivial to be dealt with under the grievance procedure

 (55 KB)
Last Modified: 08 Nov 2013
This letter explains that a grievance issue will not be dealt with under the formal grievance procedure as it is frivolous or trivial in nature, and states that such issues should be raised with a line manager.
Word

Letter informing an employee of the outcome of a grievance meeting and the right of appeal

 (55 KB)
Last Modified: 01 Jun 2013
This letter informs the employee of the outcome of a grievance appeal, and if any further action will be taken. It states that the employee has a right to appeal this decision, and ask that they write to the sender stating this.
Word

Letter informing an employee that a grievance has been raised against them by a fellow employee

 (55 KB)
Last Modified: 01 Jun 2013
This template informs an employee that a grievance has been raised against them by a fellow employee. It states that the employee must attend an investigation and provide any details they have in relation to the alleged incident.
Word

Letter inviting an employee to a grievance appeal meeting

 (55 KB)
Last Modified: 01 Jun 2013
This letter can be used to invite an employee to a grievance appeal meeting. The letter also confirms dates, attendees, and the right for the employee to have a work colleague or trade union official present.
Word

Letter inviting an employee to an investigatory meeting regarding a grievance raised by another employee

 (55 KB)
Last Modified: 01 Jun 2013
This letter invites an employee to an investigatory meeting to assist in a grievance raised by another employee. It states that the sender would like to discuss the employee's recollection of the incident and any other relevant information.
Word

Letter inviting an employee to attend a grievance meeting

 (55 KB)
Last Modified: 01 Jun 2013
This letter asks an employee to attend a formal meeting to discuss their grievance in accordance with the grievance procedure, setting out when the meeting will take place and that the employee has the right to be accompanied.
Word

Letter requesting an external witness to provide a witness statement

 (53 KB)
Last Modified: 01 Jun 2013
This letter is to request a written statement from an external witness, required for an investigation that may lead to disciplinary proceedings.
Word

Letter requesting an external witness to provide a witness statement regarding an internal grievance

 (55 KB)
Last Modified: 22 Nov 2013
This letter requests a statement from an external witness for the purpose of an internal grievance. It requests that the witness contact the sender to arrange a meeting and keep the incident confidential.
Word

Letter rescheduling a grievance appeal meeting

 (55 KB)
Last Modified: 01 Jun 2013
This letter states that an employee has failed to attend a previously scheduled grievance appeal meeting, and confirms dates and details for the rescheduled meeting.
Word

Letter rescheduling a grievance meeting

 (55 KB)
Last Modified: 01 Jun 2013
This letter confirms that a grievance meeting has been rescheduled, listing the date, time and venue. It asks that the employee contact the sender should these arrangements be unsuitable.
Word

Letter stating no further action will be taken where a grievance of an employee repeats an earlier complaint

 (55 KB)
Last Modified: 01 Jun 2013
This letter outlines to an employee that a grievance will not be progressed, due to the complaint or issue being fundamentally the same as an earlier grievance that was resolved.
Word

Letter to an employee who has failed to attend a grievance meeting

 (54 KB)
Last Modified: 01 Jun 2013
This letter states that an employee has failed to attend a scheduled grievance meeting and asks that the employee contact the sender to make arrangements to reschedule the meeting.
Word

Letter to an employee who has retracted their grievance asking about the reasons the employee did so

 (55 KB)
Last Modified: 01 Jun 2013
This letter asks an employee who has retracted their grievance their reasons for doing so, and requests that the matter is discussed informally before any further action is taken.
Word

Letter to an employee who has retracted their grievance confirming that the grievance process has ceased

 (55 KB)
Last Modified: 01 Jun 2013
This template can either confirm that a grievance has been resolved informally due to a retraction, or that the retraction has been received by the company, but that the company will continue to investigate the incident due to areas of concern.
Word

Letter to confirm the outcome of a collective grievance

 (53 KB)
Last Modified: 01 Jun 2013
Send this letter to an employee to confirm the outcome of a collective grievance, detailing whether you have decided to uphold the appeal or take no further action.
Word

Letter to confirm the outcome of a collective grievance appeal

 (52 KB)
Last Modified: 01 Jun 2013
Use this letter to notify an employee as to whether you have decided to uphold the appeal or take no further action. The letter also advises that there is no further right to appeal.
Word

Letter to invite a nominated representative to a collective grievance appeal meeting

 (18 KB)
Last Modified: 01 Jun 2013
Use this letter template to invite the nominated representative to a collective grievance appeal meeting, detailing the time, date and other attendees.
Word

Letter to invite an nominated representative to a collective grievance meeting

 (52 KB)
Last Modified: 01 Jun 2013
Use this letter template to invite the nominated representative to a collective grievance meeting, detailing the time, date and other attendees.

Policies

Word

Grievance and disputes procedure for a unionised organisation

 (58 KB)
Last Modified: 01 Jun 2013
This procedure is for unionised organisations and explains the various stages involved in the grievance process, including the informal and formal stages.
Word

Grievance procedure for a non-unionised organisation

 (57 KB)
Last Modified: 01 Jun 2013
This procedure is for non-unionised companies and it sets out the formal and informal stages involved in the grievance process. The procedure also explains how investigations will be carried out.