Grievance Procedure Example
A comprehensive template for establishing a fair and legally compliant grievance procedure in the UK workplace. Covers informal resolution, formal grievance stages, investigation, hearings, and appeals following the Acas Code of Practice.
What to Include
Scope and Purpose
Define what constitutes a grievance and encourage informal resolution where possible. A grievance is a concern, problem, or complaint that an employee raises with the employer.
Informal Resolution
Encourage employees to raise concerns with their line manager informally first. Many workplace issues can be resolved through open conversation without escalating to a formal process.
Raising a Formal Grievance
How to submit a formal grievance in writing, who to address it to, what information to include, and timeframes for acknowledgement (typically within 5 working days).
Investigation
How the grievance will be investigated, including interviewing relevant parties, gathering evidence, and maintaining confidentiality. The investigation should be thorough and impartial.
Grievance Hearing
The right to a formal hearing, right to be accompanied by a colleague or trade union representative, how the hearing will be conducted, and timeframes for outcomes.
Outcome and Remedies
How the decision will be communicated in writing, possible outcomes, and any remedial actions such as mediation, policy changes, or management action.
Right of Appeal
The employee's right to appeal the decision, the process for submitting an appeal, and who will hear it (typically a more senior manager not previously involved).
Key Points
- Must follow the Acas Code of Practice on Disciplinary and Grievance Procedures
- Employees have the right to be accompanied at grievance hearings
- Grievances should be dealt with promptly and without unreasonable delay
- Maintain confidentiality throughout the process
- Keep detailed written records of all stages
- Ensure the process is accessible and available to all employees
UK Compliance
The Acas Code of Practice on Disciplinary and Grievance Procedures provides the framework for handling grievances. While not legally binding, employment tribunals must take it into account and can adjust awards by up to 25% if the Code is not followed. The procedure must also comply with the Equality Act 2010, ensuring it does not discriminate and is accessible to all employees including those with disabilities.
Practical Tips
- Train all managers on the grievance procedure and how to handle complaints sensitively
- Keep the procedure simple and clearly written
- Acknowledge grievances promptly even if a full response will take longer
- Consider mediation as an alternative to formal proceedings where appropriate
- Monitor grievance patterns to identify systemic issues in the workplace
Frequently Asked Questions
What is the Acas Code of Practice?
The Acas Code of Practice on Disciplinary and Grievance Procedures sets out the minimum standards of fairness that employers and employees should follow. Employment tribunals are legally required to take the Code into account and can increase or decrease compensation by up to 25% based on compliance.
Can an employee raise a grievance after leaving?
Yes, a former employee can raise a grievance after leaving. It is good practice to investigate and respond to post-employment grievances, particularly if they relate to discrimination or potential tribunal claims.
What if the grievance is about the line manager?
The procedure should allow employees to raise grievances with an alternative manager or HR if the complaint is about their direct line manager. This ensures the process remains fair and the employee feels safe to raise concerns.
Is mediation appropriate for grievances?
Mediation can be very effective for resolving workplace relationship issues and is recommended by Acas. It is voluntary and works best when both parties are willing to engage. It is not suitable for cases involving serious misconduct or where one party has significant power over another.
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