Its a legal requirement to have a grievance policy, if you are an employer.
One of the biggest headaches in employing people is getting HR policies right. If you fail to have basic documentation in place, even in very small companies, it can cause untold hassles, costs, losses and much worse. So why take the risk?
Save time and money by using our ready made free policy template in your business. This policy has been written by experienced HR professionals and is updated regularly to take into account changes in UK employment legislation. It’s as simple as downloading this document and letting your employees know about it.
Grievance Procedure
The Company believes that all employees should be treated fairly and with respect. This is achieved by maintaining good working relationships, and a working environment in which problems can be discussed. The Company aims in all cases that problems and issues are easily resolved at an early stage by encouraging open and honest communication.
Aim
The aim of this grievance policy is to:
- Inform the employee about the procedure for raising a grievance should it become necessary.
- Support the safe and effective operation of the business.
- Provide a framework to resolve workplace issues in a fair and timely manner at an appropriate level, within a reasonable timescale and to the satisfaction of all those involved.
- Ensure every grievance is treated seriously and with discretion and the employee is kept fully informed of what is happening.
- Keep proceedings and records as confidential as reasonably possible.
In some circumstances, it may not be appropriate for this procedure to be used:
- If the employee’s grievance relates to matters which are being investigated or are connected with current disciplinary proceedings or any disciplinary sanction that has been given to the employee, the employee should usually follow the separate disciplinary appeals procedure.
Stage 1:
Informal procedure
Most routine grievances are best resolved informally in discussion with the employee’s Manager. As an alternative, and where the grievance is against the employee’s Manager the matter should be raised on an informal basis with the next line of management, a manager at a similar level in another team/department, or the HR Manager.
Where the employee’s complaint cannot be resolved informally or the employee does not wish to use the informal procedure, it should be raised using the formal procedure set out below.
Stage 2:
Formal procedure
If the employee’s complaint is not resolved informally, or if the employee is unable to raise the matter informally, the employee should put their grievance in writing and send it to the HR Manager/next line manager/senior manager. This should be a written statement, clearly detailing the reasons for the employee’s grievance, how it could be solved and the employee’s desired outcome.
The employee will be invited to attend a formal meeting with a designated Manager to discuss the grievance. Where practicable, the meeting will be arranged within 5 days of receipt of the grievance. The employee has the right to be accompanied at this meeting by a fellow employee or a trade union representative. After reasonable investigation (where required) and due consideration of the grievance, a decision will be given in writing, usually within 5 working days of the grievance meeting.
If the employee is unhappy with the Stage 2 decision, the employee has the right to appeal. The appeal must be in writing to the nominated Manager and within 5 working days of receiving notification of the Stage 2 decision.
Stage 3:
Final stage
A Manager will be appointed to deal with the grievance appeal. As far as reasonably practicable the appeal will be held by a more senior manager than before, although this may not always be the case.
The employee will be invited to attend a formal appeal meeting to discuss the grievance and the Stage 2 decision. The employee has the right to be accompanied.
After reasonable investigation (where required) and due consideration of the grievance, a decision will be given in writing, usually within 5 working days of the grievance appeal meeting. This decision is final.
The employee will be given copies of any notes taken at any stage of the proceedings.
Modified procedure:
Post-termination grievances
If the employee lodges a grievance after the employee’s employment has ended or where the employee have left the business before the grievance is heard, the formal Procedure will be modified and completed as follows:
- The employee must set out in writing the nature and basis of the employee’s grievance and send it to the Director or HR Manager;
- The Director will set out its response in writing to the employee, usually within 21 days.
Disclaimer: The recommendations should only be used as guidelines. Please only select the portions that apply to your organisation. Neither the author nor joinair.com will assume legal liability for the accuracy, completeness, or usefulness of any information provided in whole or in part within this article.
This template is ready to be tailored to your organisation’s needs and should be considered a starting point for setting up your organisation’s employment policies. Edit the sections in red as appropriate.
Find more free HR company policy templates here, and read more about promoting excellent mental health at work here.
