Formal grievance procedure: step by step

Handling a formal grievance effectively is fundamental to maintaining trust and fairness within the workplace.

By following a clear and structured process, employers can ensure that grievances are addressed thoroughly and impartially.

Let’s walk through each step of a typical formal grievance procedure.

Step 1: Raising the grievance

The formal grievance process begins when an employee raises a concern or complaint. This can be done verbally, but it’s advisable for it to be submitted in writing to ensure clarity and accuracy. Once the grievance is received, the employer should acknowledge it promptly, ideally in writing, to confirm that the issue will be addressed.

Step 2: Arranging a grievance hearing

The next step is to arrange a grievance hearing with the employee. This meeting is an opportunity for the employee to present their concerns in detail, including any supporting evidence they might have.

It’s important to note that the employee has the right to be accompanied by a colleague or union representative during this meeting. This not only provides support but also ensures that the process remains fair and transparent.

Step 3: Conducting the investigation

During the grievance hearing, the employee may present evidence such as documents or witness statements to support their claims. The employer must then conduct a thorough investigation, which may involve interviewing witnesses and reviewing relevant documents or communications.

It’s essential to keep the employee informed throughout this process, particularly if the investigation requires sharing details they’ve provided.

Step 4: The grievance outcome

After the investigation and hearing, the employer must reach a decision. The outcome should be communicated to the employee in writing and can fall into one of three categories:

Grievance upheld: The employee’s grievance is found to be valid, and appropriate actions will be taken.
Grievance not upheld: The grievance is not supported by the evidence, and no further action is required.
Grievance partially upheld: Some aspects of the grievance are valid, but not all. Partial actions may be taken.

Regardless of the outcome, the reasons behind the decision should be clearly outlined in the outcome letter. If the grievance is upheld or partially upheld, the letter should also detail any actions to be taken, such as changes to policies or procedures.

Step 5: The appeal process

If the grievance is not upheld or only partially upheld, the employee should be given the right to appeal the decision. The appeal process involves the employee setting out their grounds for appeal, which should be heard as soon as possible by someone who was not involved in the original investigation. This provides a fresh perspective and ensures fairness.

Throughout the entire process, documentation is vital. Every step, from the initial grievance to the final outcome, should be meticulously recorded to ensure transparency and provide a clear record of the actions taken.