Grievance Procedure - Template, Sample Form to Complete Pro · UK-law

STEP ONE \u2013 Raising an Informal Grievance

4.1 Where appropriate, attempts should be made to resolve matters informally in the first instance. This will involve raising an informal grievance, which may be made orally or in an informal written format (such as an email).

4.2 An informal grievance should generally be raised with: ________.

4.3 Upon receipt of an informal grievance, we will discuss matters with you with the aim of reaching an informal resolution.

4.4 Where it is not possible to reach an informal resolution, the matter may be progressed to Step Two. There may also be cases where an issue is of a serious nature, and in those circumstances you may wish to commence the process at Step Two.

STEP TWO \u2013 Formal Grievances

4.5 Submitting a formal grievance

A formal grievance should always be made in writing and should set out the nature of the grievance. Any formal grievance should be made without unreasonable delay following the relevant incident or incidents. It should be addressed to:

________

There may be circumstances where you do not feel it is appropriate to raise your grievance with the person named above (for example, where the grievance is made against them). In those circumstances, you should refer the matter instead to: ________, being another senior member of staff who is not the subject of the grievance.

4.6 Grievance meeting

Upon our receipt of a formal written grievance, we will consider it and arrange a formal meeting to be held without unreasonable delay, which will in most cases be within 5 working days of our receipt of the grievance.

You have the right to be accompanied at the meeting, further details of which are set out in section 5 below. At the meeting you will be given the opportunity to explain your grievance and to set out how you consider it may be resolved.

4.7 Investigations

There may be circumstances where it is necessary to conduct an investigation in respect of the grievance. We may consider it necessary to do so prior to the grievance meeting or, alternatively, we may use the grievance meeting to determine whether any investigation is necessary. Where the latter applies, the meeting may be adjourned and a further grievance meeting held following the investigation.

An investigation may involve reviewing relevant documentary evidence or speaking with other witnesses. It is important that you cooperate with any investigation. Any personal data processed during an investigation will be handled in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018.

4.8 Outcome of the grievance meeting

Following the meeting, we will inform you of the outcome in writing, including any proposed action to resolve the grievance and details of your right of appeal. You will receive the written outcome without unreasonable delay, which will ordinarily be within 5 working days of the meeting taking place.

STEP THREE \u2013 Appeals

4.9 If you do not agree with any decision made in respect of your grievance, you may appeal. The written outcome of the grievance meeting will confirm how you may appeal, including the details of the manager who will deal with the appeal. This will, wherever possible, be a manager who has not previously been involved in the case.

4.10 Any appeal must be made in writing and directed to the staff member identified in the written outcome you have received.

4.11 Your appeal must be made without unreasonable delay and, in any event, within 5 working days of the date on which you received the written outcome of your grievance meeting. Your appeal should clearly set out the grounds on which you are appealing the decision.

4.12 Upon receipt of your appeal, we will arrange for an appeal meeting to be held without unreasonable delay, which will in most cases be within 5 working days of our receipt of your appeal. You have the right to be accompanied at the appeal meeting, further details of which are set out in section 5 below.

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5. Your Right to be Accompanied

5.1 You have the statutory right under section 10 of the Employment Relations Act 1999 to be accompanied at any grievance meeting or grievance appeal meeting. Your chosen companion may be:

(a) a fellow worker employed by us; or

(b) an official employed by a trade union; or

(c) a trade union representative who is not an official employed by a trade union but who has been certified by their union as being competent to act as a companion.

5.2 You should consider the suitability of your companion and the practicalities involved in their attendance. You should make a request for your companion to attend prior to the meeting, in good time, and should include their name and which of the above categories they fall within.

5.3 If your chosen companion is not available at the time proposed for the meeting, we will postpone the meeting to an alternative time proposed by you, provided that the alternative time is reasonable and is not more than 5 working days after the original date.

5.4 Your companion may:

(a) put your case;

(b) sum up your case;

(c) respond on your behalf to any view expressed at the meeting; and

(d) confer with you during the meeting.

5.5 Your companion may not:

(a) answer questions on your behalf;

(b) address the meeting if you do not wish them to do so; or

(c) prevent us from explaining our case.

6. Grievances Raised During Disciplinary Proceedings

6.1 In the event that you raise a grievance during an ongoing disciplinary process, the disciplinary process may be suspended in order to deal with the grievance. Where the two matters are related, we may deal with both concurrently.

7. Confidentiality and Data Protection

7.1 We will keep any grievance raised by you confidential so far as is reasonably practicable. We will only disclose information regarding your grievance to third parties where this is necessary to investigate and/or resolve the grievance, or where we are required to do so by law.

7.2 Any personal data collected, held or processed in connection with a grievance will be processed in accordance with the UK General Data Protection Regulation, the Data Protection Act 2018 and our data protection policy and privacy notices.

8. Records

8.1 We will keep a written record of any grievance raised, the meetings held, the outcome and any appeal. These records will be kept confidential and retained in accordance with our data retention policy.

9. Governing Law

9.1 This procedure and any dispute or matter arising out of or in connection with it shall be governed by and construed in accordance with the law of England and Wales.

Signed for and on behalf of ________

Signature: ________

Name: ________

Position: ________

Dated: ________