Creating a Grievance Procedure (UK)

Note: Want to skip the guide and go straight to the free templates? No problem - scroll to the bottom.
Also note: This is not legal advice.

Introduction

Creating a Grievance Procedure – an Essential Part of any UK Workplace.
Grievance procedures are an important part of any workplace in the UK, as they provide a platform for employees to voice their concerns without fear of discrimination or victimisation. Not only do they help to ensure that employee rights are respected, but having a well-structured and effective procedure in place can also protect employers from litigation costs and damages claims, help maintain a productive atmosphere, and safeguard the reputation of the business.
To be compliant with UK laws and regulations, employers must provide employees with a proper grievance procedure which includes the right for individuals to make complaints without fear or repercussions. This will create an environment where any disputes can be efficiently resolved with minimal disruption to the workplace.
In addition to its legal implications, having a good grievance procedure is beneficial to all parties involved; it ensures that employees feel listened to and valued by their employer while allowing managers and HR professionals to handle disputes quickly before they become serious issues. It also provides protection for both employer and employee alike by providing an efficient way for work-related worries or disagreements to be addressed in order for them not be escalated into costly court cases.
Creating this kind of framework helps demonstrate that an employer is committed to offering their workforce a safe working environment - something that could have positive impacts on potential new hires too!
At Genie AI we understand the significance of having robust grievance procedures in place; because no one should have their rights violated when it comes down to work-place relations. As such we are dedicated providing free online templates filled with millions of data points mapped from market standard grievance procedures so anyone can draft up high quality documents while avoiding hefty lawyer bills! Our templates cover topics such as dealing with grievances raised by employees including harassment complaints, how complaints should handled externally (e.g., through tribunals) as well as how employers should conduct internal investigations – giving you everything you need within one easy platform! Read on below for our step-by-step guidance on using our template library today – no account required!

Definitions (feel free to skip)

Employment Rights Act 1996: A UK law that defines the rights of employees and employers in relation to employment.
Equality Act 2010: A UK law that protects people from discrimination based on certain protected characteristics.
Working Time Regulations 1998: A UK law that sets out the maximum working hours that are allowed and other rights of workers in the UK.
HR Policies: Rules and regulations developed by HR departments within organizations.
Legal Professional: Someone who is qualified in the area of law and can provide advice on matters related to law.
Filing Grievances: The process of making a formal complaint about a workplace issue.
Addressing and Resolving Grievances: The process of investigating and responding to a formal complaint about a workplace issue.
Monitoring and Reviewing: The process of regularly checking and assessing a procedure to ensure it is up-to-date.
Updating: Making changes to a procedure to keep it current.

Contents

• Overview of UK Employment Law and Regulations
• Outlining the Purpose and Goals of a Grievance Procedure
• Define the philosophy and values of the organization
• Outline the process for employees to raise and address grievances
• How to Identify and Gather Relevant Documentation
• Identify the documents required to establish the grievance procedure
• Gather the relevant documents to create the procedure
• How to Create a Grievance Procedure
• Draft the procedure to be in accordance with UK Employment Law and Regulations
• Review and finalize the procedure
• How to Train and Educate Employees on the Grievance Procedure
• Develop a plan to train employees on the grievance procedure
• Provide education and information to employees on the grievance procedure
• How to Provide Guidance on Filing Grievances
• Establish a method for employees to file grievances
• Develop guidance on the filing process
• How to Handle Grievances
• Develop a method for handling grievances
• Establish a timeline for responding to grievances
• How to Address and Resolve Grievances
• Develop a method for addressing grievances
• Create a timeline for resolving grievances
• How to Monitor and Review the Grievance Procedure
• Establish a procedure for monitoring the grievance procedure
• Develop a timeline for reviewing the procedure
• How to Update the Grievance Procedure as Necessary
• Establish a process for updating the grievance procedure
• Review the procedure periodically to ensure it is up-to-date

Get started

Overview of UK Employment Law and Regulations

• Research the relevant UK employment laws and regulations that apply to your organization
• Become familiar with the legal protections and rights that employees have under UK law
• Understand the legal repercussions of not following the established employment laws and regulations
• Ensure that the grievance procedure is compliant with all applicable UK employment laws and regulations
• Check off the overview of UK Employment Law and Regulations step when you are satisfied that the grievance procedure is compliant with the relevant laws and regulations.

Outlining the Purpose and Goals of a Grievance Procedure

• Establish the reasons why a grievance procedure is necessary
• Set out the goals of the procedure, including how it will help manage grievances fairly and consistently
• Outline any expectations of how the process should be followed
• Specify the outcomes which can be expected from the procedure, such as resolution of the grievance, or a formal investigation
• Check that the procedure is in line with relevant laws and regulations
• When all of the above is complete, you can move on to the next step: defining the philosophy and values of the organization.

Define the philosophy and values of the organization

• Identify the core values and principles of the organization
• Outline the organizational culture and the values that employees should adhere to
• Establish standards of behavior that are expected of all employees
• Ensure that all employees understand the organization’s philosophy and values
• Once all values and principles are identified and understood, check off this step and move on to the next.

Outline the process for employees to raise and address grievances

• Create a formal grievance procedure and make sure it is accessible to all employees.
• Set out a clear process for bringing and resolving grievances, detailing the timeframes and stages involved.
• Provide a procedure for employees to raise grievances, including a clear and accessible pathway for submitting grievances.
• Outline the procedures for investigating the grievance, including how grievances will be addressed and who will be responsible for responding to the grievance.
• Ensure all employees know the process and have access to the procedure.

You will know when you can check this off your list and move on to the next step when all employees are aware of the procedure and can access it, and the process for submitting grievances is clear and accessible.

How to Identify and Gather Relevant Documentation

• Create an inventory of documents relevant to the grievance procedure to establish the necessary policies and procedures
• Identify the necessary documents such as company policy documents, employee handbooks, contracts, and any other relevant documents
• Gather and review these documents to ensure they are current and accurate
• Make sure the documents are organized in an easily accessible and understandable manner
• Once you have identified and gathered the necessary documents, you can move on to the next step of your grievance procedure creation process.

Identify the documents required to establish the grievance procedure

• Review existing documents such as any grievance policies, procedures, or collective agreements
• Identify any legislative requirements that must be included in the grievance procedure
• Review any existing grievances to understand the scope and range of grievances
• Determine the roles and responsibilities of all parties involved in the grievance process
• When all the documents have been identified and reviewed, check this step off your list and move on to gathering the relevant documents to create the procedure.

Gather the relevant documents to create the procedure

• Take a look at the documents you identified in the previous step as necessary for creating a grievance procedure.
• Make sure that all of these documents are up-to-date, relevant and legally compliant.
• Ensure that all documents are in line with the latest UK legislation.
• Gather the documents, making sure to double-check that all of the information is accurate and up-to-date.
• When all of the documents have been gathered and checked, you can move on to the next step: How to Create a Grievance Procedure.

How to Create a Grievance Procedure

• Identify applicable laws and regulations and consider any current best practices
• Create a grievance procedure that outlines the process for filing and resolving grievances, including the roles and responsibilities of all parties
• Develop a timeline for the grievance process
• Outline the specific steps that must be taken and the procedures that must be followed during the grievance process
• Address how grievances will be documented and tracked
• Set out any relevant deadlines
• Make sure that all parties are aware of the grievance procedure
• Ensure that the grievance procedure complies with the applicable laws and regulations

Once you have identified applicable laws and regulations and have created a grievance procedure that outlines the process for filing and resolving grievances, including roles and responsibilities of all parties, you can check this off your list and move on to the next step.

Draft the procedure to be in accordance with UK Employment Law and Regulations

• Research the latest UK Employment Law and Regulations to ensure the procedure is compliant
• Create the procedure in the format of your choice, following the guidelines provided by the regulations
• Read through the procedure and make any edits based on the regulations
• Once all edits are completed, the procedure should be ready to review and finalize.

Review and finalize the procedure

• Confirm that the procedure is in accordance with UK Employment Law and Regulations.
• Check that the procedure is simple, clear and easy to understand.
• Involve relevant stakeholders in the review process.
• Obtain formal approval of the procedure.
• Document any changes or amendments to the procedure.
• Make the procedure available to employees.

When you can check this off your list and move on to the next step:

• When the procedure has been reviewed and approved by the relevant stakeholders.
• When any changes or amendments to the procedure have been documented.
• When the procedure has been made available to employees.

How to Train and Educate Employees on the Grievance Procedure

• Create an informational handout or presentation to educate employees on the grievance procedure, including the steps to follow and the timeline for each step.
• Identify a representative or external party to lead the training and provide an overview of the process.
• Establish a timeline for completing the training and provide frequent reminders to employees.
• Monitor the progress of training and ensure that all employees are aware of the process.
• Once all employees have been trained, document the training and finalize the procedure.

You’ll know when you can check this off your list and move on to the next step when all employees have been trained and the procedure has been documented.

Develop a plan to train employees on the grievance procedure

• Create a training plan that outlines the topics you want to cover, including the timeline for each part of the training
• Determine which team members will be responsible for delivering the training and how
• Create a training curriculum that covers all aspects of the grievance procedure
• Prepare materials such as presentations, handouts, and other resources
• Establish the evaluation metrics to measure the effectiveness of the training
• Schedule the training sessions and communicate the details to all relevant staff
• Once the training is complete, review the metrics and assess the effectiveness of the training

How you’ll know when you can check this off your list and move on to the next step:

• When all training sessions have been conducted and all staff have participated in the training.
• When all evaluation metrics have been reviewed and the effectiveness of the training has been assessed.

Provide education and information to employees on the grievance procedure

• Compile all relevant documents and information about the grievance procedure into a comprehensive handbook
• Develop a training program for employees on how to use the grievance procedure
• Design a system for employees to gain access to the handbook and any updates regarding the grievance procedure
• Ensure that the training program and handbook are in compliance with UK labour laws
• Hold meetings and seminars to inform employees of their rights and responsibilities when using the grievance procedure
• When employees have a full understanding of the grievance procedure and its functions, check off this step and move on to the next step.

How to Provide Guidance on Filing Grievances

• Develop a written grievance procedure outlining the steps involved in the grievance process and the rights of the employee filing the grievance
• Distribute the written grievance procedure to all employees
• Ensure employees understand the grievance procedure and their rights
• Provide training and orientation materials to ensure employees are aware of the grievance procedure
• Create and distribute a grievance form that employees can use to file a grievance
• Allow employees to submit the grievance form in writing or electronically
• Make sure the grievance form is available in multiple languages and formats
• Establish a timeline for when employees should receive feedback after filing a grievance
• When you’ve completed the above steps, you can check this off your list and move on to the next step.

Establish a method for employees to file grievances

• Create a form or document that employees can fill out and return to the designated contact when they need to file a grievance.
• Make sure the form or document includes fields for the employee to include the details of their grievance, such as the date it happened, the nature of the grievance, and the names of any other individuals involved.
• Ensure that the form or document is easily accessible to employees, perhaps by providing it in the employee handbook or making it available on the company intranet.
• Decide on who will be in charge of collecting and responding to grievances.

How you’ll know when you can check this off your list and move on to the next step:

• When the form or document for employees to use when filing grievances has been created and is easily accessible.
• When the designated contact for collecting and responding to grievances has been identified and informed.

Develop guidance on the filing process

• Decide how best to inform employees of the grievance procedure, e.g. email, signage, or through an employee handbook
• Establish a form or document that employees will have to complete when filing a grievance
• Set out the necessary information and documentation that must be provided when filing a grievance
• Specify the timeframes for submitting a grievance
• Create a system and process for recording grievances and tracking their progress
• Once you have drafted the guidance, consult with the relevant stakeholders and have them review and approve it
• Once approved, make sure that the guidance is communicated to all employees
• You will know when you can check this off your list and move on to the next step once the guidance is approved and communicated to all employees.

How to Handle Grievances

• Establish a timeline for addressing grievances, taking into account the complexity of the issue and the need to investigate
• Identify the grievance committee (or designee) who will be responsible for hearing the grievance
• Develop a protocol for hearing grievances that includes notice of the time and place of the hearing and an opportunity for the complainant to present their case
• Establish guidelines for the decision-making process that ensures procedural fairness
• Develop a method of communicating the decision to the complainant
• You can check this off your list and move on to the next step once you have established a timeline, identified the grievance committee, developed a protocol for hearing grievances, established guidelines for the decision-making process, and developed a method of communicating the decision to the complainant.

Develop a method for handling grievances

• Create a step-by-step process for employees to follow when filing a grievance
• Outline the procedure for submitting grievances in writing, including who should be notified
• Establish a clear timeline for responding to grievances
• Identify who will be responsible for investigating and addressing the grievance
• Determine what measures will be taken if the grievance is upheld, and provide a timeline for implementation
• When you have thoroughly outlined the grievance procedure, check it off your list and move on to the next step.

Establish a timeline for responding to grievances

• Set an acceptable timeline and make sure it is communicated to all staff.
• Make sure to include a time limit of when to expect a response, as well as a timeline for resolving the grievance.
• Make sure the timeline is realistic, taking into account the complexity of the grievance.
• Ensure the timeline for responding and resolving the grievance is included in the policy document.
• Once the timeline has been established and communicated, check it off your list and move on to the next step.

How to Address and Resolve Grievances

• Develop a clear and effective process for addressing grievances, including:
• Establishing a timeline for responding
• Establishing a method for investigating and resolving grievances
• Establishing a process for informing all parties of the outcome
• Outline the roles and responsibilities of all parties involved
• Detail the steps required to address a grievance, from initial complaint to resolution
• Ensure that the process allows for an impartial review of the grievance
• Provide sufficient information and support for all parties involved
• Allow all parties to appeal the decision, if necessary
• Document all activities related to the grievance

You’ll know you’ve completed this step when you have a clear and effective process for addressing grievances, and all parties involved understand their roles and responsibilities.

Develop a method for addressing grievances

• Establish a formal procedure for addressing grievances. This should include details on how to submit a grievance, how it will be investigated, and how any resolution will be determined.
• Consider creating a grievance form that employees can fill out.
• Determine who will be responsible for addressing grievances, such as a manager or a committee.
• Assign roles and responsibilities for those who will be involved in the process of addressing grievances.
• Include timelines for when grievances will be addressed and resolved.
• When the process is complete, document it and make it available to all employees.
• Create a procedure for appealing any grievances that are not resolved to the satisfaction of the employee.

Once the method for addressing grievances is established and documented, it can be checked off the list and the next step, creating a timeline for resolving grievances, can be addressed.

Create a timeline for resolving grievances

• Set a realistic timeline for how long it should take to resolve grievances.
• Consider how long each step of the grievance procedure should take, such as the time for the employee to submit a formal grievance, the time for the employer to investigate, and the time for the employer to respond.
• Decide whether the timeline should be uniform for all grievances, or whether different timelines should be applied depending on the situation.
• Set a deadline for when the grievance should be resolved.
• Once you have created a timeline for resolving grievances, check it off your list and move on to the next step.

How to Monitor and Review the Grievance Procedure

• Develop a system to monitor the implementation of the grievance procedure, such as tracking the number of grievances filed, resolution times, and the outcomes of each grievance.
• Establish a timeline for the review of the grievance procedure and the implementation of any necessary changes.
• Hold regular meetings with staff to discuss the grievance procedure and any changes that may be needed.
• When you are satisfied that the grievance procedure is properly implemented and functioning effectively, you can move on to the next step.

Establish a procedure for monitoring the grievance procedure

• Set up a review process to make sure the grievance procedure is being followed in the workplace
• Create a record keeping system to track how grievances are handled
• Establish a timeline for when grievance procedure reviews should take place
• Make sure reviews are conducted in a timely manner
• Monitor any changes to the grievance procedure
• Create a feedback survey to help improve the grievance procedure

Once the review process is established, the timeline for reviews is in place, and any changes to the procedure are monitored, you can check this off your list and move on to the next step.

Develop a timeline for reviewing the procedure

• Establish a timeline for reviews, such as annually or every two years
• Make sure to document any changes to the procedure, such as when policies are updated or when the procedure is changed
• Consider the needs of all stakeholders in the grievance procedure when developing the timeline for reviews
• Decide who will be responsible for reviewing the procedure and tracking any changes
• Determine how the procedure will be communicated to relevant parties
• Once the timeline for reviewing the procedure has been established, check this step off the list and move on to the next step.

How to Update the Grievance Procedure as Necessary

• Create a timeline for review of the procedure: Establish a timeline for when the procedure is to be reviewed, such as annually or bi-annually.
• Consider any legislative changes: Research any legislative or regulatory changes that may require changes to the procedure.
• Monitor the procedure’s effectiveness: Monitor the procedure’s effectiveness by collecting feedback from employees and assessing if any changes need to be made.
• Update the procedure: Update the procedure accordingly, ensuring all employees are aware of any changes.
• Provide training: Provide training to employees on any changes made to the procedure.
• Record changes: Record changes to the procedure and ensure they are stored in a safe and secure place.

You’ll know you’ve completed this step when you have a timeline for reviewing the procedure established, any legislative changes considered, the procedure’s effectiveness monitored, the procedure updated, training provided to employees, and the changes recorded.

Establish a process for updating the grievance procedure

• Put together a team responsible for reviewing the grievance procedure on a regular basis.
• Decide on a timeline for when the team will meet and review the procedure.
• Identify any changes that need to be made to the procedure.
• Implement the changes and update the procedure accordingly.
• Monitor the procedure to ensure it remains effective.

Once the team has been established and a timeline has been decided, you can check this off your list and move on to the next step.

Review the procedure periodically to ensure it is up-to-date

• Establish a timeline for reviewing the policy, such as once a year or when there are changes to the workplace
• Put in place a procedure for reviewing the policy, such as having a committee or manager responsible for the task
• Make sure there is an effective way to communicate any changes to employees, such as a notice board or email
• Check that the policy is still relevant to the workplace and the current legislation
• When the review is complete, update the relevant documents and make sure all employees are aware of the changes
• Once the review is complete, the process can be checked off the list and the next step can be started.

FAQ:

Q: How does the UK’s grievance procedure differ from the US and EU?

Asked by Daniel on April 23, 2022.
A: The UK’s grievance procedure differs from the US and EU in a number of ways. In the UK, there are more specific regulations governing how an employer must handle grievances, including how quickly they must respond and how much time employees have to submit a grievance. Additionally, in the UK, employers are required to appoint a designated workplace representative to act as a mediator between the parties involved in a grievance. This is not required in the US or EU. Furthermore, the UK has more stringent requirements regarding the investigation of grievances, including the appointment of an independent investigator if necessary. Finally, the UK has stronger protections for employees when it comes to confidentiality and dispute resolution mechanisms such as alternative dispute resolution (ADR).

Q: Is a written grievance procedure necessary for all businesses?

Asked by Jack on January 18, 2022.
A: While it is not mandatory for all businesses to have a written grievance procedure in place, it is highly recommended as it provides employees with a clear understanding of their rights and responsibilities in the event that they experience any form of workplace discrimination or harassment. A written grievance procedure also serves to protect businesses from potential legal liability by providing clear guidance on how grievances should be handled and resolved. Additionally, having a written grievance procedure can help ensure that grievances are handled consistently and promptly, which can help promote a positive working environment within your business.

Q: Are there any industry-specific guidelines I should be aware of when creating my business’s grievance procedure?

Asked by Olivia on March 9, 2022.
A: Depending on your industry and sector, there may be specific guidelines you should consider when creating your business’s grievance procedure. For example, if you are in the health care sector then you must adhere to specific procedures as outlined by the Care Quality Commission (CQC). Similarly, if you work within finance then you must adhere to specific regulations outlined by the Financial Conduct Authority (FCA). Additionally, if you are in technology then you may want to consider the impact of data protection legislation when creating your business’s grievance procedure. It is therefore important to familiarise yourself with any relevant industry-specific guidelines or regulations prior to creating your business’s grievance procedure.

Q: What should I do if I think my employee has been treated unfairly?

Asked by Mason on June 14, 2022.
A: If you believe that your employee has been treated unfairly then it is important that you address the issue promptly and appropriately. Firstly, you should speak with your employee in order to understand their concerns and assess whether their claims have merit. If so, then you should investigate further and make an effort to resolve the issue internally where possible. This could involve offering mediation services or holding further discussions with relevant parties in order to reach an amicable resolution. However, if internal resolution is not possible then you may need to seek external help from organisations such as ACAS or Citizens Advice Bureau in order to ensure that your employee’s rights are protected.

Q: How can I ensure that my business’s grievance procedure is fair and unbiased?

Asked by Emma on August 7, 2022.
A: In order to ensure that your business’s grievance procedure is fair and unbiased it is important to make sure that all employees are aware of their rights and responsibilities under the procedure. This can be done through regular communication and training sessions which should outline what constitutes unfair treatment as well as how employees can access support services if needed. Additionally, it is important that all grievances are handled consistently and impartially across all departments within your business. To achieve this it is recommended that all grievances are investigated thoroughly using an independent third party where possible in order to ensure impartiality throughout the process. Finally, employers should also consider implementing additional measures such as blind recruitment practices or anonymous feedback systems in order to prevent any potential bias from impacting decisions made within their organisation.

Example dispute

Suing an Employer for Violation of Employee Rights:

• A plaintiff can raise a lawsuit against an employer citing a violation of the employee’s rights outlined in the grievance procedure.
• The employee must provide proof that they attempted to resolve the issue through the grievance procedure before filing the complaint with the court.
• The court will review the grievance procedure and compare it to the employee’s claims to determine if the employer did indeed violate the procedure.
• If the court determines that the employer did violate the procedure, they may require the employer to pay damages to the employee.
• The amount of damages may be calculated based on the severity of the violation and the employee’s suffering as a result of the violation.
• Both parties may also reach a settlement to avoid a lengthy and expensive trial.

Templates available (free to use)

Advice On Conducting A Grievance Investigation And Hearing
Basic Grievance Procedure
Detailed Grievance Procedure
Grievance Appeal Meeting Invitation
Grievance Appeal Outcome Letter
Grievance Meeting Invitation
Grievance Outcome Letter Following Investigation
Grievance Policy

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