Grievance guide for any employee

If someone at work is causing you to feel anxious, stressed or fearful the idea of doing something about it can be daunting - but what can you actually do?

You can raise a formal grievance, which is a work-related concern, problem or complaint[1 cited 30.10.23]

It is a formal expression of unhappiness, which your employer should listen to, investigate and address.

Research indicates the number of employees that submit a formal grievance to their employer is on the increase.

But the idea of doing so can be unnerving and overwhelming, and it is not a decision that should ever be taken lightly.

The reasons why you may be in a position of contemplating making a formal complaint can be wide and varied.

According to a study by HR experts, the number of employee grievances increased by nearly a third in the two years prior to the research that was conducted late last year[2 cited 30.10.23]

The study surveyed 158 UK organisations with a combined workforce of 324,545 employees.

It revealed the most common reasons for employees raising grievances at work are:

Bullying or harassment (67% of respondents reported this as a cause of grievances)

Relationships with managers (54% of respondents reported this as a cause of grievances)

Relationships with colleagues (49% of respondents reported this as a cause of grievances).

Other reasons reported by more than a third of respondents included pay and grading (37% of respondents reported this as a cause of grievances)

It is not uncommon to feel scared, apprehensive or fearful before being decisive and deciding to report any of the matters above, or in fact anything that makes you feel aggrieved at work.

It is normal to feel nervous and worried about raising a grievance against a colleague or manager that you work alongside.

Uncertainty about how to raise the complaint, fear about if you will be believed, worry about being labelled a troublemaker and psychological torment are some of the things you may struggle with.

But you have the right to speak up if something is affecting your work, well-being or dignity.

A grievance can be a positive step towards resolving a problem. In some cases it can improve your work environment or in others help towards reaching a mutual and amicable agreement to end the working relationship.

Here we take you on a six-step guide of the grievance process from start to finish

1 When to raise a grievance

If you feel aggrieved, concerned or unhappy about any aspect of work-related treatment you may want to raise a grievance.

You can raise it at any time, which includes in response to unfair or unwarranted processes being conducted against you e.g. disciplinary, redundancy or performance management.

It is always best, whenever possible, to try to resolve the matter informally, but this will not work or be appropriate in every case.

If the issue cannot be resolved informally then you can raise a formal grievance. It is an approach recommended by the ACAS Code of Practice[3 cited 30.10.23]

There is no right or wrong time for when you should raise a grievance. Ideally it should be done as soon as possible and without delay.

When you opt to do so may well depend on the nature and severity of the issue, your employer’s grievance policy that may stipulate a timeframe within which you should report a concern, and your personal circumstances.

We have seen in recent times employers having to investigate historical concerns and grievances. There can be many valid reasons for delaying raising a grievance

So do not be put off if your concerns relate to matters that occurred some time ago.  Seek expert advice from our Employee Support Centre, a trade union, the ACAS helpline or Citizens Advice if you need help to do so.

2 How to raise a grievance

Check your employer’s grievance policy to discover the correct way to submit a formal complaint.

You will usually have to do so in writing, such as in a letter or email or by filling in a specific form.

Your employer’s grievance policy should provide details of how you must submit the complaint.

In some situations you may raise a grievance verbally, but if you wish to pursue the matter you should follow it up in writing.

3 Tips for writing a formal grievance letter/email

Firstly, check your employer’s grievance policy and procedure. You may be able to submit a grievance, which simply states that you have been bullied and then be allowed to provide the full details at a grievance hearing. Or you may be asked to state your full grounds for grievance.

In what you write:

• Clearly state the purpose of your letter or email and that you wish to raise a formal grievance.
• Layout what you write using separate headings, numbered points or bullet points. Describe the problem when it started and how it affects you.
• Summarise your grievance and what it is about as best you can. You should be given an opportunity to fully explain your grievance at a formal hearing, so do not feel as if you have to include absolutely everything you wish to say in support of it in the letter or email.
• Be clear, professional, polite, respectful and factual and do not use emotional or abusive language.
• Request a meeting with your employer, express your hope the issue can be resolved amicably and thank your employer for its attention.

4 Dealing with the grievance?

Your employer should try to establish the facts, invite you to a grievance hearing, allow you to fully explain your case and then investigate and address the matter.

Under section 10 of the Employment Relations Act 1999, you have a legal right to be accompanied at a formal grievance hearing by a trade union representative or colleague[4 cited 30.10.23]

It is a good idea to take a companion as they can help you in a number of ways such as: helping you to prepare for the hearing and explain your case at the meeting; take notes, sum up your case  and ask questions and provide moral support and comfort if you feel nervous, stressed or upset.

5 Resolving the grievance

Before submitting a grievance you should think carefully about what you want to achieve with it.

Your desired outcome could vary depending on the  nature and severity of your complaint, and what you ask for can include:

• An apology
• Disciplinary action against anyone implicated in the matters raised.
• A transfer to a different work location.
• A change of policy or practice to address the cause of grievance.
• Change in working conditions.

If you are in a position in which you have found it necessary to raise a grievance, you may believe the working relationship has broken down irretrievably.

In such a case your desired outcome may be to reach a settlement agreement with your employer[ 5 cited 30.10.23]

6 The grievance outcome and what can happen next

Your employer should write to you and inform you of the outcome.

If your grievance is rejected you should be given the right to appeal.

One or more parts of your grievance, but not all of it, may be upheld. Your employer should explain what action it will take in response to the parts of the grievance it has upheld and you should be given the right to appeal against any decision to reject certain parts of your complaint.

If all of your grievance is upheld, then your employer should detail what action it plans to take in response.

Regardless of the outcome to your grievance, there is always the option of trying to secure a settlement agreement with your employer.

This can often happen because the working relationship can become strained as a result of the grievance or break down completely.

If someone at work is causing you to feel anxious, stressed or fearful the idea of doing something about it can be daunting - but what can you actually do?

You can raise a formal grievance, which is a work-related concern, problem or complaint[1 cited 30.10.23]

It is a formal expression of unhappiness, which your employer should listen to, investigate and address.

Research indicates the number of employees that submit a formal grievance to their employer is on the increase.

But the idea of doing so can be unnerving and overwhelming, and it is not a decision that should ever be taken lightly.

The reasons why you may be in a position of contemplating making a formal complaint can be wide and varied.

According to a study by HR experts, the number of employee grievances increased by nearly a third in the two years prior to the research that was conducted late last year[2 cited 30.10.23]

The study surveyed 158 UK organisations with a combined workforce of 324,545 employees.

It revealed the most common reasons for employees raising grievances at work are:

Bullying or harassment (67% of respondents reported this as a cause of grievances)

Relationships with managers (54% of respondents reported this as a cause of grievances)

Relationships with colleagues (49% of respondents reported this as a cause of grievances).

Other reasons reported by more than a third of respondents included pay and grading (37% of respondents reported this as a cause of grievances)

It is not uncommon to feel scared, apprehensive or fearful before being decisive and deciding to report any of the matters above, or in fact anything that makes you feel aggrieved at work.

It is normal to feel nervous and worried about raising a grievance against a colleague or manager that you work alongside.

Uncertainty about how to raise the complaint, fear about if you will be believed, worry about being labelled a troublemaker and psychological torment are some of the things you may struggle with.

But you have the right to speak up if something is affecting your work, well-being or dignity.

A grievance can be a positive step towards resolving a problem. In some cases it can improve your work environment or in others help towards reaching a mutual and amicable agreement to end the working relationship.

Here we take you on a six-step guide of the grievance process from start to finish

1 When to raise a grievance

If you feel aggrieved, concerned or unhappy about any aspect of work-related treatment you may want to raise a grievance.

You can raise it at any time, which includes in response to unfair or unwarranted processes being conducted against you e.g. disciplinary, redundancy or performance management.

It is always best, whenever possible, to try to resolve the matter informally, but this will not work or be appropriate in every case.

If the issue cannot be resolved informally then you can raise a formal grievance. It is an approach recommended by the ACAS Code of Practice[3 cited 30.10.23]

There is no right or wrong time for when you should raise a grievance. Ideally it should be done as soon as possible and without delay.

When you opt to do so may well depend on the nature and severity of the issue, your employer’s grievance policy that may stipulate a timeframe within which you should report a concern, and your personal circumstances.

We have seen in recent times employers having to investigate historical concerns and grievances. There can be many valid reasons for delaying raising a grievance

So do not be put off if your concerns relate to matters that occurred some time ago.  Seek expert advice from our Employee Support Centre, a trade union, the ACAS helpline or Citizens Advice if you need help to do so.

2 How to raise a grievance

Check your employer’s grievance policy to discover the correct way to submit a formal complaint.

You will usually have to do so in writing, such as in a letter or email or by filling in a specific form.

Your employer’s grievance policy should provide details of how you must submit the complaint.

In some situations you may raise a grievance verbally, but if you wish to pursue the matter you should follow it up in writing.

3 Tips for writing a formal grievance letter/email

Firstly, check your employer’s grievance policy and procedure. You may be able to submit a grievance, which simply states that you have been bullied and then be allowed to provide the full details at a grievance hearing. Or you may be asked to state your full grounds for grievance.

In what you write:

• Clearly state the purpose of your letter or email and that you wish to raise a formal grievance.
• Layout what you write using separate headings, numbered points or bullet points. Describe the problem when it started and how it affects you.
• Summarise your grievance and what it is about as best you can. You should be given an opportunity to fully explain your grievance at a formal hearing, so do not feel as if you have to include absolutely everything you wish to say in support of it in the letter or email.
• Be clear, professional, polite, respectful and factual and do not use emotional or abusive language.
• Request a meeting with your employer, express your hope the issue can be resolved amicably and thank your employer for its attention.

4 Dealing with the grievance?

Your employer should try to establish the facts, invite you to a grievance hearing, allow you to fully explain your case and then investigate and address the matter.

Under section 10 of the Employment Relations Act 1999, you have a legal right to be accompanied at a formal grievance hearing by a trade union representative or colleague[4 cited 30.10.23]

It is a good idea to take a companion as they can help you in a number of ways such as: helping you to prepare for the hearing and explain your case at the meeting; take notes, sum up your case  and ask questions and provide moral support and comfort if you feel nervous, stressed or upset.

5 Resolving the grievance

Before submitting a grievance you should think carefully about what you want to achieve with it.

Your desired outcome could vary depending on the  nature and severity of your complaint, and what you ask for can include:

• An apology
• Disciplinary action against anyone implicated in the matters raised.
• A transfer to a different work location.
• A change of policy or practice to address the cause of grievance.
• Change in working conditions.

If you are in a position in which you have found it necessary to raise a grievance, you may believe the working relationship has broken down irretrievably.

In such a case your desired outcome may be to reach a settlement agreement with your employer[ 5 cited 30.10.23]

6 The grievance outcome and what can happen next

Your employer should write to you and inform you of the outcome.

If your grievance is rejected you should be given the right to appeal.

One or more parts of your grievance, but not all of it, may be upheld. Your employer should explain what action it will take in response to the parts of the grievance it has upheld and you should be given the right to appeal against any decision to reject certain parts of your complaint.

If all of your grievance is upheld, then your employer should detail what action it plans to take in response.

Regardless of the outcome to your grievance, there is always the option of trying to secure a settlement agreement with your employer.

This can often happen because the working relationship can become strained as a result of the grievance or break down completely.