Grievance Form

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What a grievance form is and its purpose

A grievance form lets an employee put a workplace concern in writing — for example about treatment, conditions, conduct or how a policy has been applied. It records the details, the desired outcome and the date, so the matter can be considered formally.

Its purpose is to give concerns a clear, fair route to be heard and resolved. For the employee it provides a documented way to raise an issue; for the employer it creates a consistent, recorded process that supports a fair response and helps avoid escalation.

When a grievance form is used

• When an employee wants to raise a formal concern or complaint.
• When informal attempts to resolve an issue have not worked.
• When a concern relates to treatment, conduct or working conditions.
• When an employee believes a policy has been applied unfairly.
• When a documented record of the concern is needed for a fair process.
• When a matter is serious enough to warrant a formal review.

Elements a well-formed grievance form includes

• The employee’s name, role and the date the grievance is raised.
• A clear description of the concern and what happened.
• Relevant dates, people involved and any supporting information.
• Any steps already taken to resolve the matter informally.
• The outcome or resolution the employee is seeking.
• A note of the process and timescales the employer will follow.
• Space to record the employer’s response and any meeting.
• Acknowledgement that the grievance has been received and logged.

Common mistakes

• Describing the concern vaguely, without dates or specifics.
• Skipping informal resolution where it could have helped.
• Failing to acknowledge or log the grievance when received.
• Not following a consistent process or the relevant procedure.
• Ignoring the employee’s right to a fair and confidential hearing.
• Leaving no record of the response, so outcomes are disputed.

Best practices

• Set out the concern clearly, with dates, people and what happened.
• State the outcome being sought so the aim of the process is clear.
• Acknowledge receipt promptly and explain the process and timescales.
• Handle the matter confidentially and follow a consistent procedure.
• Keep a written record and share the form as a PDF for both parties’ files.
• Follow the grievance procedure and employee-rights rules that apply locally.