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Model documents and policies

Downloadable and customisable documents relating to managing employee grievance.

For more information see the employment law pages on Grievance procedures.

Employee form to confirm the retraction of a grievance
Employee form to confirm the retraction of a grievance
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This template form should be given to confirm that an employee wishes to retract a grievance, but outlines that the company may still pursue the matter where deemed necessary.
Form for an employee to appeal a grievance decision
Form for an employee to appeal a grievance decision
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This form should be used by an employee if they wish to appeal the outcome of a grievance decision. The employee should understand that the outcome of this appeal will be final.
Form to record a grievance
Form to record a grievance
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This form can be used as a template to record grievances, including dates of hearings, representatives, summaries and outcomes.
Notification of grievance form
Notification of grievance form
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This form is to be completed by an employee who wishes to submit a grievance. The form allows the employee to detail the substance of their grievance.
Letter confirming receipt of a formal grievance
Letter confirming receipt of a formal grievance
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This letter confirms receipt of a grievance. It outlines the next stages of the process and thanks the employee for raising the matter.
Letter informing an employee of the outcome of a grievance meeting and right of appeal when grievance denied in part
Letter informing an employee of the outcome of a grievance meeting and right of appeal when grievance denied in part
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This letter template explains the outcome of the hearing where part of the grievance was substantiated but part was denied. It explains the right of appeal.
Letter confirming the outcome of a formal grievance and the right of appeal when grievance denied in full
Letter confirming the outcome of a formal grievance and the right of appeal when grievance denied in full
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This letter informs the employee of the outcome of the grievance hearing when the grievance is denied in full. It explains the right of appeal.
Letter informing an employee of the outcome of a grievance meeting where the grievance is substantiated in full
Letter informing an employee of the outcome of a grievance meeting where the grievance is substantiated in full
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This letter informs the employee of the outcome of a grievance meeting where the decision is that the grievance was substantiated in full, and sets out the next steps.
Letter explaining that a new grievance will be dealt with as part of an existing complaint
Letter explaining that a new grievance will be dealt with as part of an existing complaint
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This letter confirms that a new complaint will be investigated and dealt with as part of an already existing grievance, and confirms the arrangements for the grievance meeting.
Letter explaining the grievance issue is too trivial to be dealt with under the grievance procedure
Letter explaining the grievance issue is too trivial to be dealt with under the grievance procedure
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This letter explains that a grievance issue will not be dealt with under the formal grievance procedure as it is frivolous or trivial in nature, and states that such issues should be raised with a line manager.
Letter informing an employee that a grievance has been raised against them by a fellow employee
Letter informing an employee that a grievance has been raised against them by a fellow employee
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This template informs an employee that a grievance has been raised against them by a fellow employee. It states that the employee must attend an investigation and provide any details they have in relation to the alleged incident.
Letter inviting an employee to a grievance appeal meeting
Letter inviting an employee to a grievance appeal meeting
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This letter can be used to invite an employee to a grievance appeal meeting. The letter also confirms dates, attendees, and the right for the employee to have a work colleague or trade union representative present.
Letter inviting an employee to an investigatory meeting regarding a grievance raised by another employee
Letter inviting an employee to an investigatory meeting regarding a grievance raised by another employee
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This letter invites an employee to an investigatory meeting to assist in a grievance raised by another employee. It states that the sender would like to discuss the employee's recollection of the incident and any other relevant information.
Letter inviting an employee to attend a grievance meeting
Letter inviting an employee to attend a grievance meeting
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This letter asks an employee to attend a formal meeting to discuss their grievance in accordance with the grievance procedure, setting out when the meeting will take place and that the employee has the right to be represented.
Letter requesting an external witness to provide a witness statement
Letter requesting an external witness to provide a witness statement
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This letter is to request a written statement from an external witness, required for an investigation that may lead to disciplinary proceedings.
Letter rescheduling a grievance appeal meeting
Letter rescheduling a grievance appeal meeting
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This letter states that an employee has failed to attend a previously scheduled grievance appeal meeting, and confirms dates and details for the rescheduled meeting.
Letter rescheduling a grievance meeting
Letter rescheduling a grievance meeting
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This letter confirms that a grievance meeting has been rescheduled, listing the date, time and venue. It asks that the employee contact the sender should these arrangements be unsuitable.
Letter stating no further action will be taken where a grievance of an employee repeats an earlier complaint
Letter stating no further action will be taken where a grievance of an employee repeats an earlier complaint
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This letter outlines to an employee that a grievance will not be progressed, due to the complaint or issue being fundamentally the same as an earlier grievance that was resolved.
Letter to an employee who has failed to attend a grievance meeting
Letter to an employee who has failed to attend a grievance meeting
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This letter states that an employee has failed to attend a scheduled grievance meeting and asks that the employee contact the sender to make arrangements to reschedule the meeting.
Letter to an employee who has retracted their grievance asking about the reasons the employee did so
Letter to an employee who has retracted their grievance asking about the reasons the employee did so
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This letter asks an employee who has retracted their grievance their reasons for doing so, and requests that the matter is discussed informally before any further action is taken.
Letter to an employee who has retracted their grievance confirming that the grievance process has ceased
Letter to an employee who has retracted their grievance confirming that the grievance process has ceased
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This template can either confirm that a grievance has been resolved informally due to a retraction, or that the retraction has been received by the company, but that the company will continue to investigate the incident due to areas of concern.
Grievance procedure
Grievance procedure
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This procedure for handling grievances sets out the formal and informal stages involved in the grievance process. The procedure also explains how investigations will be carried out.
Mediation policy
Mediation policy
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Previously Modified

This policy covers when to use mediation, its relationship with other policies and procedures, the appointment of a mediator, the mediation process, agreement, and settlement of dispute and legal proceedings.