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How to raise a grievance

Introduction

If you are experiencing problems at work that cannot be resolved informally, you may decide to raise a formal grievance. A grievance is a formal complaint about something that has happened in your workplace, such as bullying, harassment, discrimination, unfair treatment, breaches of company policy, or concerns about management decisions.

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Many employees feel nervous about raising a grievance, particularly when the issue involves their manager or senior leadership. Understanding the process can help you approach the situation with greater confidence and ensure your concerns are heard.

What Is a Workplace Grievance?

 

A workplace grievance is a formal complaint raised by an employee regarding an issue affecting their employment.

 

Common reasons employees raise grievances include:

  • Bullying or harassment

  • Discrimination

  • Victimisation

  • Unfair treatment

  • Breaches of company policy

  • Health and safety concerns

  • Workplace conflict

  • Issues with management behaviour

  • Retaliation after raising concerns

 

A grievance allows your employer to investigate your concerns and provide a formal response.

When Should You Raise a Grievance?

 

You may decide to raise a grievance when a workplace issue is serious, ongoing, or has not been resolved informally.

A formal grievance may be appropriate where:

  • The behaviour has continued despite informal discussions

  • The issue involves bullying, harassment, or discrimination

  • You feel unable to speak directly to the person involved

  • Your manager is part of the problem

  • You have been treated unfairly after raising concerns

  • The issue is affecting your health, wellbeing, or ability to work

  • You need your employer to formally investigate

Not every workplace disagreement needs to become a formal grievance. However, if the situation is affecting you and informal options have not worked, raising a grievance may be the right next step.

Steps to raise a grievance

1

Try to Resolve the Issue Informally

Before submitting a formal grievance, many employers encourage employees to discuss concerns informally where appropriate.

This might involve:

  • Speaking directly with the person involved

  • Discussing the issue with your line manager

  • Seeking support from HR

  • Requesting mediation

Not every situation is suitable for informal resolution. Serious issues such as discrimination, harassment, bullying, or victimisation may require immediate formal action.

2

Gather Evidence

Before raising a grievance, collect any information that supports your concerns.

Useful evidence may include:

  • Emails

  • Messages

  • Meeting notes

  • Performance reviews

  • Witness details

  • Screenshots

  • Diary entries documenting incidents

Create a timeline showing:

  • What happened

  • When it happened

  • Who was involved

  • How the issue affected you

A clear timeline often makes it easier for your employer to investigate your concerns.

3

Review Your Employer's Grievance Policy

Most organisations have a grievance procedure outlined in:

  • Employee handbooks

  • HR policies

  • Staff intranet resources

  • Employment contracts

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Review the process carefully to understand:

  • Who grievances should be submitted to

  • Timescales

  • Investigation procedures

  • Appeal rights

 

If the grievance involves your manager, the policy may allow you to submit it directly to HR or a more senior manager.

6

Review Your Employer's Grievance Policy

Your employer will usually arrange a grievance meeting to discuss your concerns.

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Before the meeting:

  • Review your evidence

  • Prepare key points

  • Bring relevant documents

  • Consider questions you may be asked

 

You may have the right to be accompanied by a trade union representative or workplace colleague.

5

Gather Evidence

Submit your grievance in accordance with your organisation's policy.

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This is typically done through:

  • HR

  • Your manager

  • A senior manager

  • A designated grievance contact

 

Retain a copy of everything you submit.

4

Write Your Grievance Letter

Your grievance should clearly explain:

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The issue

Describe what has happened and who was involved.

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The impact

Explain how the situation has affected you professionally and personally.

 

Supporting evidence

Reference any documents, emails, or witnesses.

 

Desired outcome

State what you would like your employer to do to resolve the issue.

 

Keep your language professional, factual, and focused on events rather than assumptions or emotions.

Investigation and Outcome

Following the meeting, your employer should investigate the concerns raised.

This may involve:

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  • Interviewing witnesses

  • Reviewing documents

  • Conducting further meetings

 

You should receive a written outcome explaining:

  • The findings

  • Any actions taken

  • The reasons for the decision

What If You Disagree With the Outcome?

If you believe the grievance outcome is unfair or incomplete, you may be able to appeal.

An appeal may be appropriate if:

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  • Relevant evidence was not considered

  • Procedures were not followed

  • The investigation was inadequate

  • New evidence becomes available

 

Most employers include appeal rights within their grievance procedure.

Common Mistakes to Avoid

  • Waiting too long before raising concerns

  • Submitting emotional rather than factual complaints

  • Failing to gather evidence

  • Ignoring company procedures

  • Making accusations without supporting information

  • Not keeping records of communications

How Marcas Can Help

Markus is designed to support employees throughout the grievance process by helping you:

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  • Organise your evidence

  • Build a clear timeline

  • Draft grievance letters

  • Prepare for grievance meetings

  • Understand potential next steps

  • Review grievance outcomes and appeals

 

If you're unsure where to start, Markus can guide you through the process step by step and help you prepare a structured grievance based on your specific circumstances.

Frequently Asked Questions About Raising a Grievance

 

Can I raise a grievance against my manager?

Yes. If your concern involves your manager, you can usually raise the grievance with HR, a senior manager, or another person named in your employer’s grievance policy.

 

Do I need evidence to raise a grievance?

You do not always need complete evidence before raising a grievance, but supporting information can make your complaint stronger. Useful evidence may include emails, messages, witness details, screenshots, meeting notes, and diary entries.

 

Can I raise a grievance while off sick?

Yes. Employees can usually raise a grievance while signed off sick. If your health affects your ability to attend meetings, you may be able to ask for adjustments, such as a remote meeting or written submissions.

 

What should I include in a grievance letter?

A grievance letter should explain what happened, who was involved, when it happened, how it affected you, what evidence supports your concerns, and what outcome you are seeking.

 

What happens after I submit a grievance?

Your employer should usually acknowledge your grievance, arrange a meeting, investigate your concerns, and provide a written outcome.

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Can I be punished for raising a grievance?

You should not be treated unfairly for raising a genuine grievance. If you experience retaliation, victimisation, or further unfair treatment, you should document it carefully and consider raising further concerns.

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