5 Key Things to Include When Submitting a Grievance to Your Employer

If you're facing a serious issue at work, you may feel that the best way forward is to raise a formal grievance with your employer. In the UK, the grievance process allows employees to make a formal complaint about issues such as workplace bullying, harassment, discrimination, unfair treatment, or any other matter that significantly impacts your ability to perform your job. It's essential to follow the correct procedure, as grievances can be used as evidence in future legal proceedings, including court cases. Here are five crucial elements to include when submitting a grievance to your employer:

1. State Your Track Record at the Company

When raising a grievance, it’s important to provide context about your history with the company. This helps to establish your credibility and sets the scene for your complaint. Include key details such as:

• How long you’ve worked at the company: Mention your years of service and any key roles you have held.

• Key achievements and contributions: Highlight any accomplishments, promotions, or successful projects that demonstrate your commitment to the company and your overall positive track record.

This context will help the reader understand the seriousness of your complaint, especially if you have been a longstanding and valued employee. It also establishes that the grievance is being raised by someone who has a genuine stake in the company’s wellbeing.

2. Explain Why You Are Bringing the Grievance

Your grievance letter should include a clear, detailed explanation of why you are making the complaint. Assume that the person reading the grievance, whether it’s HR, your manager’s manager, or an external HR company, has no prior knowledge of the issue. Here’s how to structure this:

• Describe the issue clearly: Provide a summary of the situation that has led you to submit the grievance.

• State how it’s affecting you: Explain the impact the issue is having on your work, wellbeing, or personal life.

• Be specific: Avoid generalities. Provide enough detail to allow for a thorough investigation.

It’s essential to state the problem objectively and factually. Keep in mind that your grievance may be read by multiple individuals, including external HR professionals or even a judge if it escalates to a legal dispute. Clarity and professionalism will strengthen your case.

3. Include All Relevant Facts and Evidence

A key component of your grievance is providing solid evidence to back up your claims. This ensures that your complaint is taken seriously and properly investigated. Be thorough in including:

• Emails and messages: Attach copies of any emails, text messages, or other communications that support your grievance. This could include emails where the issue was discussed, or where you raised concerns with your manager.

• Previous reports or complaints: If you’ve raised the issue informally before or reported it in any previous instances, include those records. This shows that the matter has not been addressed and requires formal action.

• Witness statements: If other colleagues have witnessed the issue or can provide testimony, include their statements (with their consent).

The more evidence you provide, the stronger your case will be. This helps to demonstrate that your grievance is not a baseless complaint but rather a well-supported concern that requires investigation.

4. State What Steps You’ve Taken to Resolve the Issue

Before submitting a formal grievance, you are usually required to try to resolve the matter informally with your employer first. Be sure to include a summary of what steps you’ve already taken to address the issue. This can include:

• Informal discussions: Mention if you’ve spoken to your line manager, HR, or any other person about the issue informally.

• Attempts to resolve the issue: Describe any actions you’ve taken to resolve the matter on your own, such as attempting to mediate or find a solution directly.

This shows that you have made an effort to resolve the matter without resorting to formal procedures, which is a requirement under UK employment law. It also demonstrates that you are taking the grievance process seriously and not acting impulsively.

5. Be Prepared to Discuss Your Grievance and Appeal the Outcome

Once you’ve submitted your grievance, your employer should arrange a formal hearing to discuss the issue in more detail. Be prepared to:

• Discuss the details: In the hearing, you will need to present your grievance in person, answering any questions and providing additional information if necessary. This is your opportunity to explain why the grievance is significant and what you hope to achieve by raising it.

• Appeal if necessary: If the outcome of your grievance hearing is not in your favour, you have the right to appeal the decision. This is a critical part of the grievance procedure, and it’s important to follow the appeal process within the time limits set by your company’s policy. You may also need to provide further evidence or clarification during the appeal.

Understanding that the grievance process may not always lead to an immediate resolution is important. However, having a clear record and following the proper steps ensures that you are protecting your rights and interests should the matter need to be escalated.

Conclusion

Raising a formal grievance at work can be an intimidating process, but it is a crucial step in resolving workplace issues. By including the necessary details, supporting evidence, and demonstrating that you have made efforts to resolve the issue informally, you set yourself up for the best chance of a positive outcome. If you are unsure about how to proceed, seeking advice from a legal professional can ensure that your grievance is handled appropriately.

If you need further assistance with submitting a grievance or any other employment-related issue, Raine & Hart is here to help. We offer expert legal advice and support throughout the grievance process, ensuring that your rights are protected every step of the way.