How to Raise a Grievance at Work

A grievance is a formal complaint raised by a worker about some aspect of their work or treatment at work. Grievance procedures exist to help resolve problems such as unfair treatment, workplace conflict, contractual disputes, discrimination or health and safety concerns. In England and Wales, there is no single statutory formal grievance process mandated by law, but employers must provide a written grievance procedure and handle grievances fairly and transparently. Failure to do so may have legal implications, particularly if the issue later forms part of an employment tribunal claim. This guide explains legal requirements, practical steps, time considerations and how grievances fit within broader employment rights.

1. What Is a Grievance?

A grievance is a formal statement by a worker about a concern, problem or complaint relating to their employment or the workplace. This can include allegations of:

• unfair treatment by colleagues or managers;
• breaches of contract or statutory rights;
• discrimination, harassment or victimisation;
• pay, hours or holiday issues;
• health and safety concerns.

Before raising a formal grievance, many issues can be resolved informally through discussion with a manager or HR representative. Informal resolution can preserve workplace relationships and avoid the need for formal procedures.

2. Written Grievance Procedures: Employer Obligations

Under UK employment practice, every employer must maintain a written grievance procedure and share it with workers, for example in an employee handbook or HR manual. The procedure should tell workers:

• how to raise a grievance in writing;
• who to send it to, particularly if the usual contact is involved in the grievance;
• what will happen in terms of meetings and discussions;
• how to appeal the outcome;
• any time limits for each stage of the process.

Although grievance procedures are not prescribed in statute, tribunals and courts expect them to follow basic principles of fairness and transparency, such as those set out in the Acas Code of Practice on disciplinary and grievance procedures.

3. The Acas Code of Practice

The Acas Code of Practice provides practical guidance on handling grievances fairly and consistently. While the Code is not legally binding, tribunals can adjust awards by up to 25% where an employer or employee has unreasonably failed to follow the Code during grievance or disciplinary processes. Employers and workers are therefore strongly advised to follow it.

Key principles from the Code include:

• raising and dealing with grievances promptly;
• acting consistently and without unreasonable delay;
• allowing workers to explain their grievance fully;
• allowing a worker to be accompanied at meetings where applicable;
• giving clear written outcomes and informing workers of their right to appeal.

4. Steps to Raising a Formal Grievance

4.1 Check the Grievance Procedure

Start by consulting your employer's written grievance policy to understand:

• whom to address the grievance to;
• how your employer expects grievances to be raised;
• whether there is a specific form or template.

If there is no formal workplace procedure, the Acas Code provides a model approach.

4.2 Put Your Grievance in Writing

A formal grievance should be written and clear. A written grievance helps avoid misunderstandings and provides a record that can be used later if the issue escalates. At a minimum, your grievance should:

• explain what the grievance is about;
• set out relevant dates, events and facts;
• include supporting evidence, if available;
• state what outcome you are seeking (for example, an apology, reinstatement of a benefit, or specific action).

A well‑prepared grievance letter provides context and sets expectations about resolution.

4.3 Submit Your Grievance

Send your written grievance to the person specified in your workplace grievance procedure. If your grievance involves your manager, you may need to send it to another manager or HR representative.

Your employer should acknowledge receipt and outline next steps.

5. Grievance Meetings

After a grievance is submitted, employers should arrange a meeting to discuss the issue without unreasonable delay. This is often called a grievance hearing. Employers should:

• provide sufficient notice of the meeting;
• explain the purpose and allow you to prepare;
• permit you to be accompanied by a colleague or trade union representative; and
• take all relevant evidence into account.

The meeting allows both sides to explore the grievance and clarify any points before a decision is reached.

6. Decision and Appeal

6.1 Decision

After the grievance meeting and any necessary investigation, your employer should communicate the decision in writing. The decision letter should state:

• findings of fact;
• what, if any, action will be taken;
• the reasons for the outcome; and
• how and within what timeframe you can appeal.

Poorly explained outcomes can lead to further misunderstandings or disputes.

6.2 Appeal

If you disagree with the decision, you should appeal in writing, setting out why you are dissatisfied and what aspects you want reviewed. The appeal should be heard by a more senior person, not previously involved in the grievance. Employers are expected to handle appeals fairly and without unnecessary delay.

Appeal outcomes should also be provided in writing and outline final decisions.

7. Grievance and Employment Tribunal Claims

If a grievance concerns breaches of statutory rights, discrimination, unfair treatment or other legal issues, and internal procedures do not resolve it, you may consider lodging a claim with an employment tribunal. Before doing so, you usually must notify Acas for Early Conciliation to see if the matter can be resolved without formal tribunal proceedings. Importantly, raising a grievance does not pause statutory time limits for tribunal claims, such as the three‑month limit for many discrimination or unfair deduction claims, so it is important to act promptly.

Tribunals regard properly followed grievance procedures positively, and failure by an employer to follow fair procedure can influence outcomes and compensation.

8. Practical Considerations and Risks

8.1 Timing

Although there is no strict legal deadline to raise a grievance, it is sensible to raise issues promptly while evidence and recollection are fresh, and to avoid jeopardising any tribunal time limits if the matter could give rise to a claim.

8.2 Good Faith and Protection

You should raise grievances in good faith. Employers are prohibited from disadvantaging or dismissing workers simply for raising genuine concerns. Retaliation could amount to an unlawful detriment or victimisation claim.

8.3 Records and Evidence

Keep copies of all correspondence, meeting notes and evidence you provide or receive. Good records help clarify issues and support your position if the grievance escalates.

9. Common Questions

Can non‑employees raise grievances?
Workers other than employees (for example, agency workers) may be covered by grievance procedures if the employer extends the policy to them. Check your contract and staff handbook.

Can I raise a grievance after leaving employment?
There is no automatic right to a formal grievance after leaving employment, but some employers may consider post‑employment grievances. Claims to address unresolved issues should be considered in light of tribunal time limits.

Do I need a solicitor to raise a grievance?
You are not legally required to have legal representation, but seeking advice from a trade union or legal adviser can be beneficial, particularly where complex rights or tribunal claims may follow.

Summary

Raising a grievance at work in England and Wales involves engaging your employer's written grievance procedure and following basic principles of fairness, clarity and promptness. Start by checking the grievance policy, put your complaint in writing, participate in meetings and, if necessary, appeal decisions. Where statutory employment rights are implicated, grievances may feed into employment tribunal claims, and tribunals expect procedures that reflect the Acas Code of Practice. Maintaining clear records and raising issues promptly helps protect both your rights and workplace relationships.