This form takes a grievance from first report through review, investigation and outcome, with appendices for statements and meeting notes, so every step is on one confidential record.

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• Information-classification
• Version
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Further Reading

Further guidance on grievance and disciplinary procedures:

• Disciplinary and Grievance Procedures
• Bullying and Harassment at Work
• Whistleblowing
• Managing Staff and Workers knowledge base

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Grievance Report Form Template

This grievance report form records a formal grievance from the person raising it through to the final outcome. The employee sets out the grievance, the action they would like taken and any companion for a meeting, then signs off a declaration; the reviewer completes the review, investigation and outcome sections, with appendices for statements and meeting notes.

In a management system it keeps documented information (clause 7.5) showing each grievance was received, reviewed, investigated and closed in a consistent way. The form is marked Confidential and its retention is set by the personal data register.

Built for Fair and Consistent Grievance Handling

The form follows a grievance from the first report to the final outcome in one record.

• Captures the employee's own account of the grievance and the outcome they are asking for.
• Separates the employee's submission from the reviewer's sections, so it is clear who wrote what.
• Records whether the grievance was accepted as valid, its cause and any further action required.
• Keeps the investigation, meetings, final outcome and any appeal together for later reference.
• Carries a note on redacting witness names and other confidential information before the form is shared with the reporter.

What's Included in this Grievance Report Form

The form is split into the employee's submission, the reviewer's sections and supporting appendices.

• Section 1 - Report Overview - name, date, job title, line manager, who the report was submitted to and an overview of the grievance.
• Action Requested - options for no action other than documenting the grievance, a full review and investigation with written feedback, or a meeting to discuss and review, plus companion name and contact details for any meeting.
• Declaration - confirmation that the information is complete and accurate, with name and date.
• Section 2 - Report Review - reviewer and date, whether the grievance is accepted as valid, its cause, recommendations and comments, and whether further action is required, with a reminder to advise the reporter of the outcome and their right to appeal.
• Section 3 - Action Taken - who the review and investigation is assigned to, details of the investigation, a summary of meetings and recommendations, then the final outcome, the action taken to inform the reporter and details of any appeal.
• Appendix i - Statements - space for each statement, with who provided it and the date.
• Appendix ii - Meeting Notes - location, date, attendees and notes for each meeting.
• Record Retention Summary - a table to record the protection and retention of each section and appendix.

Who Needs a Grievance Report Form?

Any employer that wants a clear, written route for staff to raise a formal grievance. Employees use it to submit their concern, and the line manager, HR lead or director handling the grievance uses the later sections to record the review, investigation and outcome.

Pairs with the Employee Disciplinary Record

Grievance and disciplinary sit either side of the same fair-process coin, so this form pairs with the F-HR14 Employee Disciplinary Record for the other half of your people-process paperwork.