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Employee Relations Case Form

An employee relations case form is the HR intake sheet used to open a case file for any people issue, whether a grievance, complaint, conduct concern or attendance matter. It classifies the case, rates risk, decides which process it should follow and assigns an owner, so every case starts the same way.

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[Company Logo][Company Name]

EMPLOYEE RELATIONS CASE FORM

Case No.:: [Reference Number]
Date Opened:: [Date]
Opened by:: [HR Name]
Classification:: Confidential

A. Case Source

Employee (written)
Employee (verbal)
Manager referral
Ethics / whistleblower channel
Exit interview
Other

B. Case Type

Grievance
Conduct complaint
Bullying / behaviour
Discrimination
Retaliation
Attendance / performance
Workplace conflict
Sexual harassment (refer to Internal Committee)
Other

C. Parties

Name	Employee ID	Department	Role in Case
[Employee Name]	[Employee ID]	[Department]	Complainant / Raised by
[Employee Name]	[Employee ID]	[Department]	Respondent / Subject
[Employee Name]	[Employee ID]	[Department]	Witness / Other

D. Summary and Risk

Summary of the matter (neutral, factual)
Employee's stated wishes
Risk rating: High / Medium / Low
Reason for rating
Any immediate safety or retaliation risk?

E. Routing Decision

Grievance procedure
Investigation
Disciplinary procedure
POSH Internal Committee
Mediation / facilitated conversation
Informal resolution by manager
No further action (reason recorded)

F. Ownership and Access

Case owner
Approved access list
Initial actions and target dates
Next review date

This case file is confidential. Information will be shared strictly on a need-to-know basis. All persons involved will be reminded that retaliation against anyone who raises or participates in a case is prohibited.

Case Owner
[HR Name]
Date: [Date]

Approved by
[HR Head]
Date: [Date]

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What this template includes

Case source such as employee, manager, helpline or exit interview
Case type classification
Parties with roles
Risk rating covering legal, safety, reputational and retention risk
Routing decision to the right process
Case owner and access list
Initial actions and target dates

When to use it

HR receives any new employee relations matter by email, call, form or manager referral
A central ER team handles cases from multiple sites and needs consistent intake
HR must decide quickly whether a matter is for grievance, disciplinary, POSH IC or mediation
Leadership wants risk-rated case data

How to customise this template

1Align case types with your HRMS or tracker categories
2Define what High, Medium and Low risk mean in your organisation
3List who must be informed for high-risk cases, such as legal or the CHRO
4Pre-fill the routing options with your actual policies
5Number cases in the same series as your ER case tracker

HR tips

Open a case even if the employee asks for 'no action'; record their wishes
Keep the access list as short as possible
Sexual-harassment matters must be referred to the POSH Internal Committee
Review intake decisions weekly for consistency

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Frequently asked questions

What is an employee relations case?+

Any people issue that HR formally manages, such as a grievance, complaint, conduct concern or workplace conflict.

Why use a case intake form?+

It ensures every case is classified, risk-rated and routed consistently, and creates a starting record.

Who fills in the ER case form?+

The HR business partner or ER specialist who receives the matter.

All 50 employee relations & grievances →

[Company Logo][Company Name]

EMPLOYEE RELATIONS CASE TRACKER

Company:: [Company Name]
Updated on:: [Date]
Maintained by:: [HR Name]
Classification:: Confidential

Case No.	Date Opened	Case Type	Risk	Site / Dept	Owner	Stage	Next Action	Due Date	Days Open	Outcome / Closed On
[Reference Number]	[DD/MM/YYYY]	[Grievance]	[High / Medium / Low]	[Department]	[HR Name]	[Intake]	[Acknowledge and meet employee]	[DD/MM/YYYY]	[Number]	[Open]
[Reference Number]	[DD/MM/YYYY]	[Conduct complaint]	[Risk]	[Department]	[HR Name]	[Investigation]	[Interview witnesses]	[DD/MM/YYYY]	[Number]	[Open]
[Reference Number]	[DD/MM/YYYY]	[Workplace conflict]	[Risk]	[Department]	[HR Name]	[Mediation]	[Review meeting]	[DD/MM/YYYY]	[Number]	[Open]
[Reference Number]	[DD/MM/YYYY]	[Attendance]	[Risk]	[Department]	[HR Name]	[Closed]	[None]	[DD/MM/YYYY]	[Number]	[Outcome, DD/MM/YYYY]

Stage Definitions

Intake: case received, classified and acknowledged
Assessment: route decided and owner assigned
Investigation / Hearing / Mediation: process underway
Decision: outcome decided and communicated
Actions: agreed actions being completed
Closed: closure letter issued and file archived

Weekly Summary

Open cases
New this week
Closed this week
Overdue next actions
High-risk cases needing leadership attention

Template · Word

Employee Relations Case Tracker

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[Company Logo][Company Name]
EMPLOYEE GRIEVANCE FORM
Company:
[Company Name]
Grievance Case No.:
[Reference Number]
Date of Submission:
[Date]
Use this form to formally raise a work-related grievance. Please write clearly and attach any supporting documents. Complaints of sexual harassment must be submitted to the Internal Committee under the company's POSH policy and not on this form.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email
Section B: Nature of Grievance
- Salary, wages, overtime or deductions
- Leave or attendance
- Working conditions, shift or safety
- Transfer, promotion or appraisal
- Interpersonal issue with a colleague or manager
- Application of a company policy
- Other (please specify)
Form · Word
Employee Grievance Form
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[Company Logo][Company Name]
EMPLOYEE COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date:
[Date]
This form is used to report conduct that you believe breaches company rules or the code of conduct. All complaints are treated confidentially. If your complaint relates to sexual harassment, please approach the Internal Committee directly as per the company's POSH policy.
1. Complainant Details
Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact
2. Person(s) Complained Against
Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)
Form · Word
Employee Complaint Form
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[Company Logo][Company Name]
EMPLOYEE COUNSELLING FORM
Ref. No.:
[Reference Number]
Date of Session:
[Date]
Record Type:
Non-disciplinary
Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Counselled by (name and designation)
Area of Concern
- Work quality or targets
- Attendance or punctuality
- Workplace behaviour
- Adherence to process or policy
- Other
Discussion
Form · Word
Employee Counselling Form
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[Company Logo][Company Name]
EMPLOYEE CONCERN FORM
Company:
[Company Name]
Form No.:
[Reference Number]
Date:
[Date]
Use this form to share an early concern, question or suggestion. It is informal and confidential. For safety emergencies, contact your supervisor immediately. For sexual harassment, please contact the Internal Committee at [IC Email].
Your Details (optional)
Employee Name
Employee ID
Department
Preferred contact (email / phone)
What is your concern about?
- Workload or working hours
- Wellbeing or stress
- Team or manager communication
- Clarity on a company policy
- Change in the organisation (shift, location, structure)
- Tools, systems or resources
- Suggestion for improvement
- Other
Form · Word
Employee Concern Form
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[Company Logo][Company Name]
EMPLOYEE STATEMENT
Case No.:
[Reference Number]
Date:
[Date]
Classification:
Confidential
1. Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Role: Person raising the matter / Person the matter concerns / Involved in incident
2. Matter Being Addressed
Incident or matter (as communicated by HR)
Date of incident
Date the matter was communicated to you
3. Your Response
Form · Word
Employee Statement Form
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[Company Logo][Company Name]
NOTICE OF EMPLOYEE RELATIONS MEETING
Ref. No.:
[Reference Number]
Date of Notice:
[Date]
Committee:
[Works Committee / Grievance Redressal Committee / Employee Forum]
All members of the [Committee Name] of [Company Name], [Work Location], are informed that meeting no. [Number] will be held as follows:
Particular Details
Date [DD/MM/YYYY]
Time [Time]
Venue [Conference Room / Canteen Hall / Video Link]
Chairperson [Name, Designation]
Agenda
1. Confirmation of minutes of the previous meeting held on [Date]
2. Action taken report on earlier decisions
3. [Agenda item, e.g., revision of shift timings from next month]
4. [Agenda item, e.g., canteen and drinking water facilities]
5. [Agenda item, e.g., safety observations from the last quarter]
6. Review of pending grievances (summary, without names)
7. Any other matter with permission of the Chair
Members Invited
Notice · Word
Employee Relations Meeting Notice
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[Company Logo][Company Name]
HR CASE ESCALATION FORM
Case No.:
[Reference Number]
Escalation Date:
[Date]
Escalated by:
[HR Name]
Escalated to:
[Name, Designation]
Classification:
Confidential
1. Case Summary
Case type
Date opened
Parties (roles and departments)
Brief neutral summary
2. Reason for Escalation
- Beyond case owner's authority
- Policy timeline exceeded
- Involves senior leader or manager of case owner
- Legal or regulatory risk
- Safety risk
- Media or reputational risk
- Employee requested escalation or appeal
- Other
3. Actions Taken So Far
Form · Word
HR Case Escalation Form
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