Free template template · Word

Employee Relations Case Tracker

An employee relations case tracker is a working sheet the ER or HR team uses to manage open cases day to day. Each row shows the case stage, owner, risk, days open and the next action due, so nothing stalls and leaders can see the live caseload at a glance.

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[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

Sexual-harassment cases are tracked by the Internal Committee in its own confidential record and appear here only as a referral entry without details.

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What this template includes

Case number matching the case form
Case type and risk rating
Current stage from intake to closure
Owner and next action with due date
Days open to highlight delays
Outcome and closure date

When to use it

HR is handling several grievances, complaints and investigations at once
A weekly ER review meeting needs a live status view
Case owners change and handovers need a clear status
Leadership wants to know how long cases take to close

How to customise this template

1Build it in Excel or Google Sheets with drop-downs for type, stage and risk
2Add a formula for days open: today minus date opened
3Use conditional colour for overdue next actions
4Hide names behind case numbers if the sheet is shared beyond HR
5Archive closed cases to a separate tab each quarter

HR tips

Update the tracker after every case action, not at month end
Keep sensitive detail in the case file, not the tracker
Use the stage list consistently across all owners
Escalate cases that pass your target closure time

For HR & hiring managers

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Frequently asked questions

What is an ER case tracker?+

A spreadsheet or table that tracks the status, owner, stage and next action of every employee relations case.

How is a case tracker different from a complaint register?+

A register is a formal record of complaints received. A tracker is a working tool to manage progress on open cases.

Who should see the ER case tracker?+

Only the HR or ER team and senior HR leadership, because it contains confidential information.

All 50 employee relations & grievances →

[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
Form · Word
Employee Relations Case Form
Download .docx

[Company Logo][Company Name]

EMPLOYEE RELATIONS TRACKER

Company:: [Company Name]
Period:: [Month / Quarter, Year]
Prepared by:: [HR Name]
Classification:: Internal – anonymised

1. Cases by Category

Category	Opened	Closed	Open at Month End	Avg. Days to Resolve
Grievances (pay, leave, conditions)	[Number]	[Number]	[Number]	[Number]
Conduct and behaviour complaints	[Number]	[Number]	[Number]	[Number]
Bullying / discrimination / retaliation	[Number]	[Number]	[Number]	[Number]
Ethics / whistleblower (count only)	[Number]	[Number]	[Number]	[Number]
POSH referrals to IC (count only)	[Number]	[Number]	[Number]	[Number]

2. Cases by Location / Department

Site / Department	Headcount	Cases Opened	Cases per 100 Employees	Top Theme
[Work Location]	[Number]	[Number]	[Number]	[Theme]
[Work Location]	[Number]	[Number]	[Number]	[Theme]
[Department]	[Number]	[Number]	[Number]	[Theme]

3. Outcomes

Template · Word

Employee Relations Tracker

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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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Particular	Details
Date	[DD/MM/YYYY]
Time	[Time]
Venue	[Conference Room / Canteen Hall / Video Link]
Chairperson	[Name, Designation]

[Company Logo][Company Name]

EMPLOYEE RELATIONS ESCALATION MATRIX

Company:: [Company Name]
Applicable to:: [All locations / Work Location]
Effective from:: [Date]
Owner:: [HR Head]

Case Type	Level 1	Level 2	Level 3	Escalate When
Pay, leave, attendance	[HR Executive], respond in [Number] days	[HR Manager], [Number] days	[HR Head], [Number] days	No response or unresolved at level
Work conditions, shift, facilities	[Reporting Manager], [Number] days	[Department Head], [Number] days	[Grievance Redressal Committee]	Unresolved or affects many employees
Interpersonal conflict, behaviour	[Reporting Manager]	[HR Business Partner]	[HR Head]	Repeated incidents or manager involved
Bullying, discrimination, retaliation	[HR Business Partner]	[HR Head]	[CHRO / Ethics Committee]	High risk or senior person involved
Code of conduct, ethics	[Compliance Officer]	[Ethics Committee]	[Audit Committee]	Financial or legal risk

Separate Routes

Matter	Contact	Details
Sexual harassment	Internal Committee: [IC Presiding Officer Name]	[IC Email / Phone]
Whistleblower disclosure	Vigilance Officer: [Name]	[Vigilance Email]
Safety emergency	Safety Officer / Security	[Phone]

Rules

You may go directly to the next level if your issue involves the Level 1 owner.
Each level will acknowledge your issue and respond within the time shown.
If there is no response in time, you may escalate without anyone's permission.
All matters are handled confidentially and no one will be treated unfavourably for raising or escalating a concern.

Template · Word

Employee Relations Escalation Matrix

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[Company Logo][Company Name]
EMPLOYEE RELATIONS AUDIT CHECKLIST
Company / Site:
[Company Name] / [Work Location]
Audit Period:
[Date] to [Date]
Auditor:
[Name]
Audit Date:
[Date]
A. Policies and Documentation
- Grievance management policy approved and current
- Code of conduct communicated to all employees
- Anti-harassment and POSH policy in place
- Whistleblower / vigil mechanism policy (where applicable)
- Standing orders or service rules available and displayed as applicable
- Policies available in languages employees understand
B. Grievance Mechanism
- Grievance Redressal Committee constituted where applicable
- Escalation matrix displayed with current contacts
- Complaint register maintained in serial order
- Acknowledgements issued within policy timelines
- Appeal route defined and used
C. POSH Compliance
Checklist · Word
Employee Relations Audit Checklist
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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
Download .docx
[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
Download .docx
[Company Logo][Company Name]
ACKNOWLEDGEMENT OF GRIEVANCE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acknowledgement of your grievance dated [Date]
Dear [Employee Name],
We acknowledge receipt of your grievance submitted on [Date] regarding [brief neutral description of grievance]. It has been registered under case number [Reference Number]. Please quote this number in all future communication on this matter.
Your grievance has been assigned to [Reviewer Name], [Reviewer Designation], who will review the matter in line with the company's Grievance Redressal Policy. The next steps are:
Letter · Word
Employee Grievance Acknowledgement
Download .docx

Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email

Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)

Employee Relations Case Tracker

Preview of the template

Stage Definitions

Weekly Summary

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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