Employee Relations Tracker

EMPLOYEE RELATIONS CASE TRACKER

Company:

[Company Name]

Updated on:

[Date]

Maintained by:

[HR Name]

Classification:

Confidential

Stage Definitions

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

Weekly Summary

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

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:

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

EMPLOYEE RELATIONS ESCALATION MATRIX

Company:

[Company Name]

Applicable to:

[All locations / Work Location]

Effective from:

[Date]

Owner:

[HR Head]

Separate Routes

Rules

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

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

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

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)

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

2. Person(s) Complained Against

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: