Free form template · Word

Grievance Investigation Form

A grievance investigation form is the working file an HR investigator opens when a grievance needs fact-finding. It defines the scope, confirms the investigator has no conflict of interest, logs evidence and interviews, and records interim protective steps before any findings are written up.

Editable Word (.docx)
Made for India
17 fill-in fields highlighted
Free, no sign-up

Download Word (.docx) — free

Preview of the form

[Highlighted] = fill in

[Company Logo][Company Name]

GRIEVANCE INVESTIGATION FORM

Case No.:: [Reference Number]
Date Opened:: [Date]
Classification:: Strictly Confidential

Part 1: Case Details

Complainant	[Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category

Part 2: Terms of Reference

Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date

Part 3: Investigator Appointment and Independence

Investigator name and designation
Appointed by
Date of appointment

I confirm that I have no personal, reporting or financial relationship with the parties that could affect my impartiality, and that I will conduct this investigation fairly, keep it confidential and base my findings only on evidence.

Part 4: Interim Measures

Interim measure required? (Yes/No)
Measure taken (e.g., change of shift or reporting line)
Reason
Communicated to parties on

Part 5: Evidence Log

Sr.	Evidence	Source	Date Collected	Stored At
1	[Document / email]	[Name]	[DD/MM/YYYY]	[File location]
2	[Attendance / CCTV record]	[Department]	[DD/MM/YYYY]	[File location]
3	[Other]	[Source]	[DD/MM/YYYY]	[File location]

Part 6: Interview Schedule

Person	Role in Case	Date	Statement Signed (Y/N)
[Employee Name]	Complainant	[DD/MM/YYYY]	[Y/N]
[Respondent Name]	Respondent	[DD/MM/YYYY]	[Y/N]
[Witness Name]	Witness	[DD/MM/YYYY]	[Y/N]

Part 7: Non-Retaliation Reminder

All parties and witnesses have been informed that the matter is confidential and that any retaliation against a person for raising or participating in this investigation will be treated as misconduct.

Investigator
[Investigator Name]
Date: [Date]

Reviewed by
[HR Name]
Date: [Date]

Download Word (.docx) — free

What this template includes

Terms of reference listing the exact issues to be investigated
Conflict-of-interest declaration by the investigator
Interim measures to protect the complainant from retaliation
Evidence log with source and date collected
Interview schedule for complainant, respondent and witnesses
Confidentiality undertaking for everyone involved
Status section that feeds into the investigation report

When to use it

A registered grievance involves disputed facts that need interviews or document review
The Grievance Redressal Committee appoints an investigator and needs a standard case file
Interim measures such as a change in reporting line must be documented
You want every investigation in the company to follow the same steps

How to customise this template

1Copy the issues word-for-word from the grievance into the terms of reference
2Add more rows to the evidence and interview tables as needed
3Choose an investigator outside the employee's reporting line
4Record the target completion date set by your grievance policy
5Attach this form to the case file along with the grievance form and acknowledgement

HR tips

Keep findings out of this form; it records process, the report records conclusions
Give the respondent a fair opportunity to answer each issue
Note the date and time of every step to show the process was timely
Route any sexual-harassment element to the POSH Internal Committee rather than investigating it here

This template is a starting point. Review it against applicable labour laws, state rules, your standing orders and policies, and with a legal adviser where needed.

For HR & hiring managers

Experienced and fresher candidates across India — blue, grey and white collar. Post a job in 5 minutes and start receiving applications.

Post a job free See plans

Post in 5 minutesDescribe the role in one line — we write the job description.
Verified applicantsEvery applicant has a verified mobile number.
Resume databaseSearch experienced candidates by skill, city and experience.

Frequently asked questions

Who should investigate a grievance?+

An impartial person such as an HR officer or senior manager with no involvement in the issue and no reporting relationship with the parties.

What are interim measures in a grievance investigation?+

Temporary steps such as changing seating, shifts or reporting lines to protect the parties during the investigation. They are not a punishment.

Is the investigation form shared with the employee?+

Usually not in full. The employee is informed of the process and outcome, while the working file stays confidential with HR.

All 50 employee relations & grievances →

[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]
GRIEVANCE INVESTIGATION REPORT
Case No.:
[Reference Number]
Report Date:
[Date]
Prepared by:
[Investigator Name], [Designation]
Submitted to:
[Decision Maker Name]
Classification:
Strictly Confidential
1. Executive Summary
This report sets out the investigation into the grievance raised by [Employee Name], [Designation], on [Date]. Of the [Number] issues investigated, [Number] were substantiated, [Number] were not substantiated and [Number] were inconclusive.
2. Background and Terms of Reference
[Brief neutral description of the grievance.] The investigator was appointed on [Date] by [Name] to examine: (a) [Issue 1]; (b) [Issue 2]; (c) [Issue 3].
3. Methodology
Report · Word
Grievance Investigation Report
Download .docx
[Company Logo][Company Name]
INVESTIGATION INTERVIEW RECORD
Case No.:
[Reference Number]
Date:
[Date]
Time:
[Start] to [End]
Venue / Mode:
[Meeting Room / Video Call]
Interview Details
Interviewee name and Employee ID
Designation / Department
Role: Complainant / Respondent / Witness
Investigator(s)
Note-taker
Companion or translator present (name)
Opening Statement (read to interviewee)
Thank you for meeting us. We are investigating [neutral description of issue] under case number [Reference Number]. No decision has been made. We are speaking to everyone relevant to understand the facts. Please answer honestly and tell us if you do not know or do not remember. This discussion is confidential, and we ask you not to discuss it with colleagues. The company does not allow anyone to be treated unfavourably for taking part in an investigation; if this happens, please tell HR immediately. Do you have any questions before we begin?
Questions and Answers
Form · Word
HR Investigation Interview Form
Download .docx

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

Interviewee name and Employee ID
Designation / Department
Role: Complainant / Respondent / Witness
Investigator(s)
Note-taker
Companion or translator present (name)

[Company Logo][Company Name]

WHISTLEBLOWER INVESTIGATION FORM

Disclosure Code:: [Reference Number]
Date Received:: [Date]
Vigilance Officer:: [Name]
Classification:: Strictly Confidential

1. Preliminary Assessment

Summary of disclosure (without whistleblower identity)
Falls within vigil mechanism policy? (Yes/No, reason)
Seriousness: High / Medium / Low
Involves director or senior management? (if yes, inform Audit Committee Chair)
Decision: Investigate / Refer to another forum / Close (reason)

2. Identity Protection

Whistleblower identity stored separately and accessible only to the Vigilance Officer
Disclosure code used in all documents
Investigator briefed not to attempt to identify an anonymous whistleblower
Monitoring for victimisation arranged

3. Investigator Mandate

Form · Word

Whistleblower Investigation 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
[Company Logo][Company Name]
NOTICE OF GRIEVANCE HEARING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Hearing of your grievance (Case No. [Reference Number])
Dear [Employee Name],
Further to your grievance dated [Date] concerning [brief description], you are invited to a hearing to discuss the matter in detail. The details are:
Particular Details
Date [DD/MM/YYYY]
Time [Time]
Venue / Link [Meeting Room, Address or Video Link]
Panel [Name, Designation]; [Name, Designation]
Note-taker [HR Name]
Notice · Word
Grievance Hearing Notice
Download .docx
[Company Logo][Company Name]
GRIEVANCE RESOLUTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Outcome of your grievance dated [Date]
Dear [Employee Name],
Thank you for raising your grievance regarding [brief description] and for attending the hearing on [Date]. The matter has been reviewed by [Name, Designation], who considered your account, the documents you provided, and information gathered from [relevant departments / witnesses].
Outcome: Your grievance has been [upheld / partly upheld / not upheld].
Letter · Word
Grievance Resolution Letter
Download .docx