Free policy template · Word

Grievance Management Policy

A grievance management policy sets out how employees can raise work-related grievances, who handles them at each stage, the timelines, how hearings and appeals work, and the company's commitments on confidentiality and non-retaliation. It is the master document that all grievance forms, letters and registers sit under.

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[Company Logo][Company Name]

GRIEVANCE MANAGEMENT POLICY

Company:: [Company Name]
Policy No.:: [Reference Number]
Effective Date:: [Date]
Owner:: Human Resources
Approved by:: [Authorised Signatory]

1. Purpose

[Company Name] is committed to a fair workplace where employees can raise concerns without fear. This policy provides a clear, timely and confidential process to resolve work-related grievances.

2. Scope

This policy applies to all employees, probationers, trainees and apprentices at all locations of the company. Contract workers may use it for workplace-related issues.

3. Definitions

Grievance: any dissatisfaction or complaint by an employee relating to employment, such as pay, leave, working conditions, transfer, promotion or treatment at work.
Grievance Redressal Committee (GRC): the committee constituted under this policy to review grievances.
Exclusions: complaints of sexual harassment (handled by the Internal Committee under the POSH policy), protected disclosures (handled under the Whistleblower Policy), and matters already under disciplinary proceedings.

4. Policy Principles

Every grievance will be heard fairly and decided on facts.
Grievances will be handled confidentially and shared only on a need-to-know basis.
No employee will be victimised or treated unfavourably for raising a grievance in good faith or for being a witness. Retaliation is treated as misconduct.
Employees may be accompanied by a fellow employee at hearings.

5. Procedure

Stage 1 – Informal: the employee raises the issue with the reporting manager, who aims to resolve it within [Number] working days.
Stage 2 – Formal: if unresolved, or if the issue involves the manager, the employee submits the Employee Grievance Form to HR. HR acknowledges it within [Number] working days with a case number.
Stage 3 – Review: HR or the GRC reviews the grievance, holds a hearing and, where needed, an investigation. A written decision is given within [Number] working days of the hearing.
Stage 4 – Appeal: the employee may appeal in writing to [Appeal Authority] within [Number] working days. The appeal decision is final within the company.
Closure: HR issues a closure letter once actions are complete and records it in the complaint register.

6. Grievance Redressal Committee

The GRC consists of [Number] members with equal representation of management and employees, including [Designation] as Chairperson and [HR Designation] as Secretary. Women employees will be represented on the GRC. Members with a conflict of interest in a case will step aside.

7. Responsibilities

Employees: raise grievances honestly and cooperate with the process.
Managers: listen, try to resolve informally and never discourage a formal grievance.
HR: register, acknowledge, coordinate hearings, maintain records and monitor for retaliation.
GRC: review grievances impartially and recommend fair outcomes.

8. Non-compliance

Retaliation against any employee, breach of confidentiality, or knowingly false grievances made with malicious intent may lead to action under the company's disciplinary procedure after due process.

9. Records

HR will maintain a complaint register and confidential case files and retain them for [Number] years.

10. Review

HR will review this policy every year or earlier on changes in law, including rules under the Labour Codes notified by the Centre and the state.

Approved by
[Authorised Signatory]
[Designation]
[Company Name]
Date: [Date]

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What this template includes

Purpose and scope covering all employees and trainees
Definitions of grievance and what is excluded
Informal and formal stages
Grievance Redressal Committee composition
Timelines set by the company
Appeal process
Confidentiality and non-retaliation
Links to POSH, whistleblower and disciplinary policies

When to use it

Setting up a formal grievance redressal mechanism for the first time
Updating an older policy after the Labour Codes came into force
Expanding to new sites or states and needing one consistent process
Preparing for client, certification or investor audits

How to customise this template

1Fill in your own response timelines at each stage
2Name the committee members by designation, not by person
3Check committee requirements under the Labour Codes and state rules for your headcount
4Translate the policy and display a summary at each site
5Approve it through management and communicate it at induction

HR tips

Keep the steps simple; a complex policy discourages use
Make clear which matters go to the POSH Internal Committee instead
Train managers on the informal stage, where most grievances are resolved
Review the policy annually against actual case data

This template is a starting point. Review it against the Labour Codes (in force from 21 November 2025) and the rules notified by the Centre and your state, your standing orders and other policies, and with a legal adviser.

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Frequently asked questions

What is a grievance management policy?+

A company policy that explains how employees raise grievances, how they are investigated and decided, timelines, appeals and protections.

Is a grievance redressal committee mandatory?+

Requirements depend on headcount and applicable law, including the Labour Codes and state rules. Check the current rules for your establishment.

Does the grievance policy cover sexual harassment?+

No. Sexual harassment complaints are handled by the Internal Committee under the POSH Act 2013 and the company's POSH policy.

Can contract workers use the grievance policy?+

Many companies extend it to contract workers for workplace issues, while pay issues may also involve the contractor.

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]
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]
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
Form · Word
Grievance Investigation 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
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[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
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[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
[Company Logo][Company Name]
GRIEVANCE CLOSURE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Closure of grievance case no. [Reference Number]
Dear [Employee Name],
This letter confirms that your grievance dated [Date] regarding [brief description] is now closed with effect from [Date] for the following reason:
- All actions set out in the resolution letter dated [Date] have been completed
- The appeal period ended on [Date] and no appeal was received
- The appeal was decided on [Date] and the decision is final
- You withdrew the grievance voluntarily by your letter/email dated [Date]
Letter · Word
Grievance Closure Letter
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