Free policy template · Word

Grievance Policy

A grievance policy gives employees a fair, step-by-step route to raise work-related complaints — about pay, leave, working conditions, workload, treatment by managers or policy application — and have them resolved within set timelines. It includes the Grievance Redressal Committee where required, appeals and a grievance register.

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[Company Logo][Company Name]

GRIEVANCE REDRESSAL POLICY

Policy No.:: [Reference Number]
Version:: [Version Number]
Effective Date:: [Date]
Policy Owner:: Human Resources

1. Purpose

[Company Name] wants every employee to be able to raise concerns about their work and have them resolved fairly and promptly. This policy sets out the process.

2. Scope

It applies to all employees and workers. Complaints of sexual harassment are handled under the POSH Policy; reports of fraud or wrongdoing under the Whistleblower Policy; and disciplinary appeals under the Disciplinary Policy.

3. Definitions

Grievance: a work-related complaint concerning pay, leave, working conditions, workload, facilities, treatment or the application of a policy.
Grievance Redressal Committee (GRC): [Number] members, with equal representation of employer and workers where required by law.
Grievance register: HR's record of all grievances and outcomes.

4. Policy

Every employee has the right to raise a grievance without fear of retaliation.
Grievances are dealt with promptly, confidentially and fairly.
An employee may be accompanied by a colleague in meetings at Step 2 and Step 3.
Group grievances may be raised by a nominated representative.
If the grievance concerns the Reporting Manager, the employee may begin at Step 2.

5. Procedure

Step	Raised With	Response Time	If Unresolved
1	Reporting Manager (verbal or written)	[Number] working days	Go to Step 2
2	HR / Department Head (written form)	[Number] working days	Go to Step 3
3	Grievance Redressal Committee	[Number] days	Appeal to [Designation] / as per law

The employee submits the grievance form with facts, dates and the outcome sought.
HR records it in the grievance register and acknowledges it.
At each step, the person handling it meets the employee, gathers facts and gives a written decision with reasons.
HR closes the grievance with the employee's acknowledgement of the outcome.

Employee Name
Employee ID
Department
Nature of grievance
Details (what, when, who)
Earlier steps taken
Resolution requested
Signature and date

6. Responsibilities

Employees: raise concerns promptly with facts.
Managers: listen, act and respond within timelines.
HR: administer the process and register, analyse trends.
GRC: decide impartially.

7. Non-compliance

Managers who ignore grievances or retaliate against employees will face disciplinary action. Deliberately false grievances made to harm others may also be treated as misconduct.

8. Review & Approval

HR will review the policy and grievance trends annually.

Prepared by
[HR Name]
Human Resources

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

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What this template includes

What is a grievance — and what goes elsewhere (POSH, whistleblower)
Step 1 manager, Step 2 HR/department head, Step 3 committee
Timelines at each step
Grievance Redressal Committee composition
Right to be accompanied and non-retaliation
Grievance register for tracking

When to use it

Employees complain on social media or to labour authorities because there is no internal route
Setting up a Grievance Redressal Committee
Unions or works committees ask for a documented procedure
Tracking and analysing recurring complaints

How to customise this template

1Set response timelines at each step
2Name Grievance Committee members
3Check whether law requires a committee for your establishment size
4Insert the grievance form and email
5Translate for workers

HR tips

Most grievances resolve fastest at the first step — train managers to listen
Acknowledge every grievance in writing
Look for patterns in the register each quarter
Never punish someone for raising a grievance

The Labour Codes provide for Grievance Redressal Committees in establishments above a prescribed size. Verify applicability and the committee's composition and timelines under applicable rules with a legal adviser.

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Frequently asked questions

What is a grievance?+

Any dissatisfaction or complaint an employee has about their employment — pay, leave, conditions, treatment or how a policy has been applied.

Is a grievance committee mandatory?+

Industrial relations law provides for a Grievance Redressal Committee in establishments employing more than a prescribed number of workers. Check the threshold and rules that apply to you.

What if the grievance is about my manager?+

The policy should allow the employee to skip Step 1 and go directly to HR or the next-level manager.

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[Company Logo][Company Name]
HR POLICY MANUAL
Company:
[Company Name]
Document No.:
[Reference Number]
Version:
[Version Number]
Effective Date:
[Date]
Policy Owner:
[HR Name], Human Resources
Approved By:
[Authorised Signatory]
Chapter 1: Introduction
1.1 Purpose: This manual sets out the human resource policies, procedures and practices of [Company Name] so that employees are treated fairly and consistently and the company complies with applicable labour laws.
1.2 Scope: It applies to all employees on the company's rolls at all offices, plants and sites, including [Work Location]. Consultants, trainees and contract workers are covered where expressly stated.
1.3 Precedence: Where this manual conflicts with any law, certified standing order or individual appointment letter, the law and then the more favourable term for the employee will apply.
Chapter 2: Definitions
- Company: [Company Name] and its branches.
- Employee: any person employed on the company's rolls on a permanent, probationary or fixed-term basis.
- Reporting Manager: the person to whom an employee reports as per the organisation chart.
- HR: the Human Resources department or the person designated to perform the HR function.
- Wages / Basic Salary: as defined in the employee's appointment letter and applicable law.
Chapter 3: Employment
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This policy sets out the types of leave available to employees of [Company Name], how leave is earned, applied for and approved, and how unused leave is treated, so that employees can rest and attend to personal needs while business continuity is maintained.
2. Scope
This policy applies to all employees on the rolls of the company at all locations, including probationers, unless their appointment letter states otherwise. Where state laws, standing orders or settlements provide more favourable terms, those terms will prevail.
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ATTENDANCE POLICY
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[1.0]
Owner:
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Version:
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Effective Date:
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Policy Owner:
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This policy sets the rules for approving, recording and paying overtime (OT) at [Company Name] so that extra work is planned, fairly compensated and kept within legal and safe limits.
2. Scope
It applies to all employees and workers at [Work Location] whose role and wage level make them eligible for overtime under applicable law. Employees in managerial, supervisory or administrative grades [Grade List] are not paid OT but may receive compensatory off as set out in clause 4.6.
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WORK-FROM-HOME POLICY
Policy No.:
[Reference Number]
Version:
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Effective Date:
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Policy Owner:
Human Resources
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2. Scope
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REMOTE WORK POLICY
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[Reference Number]
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Effective Date:
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Policy Owner:
Human Resources
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This policy sets out the terms on which [Company Name] engages employees who work permanently from a location other than a company office, so that remote employees are productive, connected, secure and treated equally with office-based colleagues.
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HYBRID WORK POLICY
Policy No.:
[Reference Number]
Version:
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Effective Date:
[Date]
Policy Owner:
Human Resources
1. Purpose
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