WORKPLACE ANSWER
What Happens at a Grievance Meeting at Work?
If you have raised a formal grievance, your employer will usually arrange a meeting with you to discuss the concerns you have raised.
The meeting gives you an opportunity to explain what has happened, provide relevant information or evidence, answer questions and discuss what you think could help resolve the problem.
You do not need to know employment law or present your grievance like a legal case. The important thing is to explain the problem clearly, provide the relevant facts and make sure your employer understands what you are asking them to consider.
Quick Answer
A grievance meeting is a formal meeting where your employer discusses the workplace concern you have raised.
You should normally have an opportunity to explain your grievance, provide evidence, identify relevant witnesses, answer questions and discuss how you think the issue could be resolved.
The meeting does not necessarily end with an immediate decision. Your employer may need to investigate further before deciding the outcome.
You may also have the right to be accompanied, depending on the nature of the grievance. Check the invitation and your employer's grievance procedure before the meeting.
What This Usually Means
A grievance is a formal way of raising a workplace problem or concern with your employer.
For example, a grievance might concern:
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how you have been treated at work;
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a problem involving your manager or a colleague;
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bullying or harassment;
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discrimination;
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pay or contractual issues;
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working arrangements;
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health and safety concerns;
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how a workplace procedure has been handled; or
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another significant issue affecting you at work.
If you have submitted a formal grievance, your employer should normally arrange a meeting so they can understand the problem in more detail.
The purpose is not simply to repeat the grievance letter word for word.
The meeting allows you to explain the situation in your own words, clarify anything that is unclear, provide additional information and discuss what you believe could help resolve the problem.
Your employer may also need to investigate what you have raised before reaching a decision.
Before the Meeting
Read your original grievance and the meeting invitation before you attend.
Your employer should arrange the grievance meeting without unreasonable delay and give you enough time to prepare. Acas guidance says employers should ideally hold the meeting within five working days, although circumstances will vary and this is guidance rather than an automatic legal deadline.
Check:
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the date, time and location of the meeting;
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who will be attending;
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who will chair the meeting;
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whether anyone will be taking notes;
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whether you want to be accompanied;
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whether your employer has asked you to provide anything beforehand;
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whether you have additional evidence you want considered; and
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what your employer's grievance procedure says about the process.
Read your grievance again and think about whether anything has changed since you submitted it.
If there is important new information, make a note of it so that you can raise it during the meeting.
How to Prepare for a Grievance Meeting
You do not need to prepare a complicated legal argument.
Your aim is to help your employer understand what happened, why it is a problem and what you would like them to consider doing about it.
Before the meeting:
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Read your grievance again. Make sure you are familiar with the concerns you originally raised.
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Create a simple timeline. If several events are involved, put them in date order.
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Gather relevant evidence. This might include emails, messages, letters, meeting notes, policies, payslips or other documents connected with your grievance.
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Identify the most important facts. Try to separate what you know happened from assumptions about why someone acted in a particular way.
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Make a note of relevant witnesses. Identify anyone who may have useful first-hand information.
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Think about how the situation has affected you. You should be able to explain why the issue matters.
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Write down anything that has happened since you raised the grievance.
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Prepare questions. Note anything about the situation or procedure that you want your employer to explain.
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Think about the outcome you are seeking. Consider what you believe could realistically help resolve the problem.
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Arrange a companion if appropriate.
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Read your employer's grievance procedure. This should help you understand what happens during and after the meeting.
You can take your notes into the meeting to help you remember the points you want to cover.
Think About What You Would Like to Happen
One question your employer may ask is:
“What would you like us to do about this?”
You do not need to have the perfect solution, but it is useful to think about this before the meeting.
Depending on the problem, you might want your employer to consider:
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addressing particular behaviour;
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correcting a workplace decision or problem;
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clarifying responsibilities or expectations;
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improving communication;
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changing a working arrangement;
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providing appropriate support;
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investigating something further;
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taking steps to prevent the issue happening again; or
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another practical resolution relevant to your situation.
Be clear about what matters most to you, while recognising that your employer may decide that a different response is appropriate.
The purpose of the grievance procedure is to consider the concern fairly — not to guarantee a particular outcome.
What Happens During the Meeting?
The person chairing the meeting should normally explain the purpose of the meeting and how it will be handled.
You should then be given an opportunity to explain your grievance.
Your employer may ask you to:
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explain what happened;
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clarify particular parts of your grievance;
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provide more detail about particular events;
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explain when and where things happened;
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identify people who were involved;
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explain how the situation has affected you;
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provide relevant documents or evidence;
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identify witnesses they may need to speak to; and
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discuss how you think the problem could be resolved.
Your employer should listen to your explanation, consider the evidence and ask questions where they need more information.
Acas advises employers handling grievance meetings to remain impartial, allow the employee to explain their side, consider the evidence, identify whether further investigation is necessary and avoid rushing into an immediate decision where more consideration is required.
During the conversation
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Take your time.
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If you do not understand a question, ask for clarification.
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If something important is missing from the discussion, raise it.
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If you have evidence that supports what you are saying, explain why you believe it is relevant.
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If you cannot remember something accurately, say so rather than guessing.
You may find parts of the conversation difficult, particularly if the grievance involves treatment that has upset you. It is reasonable to ask for a short break if you need one.
The aim is to make sure your employer properly understands the concern you have raised and the information relevant to it.
What If Other People Are Involved?
Your employer may need to speak to other people before deciding your grievance.
This might include:
• someone you have complained about;
• witnesses to particular events;
• your manager;
• other colleagues with relevant information; or
• anyone else who may hold information relevant to the issue.
That does not necessarily mean everyone will attend your grievance meeting.
Your employer may instead carry out separate investigation meetings and review relevant documents or other evidence.
An investigation should gather relevant evidence from different sides so that the employer can make a fair decision.
If you believe someone has information your employer should consider, explain who they are and why their evidence may be relevant.
What About Notes From the Meeting?
Your employer should keep a record of the grievance meeting, including what was discussed and any actions or decisions arising from the process.
Acas advises employers to give the employee copies of the meeting record and notes and ask them to confirm that the notes are accurate.
When you receive them, read them carefully.
If something important has been recorded incorrectly or a significant point you made is missing, raise this promptly and explain what you believe should be corrected.
Keep your own copies of:
• your original grievance;
• the meeting invitation;
• evidence you submitted;
• relevant emails or correspondence;
• meeting notes;
• any further information you provide; and
• eventually, the grievance outcome.
Having a clear record can be useful if the issue continues or if you later decide to appeal the outcome.
What Happens After a Grievance Meeting?
Your employer may carry out further investigation and could arrange another grievance meeting if necessary. This does not automatically mean your grievance has been accepted or rejected.
Once your employer has completed any further investigation and considered the information available, you should normally receive the grievance outcome in writing and be told about your right to appeal.
If you believe the outcome is wrong or your grievance has not been handled fairly, check your employer's grievance procedure for information about appealing.
How do I appeal a decision at work?
You may be able to appeal because, for example:
• you believe important evidence was not considered;
• you believe the outcome does not reflect the evidence;
• new evidence has become available;
• you believe the procedure was not followed fairly; or
• you believe the proposed resolution does not adequately address the grievance.
An appeal is normally another formal stage rather than simply repeating the original grievance.
You should check how to appeal and whether your employer's procedure specifies a deadline.
If an appeal meeting takes place, employees and workers can have a statutory right to be accompanied at grievance appeal hearings.
Things to Think About
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Did you provide the evidence you wanted your employer to consider?
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Did you explain what outcome or resolution you were hoping for?
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Did your employer explain whether further investigation is needed?
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Have you kept copies of your grievance and supporting documents?
Frequently Asked Questions
What is a grievance meeting?
A grievance meeting is an opportunity to discuss the concerns you have already raised formally with your employer. You should normally be given the chance to explain what happened, provide relevant information or evidence and say what you would like your employer to consider. Your employer may ask questions and may need to investigate some points further before reaching an outcome.
Can I bring evidence to a grievance meeting?
Yes. If you have information that supports the concerns you have raised, you can bring it to the meeting. This might include emails, messages, documents, dates, a timeline of events or details of people who may have relevant information. Try to focus on evidence that helps your employer understand the issues in your grievance rather than bringing everything connected with the situation.
Can I bring someone with me?
You may have a statutory right to be accompanied by a colleague or trade union representative where your grievance concerns an alleged breach of a legal or contractual duty owed to you. Your employer's grievance procedure may also provide a wider right to accompaniment. Check the policy and, if you would like someone with you, ask your employer before the meeting.
Will I get a decision at the meeting?
Not necessarily. Your employer may need to consider what you have said, review documents, speak to other people or carry out further investigation before reaching a decision. You should normally receive the grievance outcome in writing once the process is complete, together with information about how to appeal if you disagree with the decision.
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