Grievance Policy Template

PandaDoc's grievance policy template enables you to create your grievance policy precisely and allows your employees to address their grievances in the outlined way. This grievance policy template defines potential grievances that might arise at the workplace, outlines the procedures for resolving grievances, explains how to file and handle a formal complaint, and addresses the possible consequences for violating the policy.

Introduction

At [Sender.Company], we aim to foster good relations among all employees and management. We acknowledge that grievances can occur at any time, arising from disagreements between employees or decisions made by the management. This may include any other situation where an employee feels that the terms and conditions of their employment contract have been violated.

​[Sender.Company] Grievance Policy clearly outlines below all procedures that employees, the management, and third-party contractors should follow to resolve any grievance and how the Company will handle a formal complaint.

Purpose of the Policy

​[Sender.Company] wishes to provide an opportunity for employees to express their grievances without compromising their position. We have established this Grievance Policy to foster good relations in the Company and ensure that grievances are addressed effectively, respectfully, and timely without any delay. All employees and the management should clearly understand this Policy and follow it to the latter whenever grievances arise.

Scope of the Policy

The Grievance Policy applies to all employees, applicants for employment, and management while working on the Company's premises or handling the Company's operations elsewhere. The Policy also applies to third-party contractors working within the Company premises or handling Company resources.

Policy Elements

Introduction

​[Sender.Company] defines a grievance as an employee's concern, problem, or complaint regarding their co-worker relationships, job, or workplace.

​[Sender.Company] aims to address employee concerns amicably within a short time. Grievances can arise from:

• Health and safety issues in the workplace

• Behavior or decisions that you find upsetting, unjust, or unfair

• Any form of discrimination based on religion, age, disability, marital status, ethnic origin, sex, sexual orientation, race, or gender.

• Workplace harassment and bullying

• Poor treatment by the management or other co-workers

• Working hours and conditions.

• Violation of the terms and conditions outlined in the employment contract by the management, supervisors, or any other employee.

• Adverse changes in the working conditions and environment

• Supervisor behavior

• Any other issue affecting the worker's employment

​[Sender.Company] may not take the following as grievances:

• Requests for reasonable accommodation.

• Complaints about salary.

• Promotion opportunities or benefit changes.

Grievance Resolution Procedure

In the event of a grievance, [Sender.Company] recommends that the involved parties solve the grievance informally using the following procedure:

• Talking to each other directly.

• Mediation by a neutral person within the department they are working on. This can be a supervisor or another employee.

• The supervisor or co-worker will evaluate the situation and assist the involved employees or parties in reaching an agreement and solving the grievance amicably.

If the employees cannot resolve the grievance informally, [Sender.Company] requires them to report the grievance to the management. This can be either a supervisor, senior supervisor, or the Human Resource Department. When resolving the grievance, [Sender.Company] requires all involved parties to cooperate and uphold good communication skills to resolve the issue faster and more efficiently.

When filing a grievance formally, [Sender.Company] specifies that the employees should either:

• Air the grievance to the supervisor

• Submit their grievance to a senior manager verbally or through writing if the grievance involves the employee's supervisor.

• Fill out the grievance form at the HR office and submit it to the HR officers.

• If an employee is not satisfied with how a grievance is resolved, they should fill out an appeal form and submit it to the HR office.

​[Sender.Company] aims to resolve grievances in the shortest time possible. Any grievance related to a supervisor's behavior, such as acts of violence, sexual harassment, or discrimination, should be reported immediately to the next level supervisor or HR department.

HR Grievance Resolution Procedure

After filing a grievance formally with the (Company Name) HR department, the HR department will:

• Ask the employee tabling the grievance to fill out a grievance form.

• Ask the employee to explain his grievance to ensure that the HR officers understand it clearly.

• Present the grievance to the involved parties.

• [Sender.Company] will investigate the matter presented first to find out how it occurred. This will be conducted objectively and fairly before taking the next steps. The employees will be notified of all the proceedings of the investigation.

• Next, [Sender.Company] mediator will be appointed according to the Company policy to mediate the conflict between the involved party. This individual is impartial and has no vested interest on either side of the grievance. The mediation process should result in an agreement that suits both Management and Employees involved while preserving Company morale and efficiency.

• After resolving the grievance, the management will follow up with the employees to ensure they are satisfied with how the grievance was resolved. This includes communicating any updates related to the grievance and meeting all expectations outlined.

• Once the grievance is fully resolved, all accurate information, including the investigations data and decisions made, will be documented for future reference.

Rights of Employees Facing Allegations

​[Sender.Company] aims at protecting employees who present a grievance either formally or informally. All employees or third parties involved in a grievance have the right to:

• Receive a copy of the allegations

• Be allowed to respond to the claims freely.

• Be treated fairly without being subjected to any form of discrimination.

• Appeal to any formal decision made.

The Company will:

• Preserve confidentiality at all stages.

• Communicate the grievance procedure with the involved employees.

• Resolve the grievances promptly.

• Treat employees filing grievances equally without victimization.

If an employee is dismissed, suspended, or resigns in connection with a grievance, [Sender.Company] will not record the grievance in the employee's personnel file.

Consequences

If the investigation proves that the grievance presented is valid, (Company Name) will take several actions on the employee/employees against whom the complaint is made. These include:

• Asking the reported person/persons or third parties to offer a written apology to the complaint.

• Issue a warning

• Transfer the employee/employees

If the grievance is severe, such as repeated cases of discrimination, sexual harassment, or acts of violence that result in extreme harm or vandalism of the Company's assets, [Sender.Company] may take the following measures on the involved employee/employees or third parties:

• Issue a formal warning.

• Demotion

• Ask the involved parties to pay for the damages caused.

• Take disciplinary action, including suspension or termination of employment.

Effective Date

The provisions of this Grievance Policy are effective throughout the working period in the Company. This Policy is used in conjunction with the Employment Standards Act and other Company policies, including:

• Anti-Discrimination and Equal Employment Opportunity Policy.

• Code of Conduct.

• Anti-Harassment and Workplace Anti-Bullying Policy.

• [Sender.Company] may change the provisions of this Grievance Policy without notice.

This procedure has been approved and authorized by:

​

Signature

MM / DD / YYYY

​[Sender.FirstName][Sender.LastName]​