Employee Grievance Form Template
An employee grievance form that captures the complaint, desired outcome, and prior steps so HR can investigate fairly and resolve concerns through a clear process.
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What you get
- A grievance form capturing the complaint, parties, and timeline
- Space for the employee's desired resolution
- An HR section for acknowledgement, investigation, and outcome
- A clear, repeatable grievance-handling workflow
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Employee details
- Employee name
- Job title / department
- Manager / supervisor
- Date grievance raised
How to complete this form
Describe your concern factually and in full. Include dates, locations, people involved, and any witnesses. The more specific you are, the more thoroughly HR can investigate.
Nature of the grievance
- What is the grievance about?
- Date(s) and location of events
- People involved
- Witnesses (if any)
Desired outcome
- What resolution are you seeking?
- Supporting documents attached— emails, photos, records
Employee declaration
- Employee signature & date
The preview stops here; the template continues in the download.
How to use this template
- Give it to the employee. Share the form so the person raising the concern can document it in their own words before the meeting.
- Acknowledge promptly. Log the date received and confirm receipt within your policy timeframe to show the grievance is taken seriously.
- Investigate and decide. Use the HR section to record the investigation, findings, and outcome, then communicate the decision in writing.
- Offer an appeal. Tell the employee how to appeal if they're unsatisfied, and file the completed form confidentially.
Frequently asked questions
What is the difference between a grievance and a complaint?
A complaint is often informal, while a grievance is a formal concern raised through a defined procedure that requires acknowledgement, investigation, and a documented outcome. This form formalises the process.
How quickly should HR respond to a grievance?
Acknowledge receipt quickly — usually within a few working days — and follow the timelines in your grievance policy. Prompt, visible action signals fairness and reduces escalation.
Can an employee appeal a grievance outcome?
Yes. A fair process includes the right to appeal to someone not involved in the original decision. Always tell the employee how and by when to appeal.