Handling employee grievances correctly is essential for every UK employer in 2026. A clear employee grievance procedure helps businesses resolve workplace disputes fairly, improve employee relations and remain compliant with UK employment law and ACAS guidance.
With greater expectations around transparency, faster communication and stronger workplace protections, employers face increasing legal and reputational risks if complaints are mishandled – particularly following changes introduced under the Employment Rights Act 2025.
The good news is a well-structured grievance process helps employers address concerns early, maintain positive working relationships and reduce the risk of costly disputes while remaining compliant with employment law.
After reading this guide, you’ll walk away with:
- What an employee grievance is
- Why you need to handle grievances properly in 2026
- Our 8-step process for handling grievances
- Common mistakes to avoid when handling grievances
- How technology and hybrid working are changing grievance handling in 2026
- When you should seek HR support
What is an Employee Grievance?
An employee grievance is a formal workplace complaint raised by an employee about unfair treatment, workplace conditions, bullying, discrimination, pay, or other concerns affecting their employment.
Here are some common examples of workplace grievances:
- Workplace bullying or harassment
- Discrimination or unfair treatment
- Health and safety concerns
- Problems relating to pay or benefits
- Workload issues or long hours
- Conflicts with managers or colleagues
- Breaches of company policies or contracts
- Concerns linked to hybrid or remote working arrangements
In the UK, employers need to deal with grievances fairly and in line with the ACAS Code of Practice. If you don’t, you could face damaging employee relationships or even legal claims.
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How long should an employee grievance take?
Ideally, employee grievances should be resolved within 2-4 weeks of it being submitted to you as the employer.
The initial meeting should be agreed within 5 working days of the grievance being raised by the employee.
The timeframe for investigations varies from case to case. A generous amount of time is generally allowed, but this can take anywhere from a few days to a few weeks, depending on what needs to be investigated.
Following the investigation, the decision should be communicated to the employee as quickly as possible, without any unnecessary delay.
If the employee wishes to appeal the decision, they have up to 10 working days to do this.
Why employers need to handle grievances properly in 2026
Workplaces have evolved significantly in recent years. Hybrid working and an increased focus on employee wellbeing and company culture mean that employers must respond quickly and professionally to concerns.
If you fail to manage a grievance properly, it can lead to:
- A slump in morale & productivity
- Higher staff turnover
- A hit to your company’s reputation
- A rise in absence and workplace conflict
- More employment tribunal claims and financial penalties
But, if you nail down a solid grievance process, you will:
- Build trust and transparency
- Nip disputes in the bud before they escalate
- Show you’re compliant with UK employment law
- Boost employee engagement and retention
- Nurture a healthy workplace culture
Put simply: employees are far more likely to stay in a job where they feel heard and are treated fairly. A clear grievance process also provides managers with protection by ensuring decisions are consistent and evidence-based.
8 steps to handling employee grievances
Free Download: Example employee grievance procedure template
Step 1: Encourage informal resolution first
If an issue arises, it doesn’t have to become a formal grievance straight away. In many cases, concerns can be sorted informally through open communication between whoever is involved.
It’s important that you encourage employees to voice their concerns at an early stage and provide ample opportunity for informal discussion (or mediation where appropriate). This can often iron things out and result in a less stressful situation for everyone.
But, serious allegations such as harassment or discrimination should be directed straight away to a more formal process.
Step 2: Acknowledge the formal grievance quickly
Once a formal grievance has been submitted, acknowledge it as soon as you can. Delays only increase frustration and it’s important that the employee feels heard and valued.
When you acknowledge it, you should:
- Confirm receipt of the grievance
- Clearly outline next steps
- Provide expected timeframes
- Reassure the employee that the matter will be handled confidentially and fairly
A fast response will help to establish trust and show that you take complaints seriously as an organisation.
Step 3: Review your grievance policy & ACAS guidelines
At this stage, it’s crucial that you review your internal grievance policy and cross-check with the latest ACAS guidance.
Ensure that your process is consistent, transparent, legally compliant and applied equally to everyone in the business.
You should also check if any contractual obligations, industry regulations or safeguarding considerations apply to the situation.
Discovered that your grievance policy is outdated, unclear or non-existent? Now is the time to address it. An HR audit can help here.
Are you ready to speak to our team? Get expert grievance advice now.
Step 4: Conduct a fair & thorough investigation
This is one of the most important parts of the grievance process.
Depending on the situation, this could involve:
- Interviewing the employee raising the grievance
- Speaking with witnesses
- Reviewing emails, internal messages or documents
- If you have a hybrid working policy, you may also review virtual meeting records or other digital communications
- Gathering evidence objectively
- Keeping accurate records throughout using an HR document management system
The person investigating has to stay impartial and avoid making assumptions until all evidence has been gathered and reviewed.
Step 5: Hold a formal grievance meeting
Now it’s time to go a bit deeper and invite the employee in question to a formal grievance meeting, where you’ll discuss the issue in more detail.
You need to:
- Give the employee reasonable notice of the meeting
- Let the employee know that they can bring a companion, where applicable
- Give the employee the opportunity to explain their concerns fully
This meeting needs to focus on facts, evidence and potential solutions – not personal opinions or emotions.
Managers should listen carefully, ask any relevant questions and make sure the employee feels heard from start to finish.
Step 6: Make a reasonable and evidence-based decision
It’s now time to decide whether the grievance will be upheld, partially upheld or not upheld.
Your decision should be reasonable and based on concrete evidence – not assumptions. Ensure that the decision is clearly documented and consistent with company policies.
Possible outcomes may include:
- Mediation between employees
- Additional training
- Policy changes
- Disciplinary action
- Adjustments to working arrangements
Consistency is key here to minimise the risk of discrimination or unfair treatment claims.
Step 7: Communicate the outcome clearly
As soon as you’ve made your decision, it’s time to let the employee know. Do this as soon as possible.
Your outcome letter to them should include:
- A summary of your findings
- The decision reached
- Any actions being taken
- The reasons behind the decision
- Information about their right to appeal
Even if the employee disagrees with the decision, clear communication will reduce misunderstandings and show that you’re being completely fair.
Step 8: Handle appeals properly
Employees have the right to appeal if they feel the process was unfair, or important evidence was overlooked.
Appeals ideally need to be handled by someone who hasn’t yet been involved in the case.
During the appeal process, you need to:
- Review the original decision objectively
- Consider any new evidence
- Hold an appeal meeting (if necessary)
- Confirm the final outcome in writing
Manage this well and you’ll demonstrate just how committed the organisation is to fairness and accountability.
Free Download: Example grievance procedure process template
Common mistakes employers make when handling grievances
Many employers (often unintentionally) slip up on things that result in a higher risk of legal action and damaging employee rapport.
Common issues we see include:
- Ignoring complaints or delaying responses
- Failing to follow company procedures
- Carrying out biased investigations
- Poor record-keeping
- Breaching confidentiality
- Treating similar cases inconsistently
- Not training managers properly
- Reacting to employee concerns unprofessionally
Even the smallest errors here can weaken your position as the employer if the case leads to an employment tribunal – so it’s important to avoid these mistakes.
How technology and hybrid working are changing grievance handling in 2026
Workplaces have changed significantly over recent years – especially since the COVID-19 pandemic – and this shift has introduced new challenges when it comes to grievance handling.
In 2026, you should pay extra attention to issues linked to:
- Remote communication and online behaviour
- Digital harassment or bullying
- Monitoring/surveillance concerns
- Flexible working disputes
- Mental health and isolation in remote teams
But technology also plays a positive role. Many organisations now use HR software to:
- Track grievance cases securely
- Maintain investigation records
- Monitor response times
- Improve reporting and compliance
Virtual grievance meetings are on the rise, especially within hybrid organisations. If this is the case for you, you must ensure that remote processes stay fair, confidential and accessible.
When should you seek external HR support?
There may come a time when you need expert HR or legal support.
This may be necessary when:
- The case involves discrimination or harassment allegations
- Senior managers are involved
- There is a risk of tribunal action
- Internal handling may appear biased
- You don’t have enough in-house HR expertise
- Multiple employees are affected
- The matter is complex or highly sensitive
Reaching out for expert support at an early stage can help you avoid expensive mistakes and ensure you stay compliant with UK employment law.
To speak to one of our experienced consultants you can Book a discovery call.
Summary
Employment grievances are part of managing people – but how you respond to them can make or break your staff morale, legal risk and company culture.
Get a fair, structured and transparent grievance process in place – one that includes considerations around modern working environments – and you’ll resolve issues more effectively and build stronger employee relationships.
A proactive approach is the way forward here: you’ll minimise disputes and nurture a more positive and productive workplace.
FAQs
Q: What’s the difference between a grievance and disciplinary issue?
A: A grievance is a complaint raised by an employee about a workplace concern, whereas a disciplinary issue relates to concerns an employer has about an employee’s conduct or performance.
Q: How long should a grievance investigation take?
A: There’s no fixed legal timeframe for this, but employers should handle grievances as quickly as they can, while allowing for a fair and thorough process.
Q: Can an employee raise a grievance anonymously?
A: Employees can raise concerns anonymously, but this may make it harder for employers to investigate fully given that they don’t know who raised the issue. That said, employers should still assess anonymous complaints carefully and seriously.
Q: What happens if an employer ignores a grievance?
A: Ignoring a grievance can seriously damage employee relations and increase the risk of legal claims, including constructive dismissal or discrimination cases. Failing to follow proper procedures will also be viewed negatively should a case go to tribunal.
Q: Do small businesses need a formal grievance policy?
A: Yes – even small businesses should have a clear grievance procedure to ensure consistency with UK employment law.
Q: Can grievances be handled remotely?
A: Yes – provided the process remains confidential, fair and accessible to all parties involved.
How MJV Consulting can help
At MJV Consulting, we have 25 years of combined experience supporting growing businesses with practical and forward-thinking HR strategies.
Handling employee grievances correctly is essential for protecting your business, maintaining positive employee relations and staying compliant with UK employment law. Whether you need support with grievance investigations, policy development or HR compliance, our team can help you manage workplace issues fairly and confidently.
We offer bespoke support tailored to your business, helping you reduce risk, improve processes and ensure your grievance procedures are fit for the modern workplace.
So if you’re a small business in the Sussex, Surrey or London area and need expert HR support, get in touch with MJV Consulting to discover how we can help.
