How to Use This Checklist
Click each checkbox to mark items as complete. Your progress is automatically saved to your browser. Use this checklist to:
✅ Three Ways to Use This Tool
1. Audit existing procedures: Review your current grievance procedure against all 53 compliance points
2. Draft new procedures: Ensure you don't miss any essential legal requirements
3. Compare with HR systems: Verify your grievance handling process is legally compliant
⚠️ Understanding Importance Levels
🔴 Critical: Must have - omission creates serious legal risk or tribunal liability
🟡 Important: Should have - ACAS recommended for proper protection
🔵 Recommended: Best practice - enhances fairness and reduces disputes
1. Purpose and Scope (5 items)
Clear Statement of Purpose
States procedure is for handling employee concerns about work, working environment, or working relationships fairly and consistently.
🔴 Critical
Scope of Coverage Defined
Clearly states which employees/workers are covered (all employees minimum, potentially contractors). Essential for clarity on who can use procedure.
🔴 Critical
Definition of Grievance
Explains what constitutes a grievance with examples. Helps employees understand when to use procedure and managers recognize grievances.
🟡 Important
ACAS Code Reference
States procedure follows ACAS Code of Practice. Tribunals can increase awards by 25% for unreasonable failure to follow ACAS Code.
🔴 Critical
Non-Contractual Status
States procedure is not contractual and can be amended. Gives flexibility to update without breach of contract claims.
🔵 Recommended
2. Core Principles (6 items)
Fairness and Consistency
Commitment to handle all grievances promptly, fairly, and consistently. Core requirement of ACAS Code and natural justice.
🔴 Critical
Confidentiality Commitment
States information will be kept confidential as far as reasonably possible. Protects employee privacy and encourages reporting.
🔴 Critical
No Victimisation Protection
Clear statement employees won't suffer detriment for raising genuine grievances. Legal protection under Employment Rights Act 1996 s47B and Equality Act 2010.
🔴 Critical
Right to Be Accompanied
States statutory right to be accompanied by colleague or trade union rep at meetings. Employment Relations Act 1999 s10 requirement.
🔴 Critical
Good Faith Requirement
States all parties must act in good faith. Prevents abuse of process and supports dismissal of malicious complaints.
🟡 Important
False Allegations Consequence
Warns that false or malicious allegations may result in disciplinary action. Deters abuse while not discouraging genuine complaints.
🟡 Important
3. Informal Resolution (4 items)
⚠️ ACAS Recommendation
ACAS Code recommends attempting informal resolution first where appropriate. This can save time, maintain relationships, and reduce tribunal risk. However, serious matters (bullying, harassment, discrimination) may proceed straight to formal stage.
Encouragement of Informal Resolution
Encourages employees to attempt informal resolution before formal grievance. ACAS Code best practice - shows reasonableness to tribunals.
🟡 Important
Who Can Help
Specifies who employees can approach for informal resolution (e.g., line manager, HR). Provides clear guidance on first steps.
🔵 Recommended
Timeframe for Informal Stage
Reasonable timeframe for informal resolution (typically 5-15 working days). Prevents indefinite delays while allowing proper discussion.
🔵 Recommended
Serious Matters Exception
Notes that serious matters (bullying, harassment, discrimination) may proceed straight to formal. Ensures appropriate handling of serious allegations.
🟡 Important
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4. Raising a Formal Grievance (6 items)
Written Grievance Requirement
States grievances must be in writing (or verbal then confirmed in writing). ACAS Code requires written grievances - creates clear record.
🔴 Critical
Who to Submit To
Specifies who receives grievances (e.g., line manager, HR). Prevents confusion about where to send grievance.
🔴 Critical
Alternative Recipient
Provides alternative if grievance concerns usual recipient. Essential - employee must have someone impartial to report to.
🔴 Critical
Required Information
Lists what grievance should include: nature of complaint, names, dates, witnesses, previous steps, desired outcome. Ensures complete information for investigation.
🟡 Important
Acknowledgement Timeframe
States how quickly grievance will be acknowledged (typically 2-5 working days). Shows seriousness and prevents uncertainty.
🟡 Important
Initial Response Content
Describes what acknowledgement will include: next steps, timescales, who's handling it. Sets expectations and reduces anxiety.
🔵 Recommended
5. Investigation Process (7 items)
Investigation Required
States employer will investigate grievance. ACAS Code requirement - can't just reject without proper investigation.
🔴 Critical
Who Investigates
Specifies who conducts investigation (manager, HR, external). Must be someone appropriate and impartial.
🔴 Critical
Investigation Timeframe
Target timeframe for completing investigation (typically 10-20 working days). ACAS requires "without unreasonable delay" - specific timeframe shows commitment.
🟡 Important
Investigation Methods
Describes investigation methods: interviews, document review, witness statements. Transparency about process builds trust.
🔵 Recommended
Suspension Policy
States when suspension (with pay) may be used during investigation. Must be clear it's not disciplinary and circumstances are limited.
🟡 Important
Cooperation Requirement
States all parties must cooperate with investigation. Enables thorough investigation and maintains confidentiality.
🟡 Important
Extension Provision
Allows timeframe extension if needed with notification to employee. Realistic - complex investigations may need more time.
🔵 Recommended
6. Grievance Meeting (8 items)
Meeting Required
States employee will be invited to meeting to discuss grievance. ACAS Code requirement - can't decide without giving employee chance to explain.
🔴 Critical
Notice Period
Specifies notice period before meeting (typically 5 working days). ACAS requires "reasonable notice" - specific period provides certainty.
🔴 Critical
Meeting Invite Contents
Lists what invitation includes: date, time, location, attendees, investigation findings, documents, right to be accompanied. Natural justice requirement.
🔴 Critical
Right to Be Accompanied Detail
Confirms statutory right, who can accompany (colleague/union), companion's role. Employment Relations Act 1999 s10 - must inform of right.
🔴 Critical
Rescheduling Provision
Allows one postponement if employee/companion unavailable (within 5 days). Statutory requirement under Employment Relations Act 1999.
🔴 Critical
Who Chairs Meeting
Specifies who chairs (senior manager not involved). Must be impartial to ensure fairness.
🟡 Important
Recording Policy
States how meeting is recorded (written notes, audio with consent). Clear policy prevents disputes about recordings.
🟡 Important
Meeting Process
Outlines what happens at meeting: employee explains grievance, presents evidence, calls witnesses, comments on findings. Natural justice - must have opportunity to present case.
🟡 Important
7. Grievance Outcome (5 items)
Decision Timeframe
States timeframe for communicating decision (typically 5-15 working days). ACAS requires "without unreasonable delay".
🟡 Important
Written Decision Required
Decision must be in writing. Creates clear record and demonstrates proper process to tribunals.
🔴 Critical
Decision Contents
Lists what decision includes: whether upheld/partially upheld/not upheld, reasons, actions, timescales, appeal rights. ACAS requirement for reasoned decision.
🔴 Critical
Possible Outcomes Listed
Examples of possible outcomes: upheld/not upheld, actions, policy changes, disciplinary, mediation. Sets expectations about what might happen.
🔵 Recommended
Monitoring Commitment
States employer will monitor to ensure actions implemented and grievance doesn't recur. Shows commitment to resolution.
🔵 Recommended
8. Appeal Process (6 items)
⚠️ Appeal Rights Are Critical
ACAS Code requires employers to allow appeals. Tribunals can increase awards by 25% for unreasonable failure to include appeal right. Appeal must be to someone more senior than original decision-maker.
Right of Appeal Stated
Clear statement of right to appeal if unsatisfied with outcome. ACAS Code requirement - failure can result in 25% uplift in tribunal awards.
🔴 Critical
Appeal Deadline
Time limit for submitting appeal (typically 5-15 working days). Prevents indefinite uncertainty and allows employer to close case.
🔴 Critical
Who Hears Appeal
States appeal heard by more senior manager not previously involved. Must be impartial and more senior for credible appeal.
🔴 Critical
Appeal Grounds
Lists valid grounds for appeal: procedure not followed, unreasonable decision, new evidence, bias, inadequate investigation. Helps employees frame appeals properly.
🟡 Important
Appeal Meeting
States employee invited to appeal meeting with reasonable notice. Retains right to be accompanied. Same principles as grievance meeting apply.
🔴 Critical
Appeal Decision Finality
States appeal decision is final with no further internal appeal. Provides closure and allows move forward.
🟡 Important
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9. Additional Provisions (6 items)
Collective Grievances
Addresses how multiple employees with same grievance are handled. Can be dealt with collectively while preserving individual rights.
🔵 Recommended
Mediation Option
Offers mediation as alternative resolution method at any stage. ACAS best practice - can resolve issues without formal finding.
🔵 Recommended
Overlapping Procedures
States how grievance during disciplinary is handled. Must address as tribunals see refusal to hear grievances during disciplinary as unfair.
🟡 Important
Support and Wellbeing
Describes support available: EAP, occupational health, reasonable adjustments. Shows duty of care and may reduce sickness absence.
🔵 Recommended
Whistleblowing Distinction
Clarifies grievance procedure not for whistleblowing (illegal conduct, fraud, malpractice). Separate legal protections apply to whistleblowing.
🟡 Important
False/Malicious Grievances
States false or malicious grievances may result in disciplinary action. Protects against abuse while clarifying "not upheld" doesn't mean false.
🟡 Important
10. Data Protection and Records (4 items)
Confidentiality Standards
States confidentiality level (need-to-know or strict) and secure storage. Protects privacy and complies with GDPR.
🔴 Critical
Record Retention Period
States how long records kept (typically 3-7 years). GDPR requires retention only as long as necessary. 6 years matches tribunal time limits.
🔴 Critical
Data Subject Rights
States employee's right to access records held about them. GDPR Article 15 right of access requirement.
🔴 Critical
Confidentiality Obligation on Parties
Requires all parties maintain confidentiality and not discuss with uninvolved colleagues. Protects all parties and prevents gossip.
🟡 Important
11. Legal Protections and External Rights (6 items)
No Victimisation Policy
Clear statement that raising genuine grievances won't result in detriment. Legal protection under Employment Rights Act 1996 and Equality Act 2010.
🔴 Critical
Witness Protection
States witnesses won't suffer detriment for participation. Encourages people to come forward and protects them legally.
🟡 Important
Victimisation as Disciplinary Matter
States victimisation or retaliation will be treated as serious misconduct. Shows employer takes protection seriously and deters retaliation.
🟡 Important
Statutory Rights Preserved
States procedure doesn't affect statutory rights. Legally required - can't contract out of employment rights.
🔴 Critical
Tribunal Rights Information
Informs of right to Employment Tribunal if unsatisfied, including time limits (usually 3 months less 1 day). Transparency about external options.
🟡 Important
ACAS Early Conciliation
Notes requirement to notify ACAS before tribunal claim. Statutory requirement since 2014 - failure to notify makes claim inadmissible.
🟡 Important
Next Steps
Now that you've reviewed the compliance checklist, you have three options:
✅ Use Our Ready-Made Template (Recommended)
Save hours of legal research and drafting. Our professionally-crafted grievance procedure covers all 53 compliance points with legally-sound wording. Available in both Interview Mode (guided) and Editor Mode (direct editing) for just £10.
📝 Draft Your Own Procedure
Use this checklist as your guide, but remember: getting the legal wording correct is complex. ACAS Code compliance, timescales, and statutory rights require precise language. A single error can result in tribunal awards being increased by 25%.
⚖️ Book a Legal Consultation
For complex situations or to discuss specific workplace issues, consider booking a consultation with our legal professionals for personalized advice tailored to your circumstances.