How to hold a grievance meeting

Handling workplace issues can feel daunting, but knowing how to conduct a grievance meeting properly ensures fairness, compliance, and positive outcomes. A grievance meeting gives employees a formal opportunity to raise concerns about treatment, policies, or working conditions. Managed correctly, it strengthens trust and supports a healthy and harmonious workplace culture.

Any grievance raised must be taken seriously. It is recommended that all businesses follow the ACAS Code of Practice on disciplinary and grievance procedures. While it is not required by law, an employment tribunal can reduce or increase any money awarded in a case by up to 25% if the code hasn’t been followed.

At Vero HR, we act as an extension of your team, providing flexible and scalable support so you remain in control at all times while we guide you through the process.

What is a grievance meeting?

A grievance meeting is a structured discussion between an employer and an employee regarding a workplace concern. It provides a formal setting for employees to raise issues such as workload pressures, treatment by colleagues or managers, or perceived unfair policies or processes. The objective is to listen, investigate, and resolve the matter fairly, reducing the risk of escalation while maintaining a professional, supportive environment.
For businesses needing additional guidance, our Vero HR services offer tailored, expert-led support.

The ACAS code of practice

The ACAS Code of Practice states that, ideally, once a formal grievance has been raised, you should hold an initial meeting within five days.

Before attending this meeting, ensure that you have:

• a copy of the employee’s grievance letter.
• a copy of the company’s grievance procedure.
• copies of any additional documents you intend to refer to.

You must also make sure that the employee has been invited to attend the interview in writing and that they have been informed of their right to have a colleague or union representative present at the meeting. The manager holding the meeting should also have a colleague attend for note taking.

Preparing for a grievance meeting

Preparation is essential to ensure the meeting is productive and fair. Key steps include:

• Review the Grievance: Carefully read the employee’s statement and gather any relevant background information.
• Decide who should attend: Typically, this includes the employee, their line manager, and an HR representative or impartial colleague. Ensure there’s no conflict of interest.
• Schedule appropriately: Choose a private, neutral location and allow sufficient time for discussion.
• Provide advance notice: Share the agenda with the employee so they can prepare.
• Prepare supporting materials: Gather any documents or evidence relevant to the grievance and consider questions to guide the discussion.

Thorough preparation demonstrates fairness and sets the tone for a constructive meeting.

How to conduct a grievance meeting

During the meeting, start by explaining its purpose, the process, and confidentiality expectations. Allow the employee to explain their concerns fully without interruption, showing that their voice is valued.

Take notes to maintain an accurate record, and ask clarifying questions when necessary. It’s important to remain neutral and focus on the facts, avoiding assumptions or judgments. Conclude by summarising next steps, including how the grievance will be investigated and when the employee can expect a response.

Approaching the meeting calmly and systematically helps prevent escalation and shows your commitment to a fair resolution.

Practical advice for employers

Grievance meetings are not just procedural; they are a vital part of maintaining trust. Encourage employees to raise concerns openly, and ensure they understand there will be no retaliation. Investigate claims thoroughly before deciding on outcomes, and communicate decisions in writing. Maintaining clear records of all communications protects both the employee and your business.

If a grievance is complex, consider seeking guidance from our expert-led HR support or Vero Legal team to mitigate risk and ensure compliance.

After the grievance meeting

Post-meeting actions are key to resolving concerns effectively. Follow these steps:

• Investigate: Speak to relevant parties and gather evidence where needed.
• Evaluate: Assess the facts objectively and determine an appropriate outcome.
• Communicate: Provide the employee with a written response, including any actions to be taken.
• Monitor: Check that the resolution is effective and ensure no further issues arise.

Having a clear post-meeting process reinforces trust and demonstrates professionalism.

Why grievance meetings matter

Well-managed grievance meetings reduce the risk of employment disputes, strengthen engagement, and promote a positive workplace culture. At Vero HR, we provide pragmatic advice and expert-led employment law support, helping businesses navigate grievance procedures confidently and effectively.

Take action with confidence

Workplace grievances don’t need to be stressful. Enquire now and let’s talk about what you need, or book a free consultation with one of our HR experts to explore flexible, scalable HR solutions tailored to your business. Let us handle HR so you can focus on growth.