What is the difference between a grievance and a complaint?

The terms are often used interchangeably, but a complaint is usually an informal expression of dissatisfaction, while a grievance is a formal issue raised through a defined procedure — often relating to a breach of policy, contract or law. This form works for both: it captures the detail needed for an informal resolution or a formal investigation.

Do I need to customise this form for my business?

Yes. Add your organisation’s name, branding and any specific procedures or contact points. If your industry or enterprise agreement sets out a particular grievance procedure, align the form’s steps and timeframes with it. You may also want to tailor it for a specific audience — internal staff, customers or contractors.

How should a completed grievance form be handled?

Acknowledge receipt promptly, then review the details fairly and confidentially. Interview any witnesses, give the person the complaint is about a chance to respond, reach a reasonable outcome based on the facts, and notify the complainant of the result. Keep a confidential record using the ‘official use only’ section so you have a clear audit trail.

How do I keep a grievance confidential?

Share the details only with those who genuinely need to know to investigate and resolve the matter. Store completed forms securely — ideally in HR software rather than shared drives or email — and make clear to everyone involved that confidentiality is expected throughout the process.

What happens if a complaint can't be resolved internally?

If an issue can’t be resolved through your internal process, an employee may be able to take it to the Fair Work Commission or, for discrimination matters, the Australian Human Rights Commission. Handling the complaint fairly and keeping good records from the start puts you in the strongest position if it escalates.

Can employees raise a complaint anonymously?

You can choose to allow anonymous complaints, though they can be harder to investigate fully. Many workplaces offer both an anonymous channel and this named form. Whichever route is used, the key is that every good-faith complaint is taken seriously and the reporter is protected from retaliation.

FREE HR TEMPLATE Last updated 26 June 2026

Complaint & grievance form template

A free, ready-to-edit complaint and grievance form for Australian workplaces. Give employees a clear, structured way to formally raise an issue, and give managers a consistent record to investigate and resolve it — no signup required.

Complaint & grievance form

PDF format • Ready to download

Structured complainant & incident details

Witness and prior-action sections

Confidential internal investigation log

Includes acknowledgement & signature

By downloading, you agree to our template disclaimer

This complaint and grievance form template reflects Australian workplace standards and Fair Work principles at the time of publication and is provided as a general guide to adapt for your business. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.

References HR Hub disclaimer Modern Awards Fair Work

Why your workplace needs a grievance form

A clear grievance form turns a difficult conversation into a documented, fair process. It gives employees a structured way to formally raise a concern and gives you a consistent record to investigate — which is exactly what Fair Work expects of a reasonable employer.

Without a standard form, complaints arrive by email, in passing or not at all, and important details get lost. A documented form captures who, what, when and where up front, so nothing is missed and every complaint is treated the same way. It supports your code of conduct and harassment & bullying policy by giving them a working procedure.

Use this form alongside our guide on how to handle a workplace complaint, and store completed forms securely in your HR software so sensitive details stay confidential and on a need-to-know basis.

What this form captures

Everything you need to receive and act on a complaint fairly

Complainant details

Name, role or relationship to the organisation and preferred contact method.

Details of the complaint

A specific account of what happened, when, where and who was involved.

Witnesses

Anyone who saw the incident or can provide relevant information.

Previous actions taken

Whether the issue was raised informally and what the outcome was.

Desired outcome

The specific resolution the complainant is seeking.

Confidential investigation log

An internal-only section for HR to record findings and corrective action.

What's included in this form

Seven structured sections covering the full complaint lifecycle

Part 1 — Complainant details

Full name, date submitted, role/relationship and preferred contact method.

Part 2 — Details of the complaint

Dates, times, location, people involved and a full description of the issue.

Part 3 — Witnesses

Names and roles of anyone who can provide relevant information.

Part 4 — Previous actions taken

Whether the issue was reported informally, to whom and the outcome.

Part 5 — Desired outcome

The resolution the complainant is seeking.

Part 6 — Acknowledgement & signature

Confirmation the information is true and will be handled confidentially.

Part 7 — For official use only

Internal HR section: date received, investigator, priority, notes and outcome.

Running a fair grievance process

How to handle a completed form so the outcome holds up

Keep it confidential

Complaint details should be shared on a need-to-know basis only, to facilitate the investigation. Store completed forms securely and make clear to the complainant how their information will be used.

Protect against retaliation

Employees who raise a good-faith complaint must be protected from any form of retaliation. Make this explicit, and apply your misconduct process consistently to anyone who breaches it.

The steps after a form is submitted

Acknowledge

Confirm receipt to the complainant and explain what happens next.

Investigate

Review the details fairly, interview witnesses and gather evidence.

Decide

Reach a reasonable outcome based on the facts, with both sides heard.

Notify & record

Inform the complainant of the outcome and keep a confidential record.

Many issues can be resolved informally first — see our guide on how to handle a workplace complaint. Use the formal form when informal resolution isn’t appropriate or hasn’t worked.

For more serious matters, pair this form with a structured workplace investigation and document every step. Consistency and good records are your best protection if a complaint later escalates to the Fair Work Commission.

Who should use this form?

Any workplace that wants complaints handled fairly and consistently

Hospitality & cafes Retail stores Healthcare & aged care Childcare centres Trades & construction Security

Particularly useful for teams without a dedicated HR department, where a clear form keeps the process fair.

Compliance resources

Official guidance on grievances and workplace complaints in Australia.

Fair Work Ombudsman Fair Work Commission Australian Human Rights Commission SafeWork SA — grievance report

Keep complaints confidential and on record

RosterElf helps Australian businesses store sensitive HR records securely, track policy acknowledgements and manage a compliant, well-run team — all in one place.

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Related guides

Handle complaints and investigations the right way

How to handle a workplace complaint

A fair, step-by-step process for receiving and resolving complaints.

Read guide

How to conduct a workplace investigation

Run fair, thorough investigations into serious complaints.