Complaint & Grievance form template
A structured form for employees to formally raise concerns about bullying, harassment, discrimination or other workplace behaviour issues. Ensures complaints are documented consistently and handled fairly.
Complaint & grievance form
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Why you need a formal complaint form
A standardised complaint form ensures that all workplace grievances are documented consistently and thoroughly. This is essential for fair investigations and demonstrates that your business takes complaints seriously.
Proper documentation protects both the employee making the complaint and the business. If disputes escalate to Fair Work or external bodies, having detailed records shows you followed a proper process. Using HR software helps you maintain secure, organised employee records and complaint documentation.
This form complements your Harassment & Bullying policy and provides a clear pathway for employees to raise formal concerns when informal resolution hasn't worked.
Key features of this form
Designed to capture all essential information for a thorough investigation
Structured format
Clear sections to capture all relevant information about the complaint.
Incident details
Space to describe what happened, when, where and who was involved.
Witness information
Section to record details of any witnesses to the incident.
Evidence checklist
Prompts to attach supporting documentation or evidence.
Confidentiality statement
Acknowledgement of how the complaint will be handled.
Timeline record
Space to document dates, times and sequence of events.
What's included in this form
Comprehensive sections for complete complaint documentation
Complainant details
Name, position, department and contact information of the person raising the complaint.
Complaint type
Checkboxes to identify the nature of the complaint (bullying, harassment, discrimination, etc.).
Incident description
Detailed account of what happened, including dates, times and locations.
People involved
Names and roles of the person(s) the complaint is about.
Witness details
Contact information for anyone who witnessed the incident(s).
Previous attempts to resolve
Record of any informal steps already taken to address the issue.
Desired outcome
What the complainant hopes to achieve through the formal process.
Supporting evidence
Checklist of attached documents, emails or other evidence.
Declaration
Statement confirming the information is true and accurate.
Acknowledgement
Signature, date and acknowledgement of the grievance process.
When to use this form
Guidance on when a formal complaint is appropriate
Formal vs informal complaints
Not every workplace issue requires a formal complaint. Minor disagreements or misunderstandings can often be resolved through direct conversation or with manager support. This form is for situations where informal resolution hasn't worked or isn't appropriate.
Serious matters like sexual harassment, discrimination, or ongoing bullying should generally be documented formally from the outset, even if informal steps are also taken.
What happens after submission
Once a complaint is submitted, it should be acknowledged promptly and an investigation process commenced. The complainant should be kept informed of progress and timeframes.
Your Harassment & Bullying policy should outline the full investigation process, including how confidentiality is maintained and what outcomes are possible.
Confidentiality and protection
Employees who raise complaints in good faith must be protected from victimisation or retaliation. The form includes acknowledgements about confidentiality and how information will be used during the investigation process.
Who should use this form?
Essential for any business with employees
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment and workplace standards.
Ready to formalise your complaint process?
Download our Complaint & Grievance form template and ensure all workplace concerns are documented properly.
Looking for more HR templates? Browse all behaviour & conduct templates
Related guides
Learn more about implementing this policy
Related templates
Use this form alongside these related policies
Harassment & bullying policy
The policy that outlines your investigation process and complaint procedures.
View templateCode of conduct policy
Defines the behaviour standards that complaints may relate to.
View templateEqual opportunity policy
Covers discrimination complaints and protected attributes.
View templateDisclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.