Free workplace grievance form template
A structured PDF form for employees to formally raise workplace concerns or complaints. Ensures grievances are documented consistently and handled through a fair, defensible process.
Grievance form
PDF format • Ready to print
No signup required. Print or fill in digitally.
This grievance form is a general HR template and is not legal advice. Customise it to your workplace, grievance procedure and the relevant awards or legislation, and confirm your obligations with Fair Work before relying on it. 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.
What's in this form
Everything needed to document a grievance consistently
Employee & grievance details
Name, position, department and contact details, plus the date and type of grievance being raised.
Detailed description
Space to set out what happened, when and where, in the employee’s own words with specifics.
People & witnesses
Record who was involved and the contact details of anyone who witnessed the events.
Previous resolution attempts
Capture any informal steps already taken to resolve the matter before it became formal.
Desired outcome
What the employee hopes to achieve, plus a list of any supporting evidence attached.
Confidentiality & declaration
A confidentiality statement, declaration of accuracy, and signature and date fields.
How to handle a workplace grievance
A fair, defensible process in four steps
1. Try informal resolution
Encourage a direct conversation or mediation first. Many concerns are resolved without a formal process when raised early.
2. Submit & acknowledge
Have the employee lodge the grievance in writing with specifics using this form, then acknowledge receipt promptly.
3. Investigate neutrally
Run a prompt, impartial investigation — gather facts, interview those involved and review any evidence fairly.
4. Outcome & appeal
Hold a hearing if needed, then provide a written outcome and a clear right of appeal.
Handling grievances fairly means resolving issues informally where possible, documenting formal complaints, investigating neutrally and communicating the outcome in writing. For a full walkthrough, read our guide on how to handle a workplace complaint, and see how employee discipline processes connect when conduct is involved.
Who uses this form
Essential for any Australian business with employees
Hospitality & cafes
Handle staff concerns fairly across busy, high-turnover venues.
Retail & supermarkets
Document complaints consistently across multiple store teams.
Healthcare & aged care
Keep clear records where compliance and duty of care matter most.
Professional services
Give employees a clear, formal pathway to raise workplace issues.
Whatever your industry, a clear grievance process protects everyone. Set the ground rules first with a documented policy management process, then give your team a consistent way to raise concerns.
Manage grievances without the paperwork
Paper forms get lost, and tracking who handled what across investigations and outcomes is hard to do by email. RosterElf's HR software keeps grievances, policies & employee records in one secure place, with clear audit trails so your process stays fair and defensible.
HR guides
Handle grievances and conduct issues the right way
How to handle a workplace complaint
A step-by-step guide to managing grievances fairly, from informal resolution through to a documented outcome.
Read the guideHow to write a warning letter
Document conduct and performance issues correctly when a grievance leads to disciplinary action.
Read the guideEmployment law essentials
Understand the Fair Work obligations that shape how grievances and disputes must be handled.
Read the guideRelated templates
Use this form alongside these related templates
Grievance form FAQ
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Set out the facts clearly and stick to specifics. State your name and position, describe exactly what happened with dates and locations, name anyone involved or any witnesses, list any evidence, note any informal steps already taken, and explain the outcome you are seeking. Keep it factual and avoid emotive language. This free template prompts you through each of these sections so nothing is missed. For the full process see our guide on how to handle a workplace complaint.
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Common workplace grievances include bullying or harassment, unfair treatment or discrimination, unsafe working conditions, unpaid wages or entitlements, and disputes over rosters, workloads or management decisions. A strong grievance describes a specific incident or pattern, the impact it had, and what resolution is sought — rather than a vague complaint. Where conduct is involved, our employee discipline glossary entry explains how formal processes typically work.
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Avoid emotive or accusatory language, speculation, threats, and personal insults. Do not include unrelated past grievances or hearsay you cannot substantiate, and never falsify or exaggerate events. Stick to verifiable facts, dates and the impact on you. A measured, factual grievance is far more likely to be taken seriously and resolved.
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Yes. The PDF is ready to print or fill in digitally, and you can adapt the fields to match your own grievance procedure — add your logo, adjust sections, or remove anything that does not apply. Pair it with a documented policy and consistent record-keeping using digital HR records.
Before you download
General information only — not legal advice
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.