Grievance form template
A structured form for employees to formally raise workplace concerns or complaints. Ensures grievances are documented consistently and handled through a fair process.
Grievance form
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Why you need a formal grievance form
A standardised grievance form ensures that all workplace concerns are documented consistently and thoroughly. This creates a clear record and demonstrates that your business has a fair process for addressing employee issues.
Proper documentation protects both the employee raising the concern and the business. If matters escalate to Fair Work or external bodies, having detailed records shows you followed appropriate procedures and took complaints seriously.
This form provides employees with a clear pathway to raise formal concerns when informal resolution hasn't worked or isn't appropriate for the situation.
Key features of this form
Designed to capture all essential information for proper resolution
Structured format
Clear sections to capture all relevant information about the grievance.
Issue description
Space to describe the workplace concern, including dates and circumstances.
People involved
Section to record who is involved and their role in the grievance.
Resolution attempts
Document any informal steps already taken to resolve the issue.
Confidentiality
Statement on how the grievance will be handled and information protected.
Timeline tracking
Record dates, times and sequence of events leading to the grievance.
What's included in this form
Comprehensive sections for complete grievance documentation
Employee details
Name, position, department and contact information of the person raising the grievance.
Grievance type
Checkboxes to identify the nature of the grievance (policy violation, unfair treatment, etc.).
Detailed description
Full account of the issue, including what happened, when and where.
People involved
Names and roles of any other employees or managers involved in the situation.
Witness information
Contact details for anyone who witnessed the events or can provide relevant information.
Previous resolution attempts
Record of any informal discussions or steps taken to resolve the matter.
Desired outcome
What the employee hopes will be achieved through the formal grievance process.
Supporting documentation
List of any attached evidence, emails, messages or other relevant documents.
Declaration
Statement confirming that the information provided is true and accurate.
Acknowledgement
Signature and date, with acknowledgement of the grievance handling process.
When to use this form
Guidance on when a formal grievance is appropriate
Formal vs informal resolution
Not every workplace issue requires a formal grievance. Minor concerns or misunderstandings can often be resolved through direct conversation with your manager or a colleague. This form is for situations where informal resolution hasn't worked or the matter is serious enough to require formal documentation.
Serious matters like discrimination, ongoing bullying, or significant policy violations should generally be documented formally from the start.
What happens after submission
Once a grievance is submitted, it should be acknowledged promptly by HR or management. An investigation or review process should be commenced, and the employee should be kept informed of progress and expected timeframes.
Your workplace grievance policy should outline the full process, including how long investigations typically take and what outcomes are possible.
Protection from retaliation
Employees who raise genuine workplace grievances must be protected from victimisation or retaliation. The form includes acknowledgements about confidentiality and how the information will be used during the resolution process.
Looking to automate this process? RosterElf's HR software handles grievance management digitally, eliminating paper forms and manual tracking.
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 workplace dispute resolution requirements.
Ready to formalise your grievance process?
Download our Grievance form template and ensure all workplace concerns are documented properly.
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Grievance form FAQ
- Yes. This template is fully editable. Add your company logo, adjust fields to match your processes, and remove sections that do not apply. Save your customised version as a master template for consistent use across your organisation.
- Most employment records should be kept for at least 7 years as required by Fair Work regulations. Some records, like workers compensation claims or superannuation documents, may need to be kept longer. Store forms securely and consider digitising paper records.
- A complaint is typically an informal concern raised about any workplace issue. A grievance is a formal documented complaint, usually about perceived unfair treatment, policy violations, or workplace decisions. Grievances follow a formal resolution process.
- Yes. Grievances can be raised about individuals at any level, organisational policies, or business decisions that affect employment. Ensure your process includes escalation paths for complaints about senior management to maintain fairness.
- If internal processes do not resolve the issue, employees may seek external assistance. Options include the Fair Work Commission for workplace disputes, human rights commissions for discrimination matters, or relevant industry regulators. Mediation is often a first external step. See our guide on handling workplace complaints.
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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.