Grievance Meetings and Hearings: A Comprehensive Guide for Employees
Updated: Oct 10
If you have raised a grievance, or formal complaint, about a significant issue at work, your next step may be a grievance meeting or hearing. This guide to grievance meetings and hearings explains what to expect and how to handle the process with confidence.
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What is a grievance meeting?
A grievance meeting is sometimes called a grievance hearing. It is a formal meeting where you and your employer discuss your complaint. This step usually follows unsuccessful attempts at informal resolution.
Once you send a formal grievance letter, your employer should invite you to a meeting to look at the issues. The Acas Code of Practice on disciplinary and grievance procedures says employers should hold the meeting without unreasonable delay. Many employers aim to do it within about five working days, but check your own grievance procedure.
What can you expect from grievance meetings and hearings?
A grievance meeting is an important step in dealing with your concerns. It helps make sure your side is heard. It is not meant to be a fight. It is a structured meeting where both sides try to understand the issue. Here is what you can generally expect:
Structured agenda: the person leading the meeting, usually a senior manager, will introduce everyone. They will explain the purpose of the meeting and invite you to speak.
A chance to speak: you can explain the points in your grievance letter, hand over supporting evidence and say what outcome you want.
Questions and answers: your employer's representatives may ask questions to make sure they understand your complaint.
Conclusion: the meeting ends once both sides feel the grievance has been fully discussed.
This meeting is a chance to solve the problem. It is also a key moment to assert your rights. Being prepared helps you stay calm, clear and focused.
Who attends a grievance meeting?
You have a legal right to bring a companion. This can be a trade union representative or a colleague. The right is set out in section 10 of the Employment Relations Act 1999. Your companion can help you take notes and give support. They can also speak for you, for example to sum up your case. They cannot answer questions that are put to you.
On your employer's side, the meeting may include a senior manager and an HR representative. Someone else may attend to take official notes.
Why taking notes is crucial
Accurate notes are valuable at any grievance meeting. Here is why:
Preserves details: writing down what is said keeps your account complete and accurate.
Creates evidence: your notes could be important if you take the grievance further, or bring a claim later.
Reduces disagreements: when both sides have clear records, there is less risk of confusion.
Best practice for note-taking:
Take your own notes, even if HR is recording the meeting.
Type up your notes straight after the meeting, while the details are fresh.
Use initials to show who is speaking. Add times if the meeting is long.
If your companion is good at taking notes, they can help. Focus on clear, short notes rather than every word.
What happens after the grievance meeting?
After the meeting, your employer should review what you said and your grievance letter. They should then send you a written response within a reasonable time. The response should say what they decided and whether they will take any action. If the grievance is not upheld, you generally have the right to appeal.
Essential tips for grievance meetings and hearings
What you should do
Prepare well. Read your grievance letter again before the meeting and prepare any extra notes. If you have documents or witness statements, send them to your employer in advance.
Stay calm. The meeting can be emotional. Take slow breaths and keep a steady tone.
Answer honestly. Answer questions openly and truthfully. Do not try to guess the reason behind each question.
Bring a companion. A colleague or union representative can support you and help make sure the meeting is fair.
What you should avoid
Do not discuss a settlement in the meeting. If you want to talk about a settlement, say you are open to a separate "without prejudice" discussion.
Do not lose your temper. Even if emotions run high, keep your composure and avoid raising your voice.
Do not record secretly. Secret recording can damage trust and could lead to disciplinary action. If you want to record the meeting, ask your employer for consent.
Do not forget to appeal. If the grievance is not upheld, make an appeal. Showing that you followed the grievance procedure matters if you later go to an employment tribunal. A tribunal can adjust an award by up to 25% if either side unreasonably fails to follow the Acas Code. See section 207A of the Trade Union and Labour Relations (Consolidation) Act 1992.
What to do next
If you face unfair treatment at work and are thinking of raising a grievance, Canko Law Firm can give you tailored support. Our firm specialises in employment law and grievance cases. We guide employees through every stage of the grievance process, from drafting your grievance letter to preparing you for your meeting and beyond.
At Canko Law Firm, we help employees uphold their rights with experienced and compassionate guidance every step of the way.
