According to one survey, almost half of HR employees are dealing with more employee relations issues than before the COVID-19 pandemic. That means addressing more complaints and grievances to ensure employees feel safe, happy and motivated in the workplace.An employee grievance letter is a formal complaint, submitted to an employer in writing, that outlines an employee's concern or problem at work. In a non-unionized workplace, grievances are simply formal complaints. In a unionized workplace, there are rules surrounding grievance-handling procedures.Responding to every grievance in a timely, fair manner is essential. Taking the proper grievance-handling steps promotes a culture of understanding in your workplace. In addition, it can save your organization's reputation and bottom line. Here’s how to respond to a grievance from an employee.
What Is a Grievance Letter and Why Employees File One?
In the workplace, "grievances are concerns, problems or complaints that employees raise with their employers." Grievances differ from complaints, though, in their formality.An employee complaint can be made verbally, or via a hotline or an email. A grievance, on the other hand, must be formally filed in the form of a grievance letter, usually submitted to the employee's manager within 30 days of the event or action that caused the issue.Employees may submit grievance letters for a wide range of reasons, including:
- Compensation and benefits
- Employment and personnel policies
- Health and safety concerns
- Bullying, harassment or discrimination
- Workload or work distribution
- Work environment or conditions
- Management-employee relations
- Terms and conditions of employment
- Organizational changes
- New working practices
RELATED:Effective Grievance Handling: The Ultimate Guide for Employers
How to Respond to a Grievance Letter: Step-by-Step
When an employee submits a grievance letter in a non-unionized workplace, their manager should first try to settle the issue informally, such as asking the involved parties to “talk out” their issues. Conversely, unionized workplaces should follow union rules for grievance-handling. If the grievance is of a more serious nature or can't be resolved, however, the formal resolution process begins.
Step 1: Follow Policies and Procedures
Having strong policies and procedures surrounding grievance handling and following them consistently is essential. Consistency not only lets the employee know what to expect and streamlines the grievance handling process, but it can also protect your organization if the employee takes legal action.Write formal policies outlining your:
- grievance letter filing process
- investigation process
- meeting process
- employee's right to accompaniment/representation at the grievance meeting
- employee's right to appeal the organization's decision
- Respondent’s rights (if applicable)
