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Template of Grievance Policy and Procedures outlines for the company’s internal use. This template sets out the procedure for filing grievances, conducting investigation, decision-making and appeals.
Grievance Policy and Procedure
1. Policy
1.1 During the course of employment, the employees of (the “Company”) may wish to file a formal complaint/grievances on the grounds such as below:
(a) discrimination on the grounds of age; disability, gender, religion, sex, sexual orientation, disability, medical record;
health and safety concerns
(b) bullying or unjust behaviour by another employee
(c) health and safety concerns
(d) working conditions, working hours
(e) any other matter relating to the employment
The examples of grievances/complaints listed hereinabove are not exhaustive. These examples are only indicative of the type of complaints, concerns or grievances the employees may have during the course of employment. Such complaint or grievance may be against another employee, customer, vendor or any other person or entity related to the Company.
1.2 The objective of this grievance policy and procedure ("Policy") is to outline the: (a) procedure for the employees to file a formal complaint / grievances at the workplace; and (b) mechanism for the resolution of complaint / grievances filed by the employee.
The Company aims to provide a healthy and positive environment at the workplace. The Policy is intended to ensure all the complaints / grievances filed by the employees are treated fairly and in a consistent manner.
2. Scope
2.1 This Policy applies to all levels of employees who are currently under a fixed-term contract, permanent contract, part-time contract, interns, and casual workers.
2.2 This policy does not form part of any employee's contract of employment and the Company reserves all rights to amend the content of the policy at any time.
2.3 Any complaint / grievance filed pursuant to this Policy and all matters connected therewith will be kept strictly confidential and will only be divulged to any parties on 'need to know' basis.
2.4 Confidential records of the grievance will be kept in the employee’s personnel file in accordance with the applicable data protection laws.
3. Informal Discussion
3.1 The Company encourages employees to first resolve issues/ grievances orally in informal discussion with their immediate manager ("Manager"). However, if such grievance / issue concerns the Manager then the employee may approach the senior manager or the Human Resource ("HR") department.
3.2 If the informal discussion breaks down for any reason or does not remedy the employee's grievance then the employee may file a formal grievance in accordance with the procedure set out herein below.
4. Formal Procedure
4.1 The employee may submit the grievance in writing to the Manager or the HR representative without unreasonable delay. The grievance should include the natures of the grievance, date or time it occurred, name of any witnesses and any other relevant information.
4.2 Upon receiving the grievance in writing, the Manager or HR representative shall promptly notify the Head of HR.
4.3 Within 15 days of receiving the notice of written grievance, the Head of HR shall appoint personnel who is impartial and with sufficient experience to investigate the grievance thoroughly. During the course of the investigation, changes in work arrangements may be requested by the aggrieved employee to the Manager.
4.4 The findings of the investigation will be recorded in writing and submitted to the Head of HR for decision.
4.5 Grievances made in good faith will be fully supported by the Company with all appropriate measures and investigation being taken out, regardless of the conclusion of the grievance and the subjective view of any senior management. There will never by any reprisals against employees who files a grievance. Nevertheless, grievances filed in bad faith, for whatever reasons, will be classified as misconduct and may lead to dismissal upon the discretion of the Company.
4.6 If the aggrieved employee, witness or anyone who participated in the investigation is subjected to any form of retaliation or victimisation as a result by another employee of the Company then such employee will be subjected to disciplinary action under the Company's disciplinary policy.
5. Decisions
5.1 Upon receiving the investigation report, the Head of HR will provide a written response to your grievance within 15days following the receipt of the investigation report.
6. Appeals
6.1 Employee will be advised by the Head of HR about their right to appeal whenever a decision on a grievance is communicated to the employee. The employee may appeal in writing against a decision within 7 working days of receiving the said decision.
6.2 The appeal requests, including the grounds of appeal, must be made in writing to the Head of the HR department of the Company. The Head of HR shall nominate personnel who is impartial, with sufficient experience and not involved in the grievance decision-making process to determine the appeal.
6.3 The final decision on the appeal will be provided in writing within 30 days from the date of appeal. This will be the end of the grievance procedure and there is no further appeal.
7. For more information
7.1 If you have any questions or need further guidance, please contact your human resources representative at
8. Revision
8.1 This Policy was last updated on ("Revision Date"). If you were a user before the Revision Date, it replaces the existing Grievance Policy and Procedures.
