How to handle grievances fairly

Handling misconduct at work can often be straightforward to solve with an informal one on one chat. However, some situations require a more structured approach. If there are serious concerns about an employee’s conduct, it’s a good idea to review your disciplinary procedure and decide on the best course of action.

Always keep in mind that an employee is considered innocent until all the evidence has been carefully assessed and a fair decision is reached. Staying objective is essential, even when the evidence seems clear.

The foundations of a disciplinary policy

A clear and well-structured disciplinary policy helps keep things fair for everyone. By following the ACAS Code of Practice, you can ensure a fair and reasonable process that protects both your team and your business.

It’s not just about ticking boxes; it’s about handling workplace challenges with confidence and care. If a situation ever escalates to an Employment Tribunal, having a well-documented and thoughtful approach strengthens your position and shows that every decision was made with fairness at its core.

Key aspects of the ACAS Code of Practice include:

• Giving employees notice of the formal meeting
• Allowing them to be accompanied to the formal disciplinary meeting
• Carrying out investigations promptly
• Notifying an employee in writing of any allegations with sufficient detail
• Providing supporting evidence
• Outlining the right of appeal

Why a clear disciplinary policy matters

Having a clear disciplinary policy gives your team confidence that workplace issues will be handled fairly and consistently. It shows employees exactly what to expect if misconduct arises and ensures you follow a structured process.

If you need to take formal action, make sure any employee going through disciplinary proceedings has easy access to your policy. You can give them a copy or point them to where it’s stored so they understand the steps involved.

A well-defined policy helps protect your business from discrimination or unfair treatment claims. It also lays out clear examples of misconduct and gross misconduct, so employees and managers know what could lead to serious consequences like dismissal without notice. This clarity is particularly helpful when deciding how to classify an issue, which can sometimes be a tough call.

Steps in a disciplinary process

Handling workplace issues can feel daunting but following a fair and structured process ensures you make the right decisions with confidence. When tensions run high or concerns arise, taking the right steps protects not just your business but also the trust and well-being of your team.

1. Identify the issue
2. Conduct a thorough investigation
3. If necessary, invite the employee to a formal disciplinary meeting
4. Hold the meeting
5. Decide on an appropriate outcome
6. Communicate the decision clearly in writing
7. Allow the employee to appeal

Key recommendations for a fair process

• Keep detailed records: Take clear notes in all meetings and share them with the employee for review.
• Remain objective: Treat employees as innocent until proven otherwise and consider all evidence carefully.
• Document everything: Follow up meetings with written summaries and ensure clear communication throughout.
• Act quickly: Address misconduct promptly, especially in serious cases where gross misconduct is suspected.
• Consider suspension carefully: If an employee poses a risk to the business or others, suspension on full pay may be necessary during an investigation.
• Follow company policy: Check your procedures and ensure every step aligns with your documented process.
• Be specific about allegations: Make sure any accusations are clear and precise
• Use a note taker: Having someone record discussions can help ensure accuracy and avoid misunderstandings.
• Seek advice: Getting professional support can help you navigate the process, SafeHR’s team are on hand to support you the whole way.

Most importantly…

A fair and structured approach not only protects your business but also reassures employees that issues are handled consistently and professionally.

If you’re facing a tricky situation, SafeHR is here to help you navigate it with confidence and care. Workplace challenges can feel overwhelming, but having the right support makes all the difference. Our friendly team is ready to guide you through difficult conversations, ensuring you handle them fairly, professionally, and with peace of mind.

We’re here to protect your business, support your people, and help you build a workplace where everyone feels valued and respected. Request a call back to discuss how we can help you.