Discover how to manage grievance meetings professionally, avoid legal risk, and support a fair resolution process. 

Let’s be honest – grievance meetings can feel uncomfortable. 

Emotions may be high. The complaint might involve senior staff – and no one relishes a difficult conversation. 

However, when managed well, these meetings can be a turning point – helping to resolve issues early, rebuild trust, and avoid unnecessary legal risk. 

So how can you handle them with confidence and care? 

Why It Matters 

When an employee raises a concern — whether it’s about bullying, discrimination or poor management to name a few examples — you have a legal and cultural responsibility to act. 

According to CIPD, around 1 in 4 UK employees experienced workplace conflict last year.¹ 

Ignoring it can make things worse –. and if you don’t follow a fair process, you could face increased compensation awards – up to 25% more at tribunal if you breach the Acas Code. 

But this is about more than legal risk. 

A well-handled grievance meeting shows your team that you care. It supports psychological safety and builds a workplace culture where people feel heard and respected. 

Understand the Process 

Structure brings confidence. That starts with following your internal policy – and aligning with the Acas Code of Practice. 

A typical process includes: 

• A formal written grievance from the employee 

• An investigation (where needed) 

• A grievance meeting 

• A written outcome 

• The right to appeal 

Each step helps ensure fairness. Rushing or skipping parts can lead to claims of bias – or worse, legal action. 

Prepare Carefully 

Good preparation helps you feel more in control. Here’s what to cover before the meeting: 

• Read the grievance thoroughly. Know the facts and understand the employee’s concerns. Make sure you consider any evidence highlighted through your investigation. 

• Arrange a private, neutral space. Ensure there are no interruptions. 

• Invite a companion. Employees have the right to be accompanied by a colleague or trade union rep. 

• Plan your questions. Focus on clarity, fairness, and gathering information – not defending decisions. 

And don’t forget to brief the note-taker, if one is attending. 

Running the Meeting 

Start with a calm, professional tone. 

• Explain the purpose of the meeting: to understand the grievance fully and decide on next steps. 

• Let the employee speak. Listen without interrupting. Show empathy, not judgement. 

• Ask open questions. Encourage detail. Clarify timelines. Check your understanding. 

• Stick to the facts. Don’t get drawn into emotion or speculation. 

Take notes, summarise points, and explain what happens next. Don’t promise instant answers – be clear that you’ll consider the evidence before making a decision. 

What to Avoid 

• Rushing to conclusions. Even if you think you know what happened, take time to listen fully and gather the facts. 

• Skipping the investigation. In many cases, you’ll need to speak to other employees or review documents before making a decision. 

• Delaying the process. Grievances should be dealt with promptly – Acas recommends without unreasonable delay. 

Final Thoughts 

Grievance meetings aren’t easy  – but they don’t have to be daunting. 

With a clear structure, respectful communication and the right support, they can be an opportunity for positive change. 

If you need help updating your grievance procedures, training managers, or navigating a live issue, we’re here to make it easier. We specialise in practical, people-first HR advice that protects your business and strengthens your culture, get in touch today to see how we can support you.