When an employee appeals a disciplinary or grievance outcome, it’s more than just a procedural step—it’s an opportunity to demonstrate your organisation’s commitment to fairness, transparency, and good practice. A well-managed appeal process not only protects your business but also reinforces trust across your team.

Here’s how to prepare and handle it the right way.

Understand the Grounds for Appeal

Begin by reviewing the appeal letter carefully. Is the employee disputing the decision (or parts of the decision) itself, raising concerns about how the process was handled, or introducing new evidence? Understanding the basis of the appeal helps you determine the scope of the review and ensures the process is focused and appropriate.

You will need to establish whether there is a need for the appeal to be conducted on the appeal grounds or if, in fact, it may be appropriate to conduct a full rehearing.

Follow Your Internal Policy

Your policy should outline who hears the appeal, timelines, and the steps involved. Stick to it. Consistency ensures fairness and reduces legal risk.

Appoint an Impartial Appeal Officer

Selecting the right person to hear the appeal is crucial. The appeal officer must be independent—someone who had no involvement in the original decision or investigation. Ideally, they should be more senior than the original decision-maker and have experience or training in handling appeals.

Their role is to:

· Review all relevant documentation

· Conduct the appeal meeting professionally and impartially

· Ask neutral, clarifying questions

· Consider any new evidence or procedural concerns raised

Importantly, they are not there to reinvestigate the case but to assess whether the original decision was reasonable, fair, and based on sound evidence. Their impartiality lends credibility to the process and helps maintain trust.

Gather All Relevant Information

Before the appeal meeting, compile all documents related to the original case. This includes investigation notes, outcome letters, submitted evidence, and the employee’s appeal statement. Reviewing these materials thoroughly ensures the appeal officer is well-informed and able to make a balanced assessment. They may also discover that there is information missing from the original hearing.

Plan and Conduct the Appeal Meeting

Give reasonable notice and explain the meeting’s purpose. Let the employee bring a companion (e.g. colleague or union rep). Choose a neutral space and set a respectful tone.

During the meeting:

· Listen actively

· Ask open questions to clarify points

· Take detailed notes

Avoid defending the original decision. Focus on understanding concerns and evaluating fairness.

Communicate the Decision Clearly

Once the appeal has taken place, you should send the outcome to the employee in writing. Here’s how to do it well:

· Be timely: Respond within policy timeframes. If delays occur, keep the employee informed.

· Be transparent: Explain what was considered and why the appeal was upheld or rejected

· Be respectful: Use professional, empathetic language

· Be final: Clarify whether the decision is final or if further steps are needed

Clear communication helps the employee feel heard—even if the outcome doesn’t change.

An appeal is more than a procedural step—it’s a reflection of your organisation’s values. When managed with fairness and professionalism, it builds trust, reinforces accountability, and shows employees their concerns are taken seriously.

Even if the original decision stands, a well-run appeal process can improve morale, reduce future disputes, and strengthen confidence in leadership. It may also form part of a Tribunal bundle should matters escalate to an employment dispute!

Need help reviewing your appeal process or training your team then get in touch with us today to see how we can support you.