Want to raise a grievance at work? Here’s how to do it

Raising a grievance needn’t be scary, says HR guru Rebecca Armstrong

Work can be challenging, and sometimes we find ourselves in difficult situations linked to navigating the workplace with a disability. When this happens, advocating for yourself can feel daunting. However, knowing your rights and understanding how to handle workplace grievances can empower you to take positive action.

The word ‘grievance’ can sound intimidating, it can feel like gearing up for a confrontation or fight. In reality, it’s simply a structured way to express concerns and seek resolution. A grievance is a formal process that allows employees to raise workplace issues in writing, ensuring that the organisation acknowledges and responds to them appropriately.

All employers must have a fair and clear process in place, which outline the steps to take. If your workplace doesn’t have one, the ACAS Code of Practice provides guidance and is available online.

Taking the first step

It’s important to know that raising a grievance does not put your job or position at risk. You are legally protected against any form of victimisation for speaking up. If you experience negative treatment because of your grievance, this itself is a serious issue and should be addressed.

Despite this, raising a grievance can feel huge. When we add in the additional layer of linking it to a disability, in my experience, many people worry that this will raise a question over their ability to do their job or that they are seeking special treatment. Many people, for this reason, don’t raise it and try to carry on in silence often causing increased stress and pressure (which can negatively impact multiple sclerosis). Raising a grievance is always a choice.

What to Include

A grievance can be an emotional matter, and that’s completely understandable. While emotions are valid, structuring your grievance clearly and factually will strengthen your case. A helpful framework is

1. Describe what happened. Provide specific details about the situation, including dates, times, and any key conversations or actions taken.
2. Explain the impact on you. How has this issue affected your work, wellbeing, or ability to perform your job? Again try to keep this factual although this is where you can include the emotional impact.
3. State what resolution you seek. Be clear about what you would like to happen as a result of raising this grievance – whether it’s a policy change, an investigation, or an adjustment to your working conditions.

For example you could write something like

“On [date], I requested a change to my seating arrangement as I was struggling with heat-related fatigue. My manager declined without discussion despite being aware that I have MS. As a result, I felt unsupported, and my productivity suffered due to physical discomfort. As a result of raising this I would like to be moved to a desk which is located close to the air conditioning so I can better manage my fatigue at work.”

Of course, this is a very simple example, and your situation may be more complex however the same structure can be applied. By presenting clear and structured points, you make it easier for the organisation to understand and act on your concerns.

Preparing for the grievance meeting

Once your grievance has been received your employer should acknowledge this and arrange a grievance hearing. This is an essential step in the process, and preparation can help you feel more confident. Here are some tips

• Separate facts from emotions. While emotions are valid, presenting factual details strengthens your case.
• Keep records. If your grievance involves ongoing issues, maintaining a log of events can help establish patterns. A timeline can be a useful way to organise your thoughts.
• Prepare a statement. Writing down key points in advance ensures you don’t forget important details. You can read from this statement in your hearing or even submit this as evidence.
• Bring supporting documents. Any relevant emails, reports, or witness statements can support your case.

Raising a grievance can feel overwhelming, but it’s a powerful tool for ensuring fairness and a positive work environment. By understanding your rights, structuring your concerns effectively, and preparing for the process, you can navigate this challenge with confidence.