Disciplinary and grievance policy template

Words in [square brackets] are for you to fill in. The policy has every section a real handbook policy has, but no allowances, dates or amounts of its own.

# Disciplinary and grievance process

## Purpose
This policy explains how we deal with problems at work fairly: how concerns about conduct or performance are handled, and how you can raise a complaint about your own work.

## Who this covers
[Which employees this applies to, and whether a shorter process applies during probation.]

## How we handle problems
- We try to settle things early and informally, with a conversation.
- We look into the facts before deciding anything.
- We tell you in writing what the concern is, and give you the evidence and a chance to answer it.
- You can bring [a colleague or union representative] to formal meetings.
- We treat similar cases in the same way, and you can appeal any formal decision.

## The disciplinary process
1. **Investigation:** [who] gathers the facts. You may be asked to a meeting to give your side.
2. **Disciplinary meeting:** we write to you at least [number] working days before, saying what the concern is.
3. **Outcome:** we confirm the outcome in writing within [number] working days.

| Outcome | How long it stays on your record |
| --- | --- |
| [First written warning] | [period] |
| [Final written warning] | [period] |
| Dismissal | Not applicable |

## Gross misconduct
Some things are serious enough that they can lead to dismissal for a first offence, for example [theft, violence, harassment, serious breach of data rules, or being unfit for work because of alcohol or drugs]. We still follow the process above before deciding.

## Performance concerns
[How concerns about performance are raised, the support and time given to improve, and when the formal process is used.]

## Appeals
Appeal in writing to [who] within [number] working days of the outcome, saying why. Someone not involved before hears the appeal, and their decision is final.

## Raising a grievance
A grievance is a concern or complaint about your own work, for example your workload, pay or how you are treated.
1. If you can, talk to your manager first.
2. If that does not settle it, or the grievance is about your manager, write to [HR contact].
3. We meet you within [number] working days, and confirm the outcome in writing.
4. You can appeal the outcome as above.

To report wrongdoing that affects others, use the Raising a concern policy.

## Records and privacy
HR keeps records of formal meetings and outcomes for [period], shared only with people who need them.

## Responsibilities
- **You:** take part in meetings and tell us if you need an adjustment.
- **Managers:** raise problems early, keep notes and involve HR before any formal step.
- **HR:** make sure the process is followed fairly and consistently.

## Where local law differs
If the law where you work gives you more rights in this process, the law applies. These places have their own rules: [list them, or "none"].

## Related policies
Code of conduct, Raising a concern, Equal opportunity and anti-harassment and Performance reviews and growth.

## About this policy
Owned by [team or person]. Applies in [countries or states]. We may update this policy and will tell you at least [number] days before a change takes effect. This policy is not part of your employment contract.

## Questions
Contact [team or person] at [email or channel].

Check before you publish

Rules that often catch teams out, by place. They are not part of the policy, and not legal advice.

How to adapt it

• Investigate before any formal meeting, and give people the evidence.
• Let people bring a colleague, and offer an appeal to someone new.
• Keep warnings on record for a set time, then remove them.