GRIEVANCE PROCEDURE
This grievance policy lays out the route that should be followed in the case of a
grievance in the work place. Such grievance could be about another employee, your
employer, an uncomfortable situation etc. In each case the following steps need to
be taken:
STEP 1: INFORMAL STAGE
Any issues of concern, which an employee feels is negatively affecting his/her work
performance or environment, should be brought to the attention of that person’s
manager during the course of the normal working day. Issues will then try to be
resolved in this informal environment. It is only in the event of these informal
discussions failing, that one should take the next step.
STEP 2: FORMAL STAGE
An employee who wants to submit a formal complaint should take the following
actions:
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Advise his/her direct manger using the correct grievance form
Should the complaint be against the employee’s direct manager, then the
employee must take the form to the HR manager.
The employee’s direct manager or the HR manager will arrange a meeting
with the employee within 5 working days of receipt of the formal complaint.
The employee’s direct manager or the HR manager will interview any
person/s against whom the complaint has been made in order to fully
investigate the allegations.
After the initial investigation the relevant manager will assess the merits of
the case and make all attempts to settle the matter informally. If the case is
serious enough, they will issue all relevant parties with a notification to
attend a formal grievance enquiry.
The formal grievance enquiry will then take place with witnesses and all
notes will be recorded.
During all of these proceedings, the relevant manager will ensure that:
 All parties are informed of how long the investigation is expected to take
 The possible outcomes of the investigation are discussed with the
complainant, including the possibility that the grievance may not be upheld
 The complainant is aware that all named employees will be interviewed
 All parties are advised that the matter is confidential and that they must not
discuss any aspect of the matter with a third party
 All parties involved are provided with a copy of the interview notes should
they request them
 Ensure that all interviews, discussions and the grievance enquiry are recorded
STEP 3: OUTCOME
After the necessary discussions and interviews with all involved parties or the
completion of a formal enquiry, the relevant manager will decide whether or not the
grievance is justified and what action should be taken to correct it. Please note that
the company will always seek as much as possible a win-win solution.
Whatever the outcome, it will be confirmed in writing and conveyed to all parties,
with reasons for whatever actions have been decided.
STEP 4: APPEAL STAGE
If an employee is unhappy with the outcome of the proceedings, they have the right
to appeal. The appeal must be put in writing to a more senior manager or the
Human Resources manager, within 5 working days of receipt of the initial decision.
The appeal will be heard by said manager and they will call a meeting with the
employee within 5 days of receipt of the appeal. This will give enough time for any
further investigations if necessary. The manager will then make a decision on the
matter which will be final. There are no further levels of appeal within the company
after this final decision has been reached.
If the employee still feels that the outcome of this process is unfair or unjust, he/she
may refer the matter to the CCMA within 30 days.
EMPLOYEE NAME: _________________________________________________
SIGNATURE: ________________________________________________________
DATE: ______________________________________________________________