Grievance Redressal Policy

1. Purpose

The purpose of this Grievance Redressal Policy is to provide employees with a fair, transparent, and structured mechanism to raise and resolve workplace concerns, complaints, or grievances in a timely and confidential manner. The policy aims to promote a positive work environment, maintain employee morale, and ensure that all concerns are addressed objectively and professionally.

2. Scope

This policy applies to all employees of the organization, irrespective of designation, department, employment type, or location.

3. Definition of Grievance

A grievance is any work-related concern, complaint, dissatisfaction, or perceived injustice that an employee believes affects their employment, work environment, or professional well-being.

Examples include:

• Working conditions and workplace facilities
• Interpersonal conflicts or communication issues
• Performance management concerns
• Compensation and benefits-related concerns
• Discrimination, harassment, or unfair treatment
• Policy interpretation or implementation issues
• Health and safety concerns

4. Guiding Principles

• Fairness and impartiality
• Confidentiality of all parties involved
• Timely resolution of grievances
• Protection against retaliation
• Respectful and professional conduct throughout the process

5. Grievance Redressal Procedure

Step 1: Informal Resolution

Employees are encouraged to first discuss the matter with their immediate supervisor or reporting manager to seek an informal resolution.

Step 2: Formal Grievance Submission

If the issue remains unresolved, the employee may submit a written grievance to the Human Resources Department detailing:

• Nature of the grievance
• Relevant facts and dates
• Persons involved
• Desired resolution

Step 3: Review and Investigation

HR shall acknowledge receipt of the grievance within 3 working days and conduct a fair review, including discussions with concerned parties and examination of relevant documents.

Step 4: Resolution

Based on the findings, HR and the concerned management representative shall recommend appropriate corrective actions and communicate the decision to the employee within 15 working days, wherever practicable.

Step 5: Appeal

If the employee is not satisfied with the outcome, an appeal may be submitted to the Head of Department or Senior Management within 7 working days of receiving the decision. The appeal decision shall be considered final.

6. Responsibilities

Employees

• Raise grievances in good faith.
• Provide accurate information and supporting evidence.
• Cooperate during the investigation process.

Managers

• Listen to employee concerns objectively.
• Attempt to resolve issues promptly.
• Escalate unresolved matters to HR.

Human Resources

• Maintain confidentiality.
• Conduct fair and unbiased investigations.
• Monitor timely closure of grievances.
• Maintain grievance records and reports.

7. Non-Retaliation

No employee shall face retaliation, discrimination, victimization, or adverse action for raising a genuine grievance in good faith.

8. Confidentiality

All grievance-related information, records, discussions, and findings shall be treated as confidential and shared only on a need-to-know basis.

9. Record Keeping

HR shall maintain records of grievances, investigations, actions taken, and closure status for audit and compliance purposes.

10. Policy Review

The organization reserves the right to review and amend this policy periodically to ensure its effectiveness and compliance with applicable laws and organizational requirements.

This policy can be incorporated into the Employee Handbook or HR Policy Manual with company-specific timelines and approval authorities.

Policy Approval

Version Review