Learn How to File a Grievance this Worker’s Day

Empowered Employees Build Stronger Workplaces – Learn How to File a Grievance this Worker’s Day. Lodging a grievance is a formal way to raise workplace concerns and give your employer an opportunity to resolve them fairly. Section 23 (1) of the 1996 Constitution of the Republic of South Africa read together with sections 185 and 186(2) of the Labour Relations Act, 66 of 1995 provides that everyone has the right to fair labour practices.

What is a Grievance?

A grievance may be defined as any feeling of discontent, unfairness or injustice which an employee may have in respect of his work conditions, against his manager or supervisor, including a fellow worker and which is brought to the attention of Management.

Why Follow the Grievance Procedure?

The objectives of the grievance procedure ensures that:

• Complaints are dealt with fairly and consistently
• To prevent disputes from arising in the workplace
• To create awareness of employee problems/problem areas, that needs addressing
• Both employee and employer have a chance to be heard
• Problems are resolved internally, before escalating to external bodies like the CCMA

Step-by-Step: How to Lodge a Grievance

1. Check the Company Policy

Start by reviewing your company’s grievance procedure — usually found in the HR Manual, employee handbook, or contract of employment. Each company may have its own timelines and steps, but the process generally follows a standard structure.

2. Try to Resolve Informally (Optional)

If appropriate and safe to do so, try speaking directly to the person involved or your line manager. Keep notes of the conversation, including dates and outcomes. Many issues can be resolved quickly through respectful communication.

3. Submit a Formal Grievance in Writing

If informal steps fail or the issue is serious, submit a formal grievance. Address your letter to HR or your immediate manager, depending on your company structure. Your letter should include:

• Your name and position, date of the complaint, detailed description of the issue and who is/was involved, any evidence or documents and what you would like to see happen to resolve the matter.

4. Attend the Grievance Meeting

Once your grievance is received, the company should schedule a meeting to discuss the matter. You are entitled to bring a representative (such as a union rep or colleague) with you.

5. Receive the Outcome

After the meeting, the employer should give you a (written) response explaining their findings and any steps they plan to take. This might include further investigation, mediation, disciplinary steps, or another meeting.

6. Appeal if Necessary

If you are not satisfied with the outcome, you may lodge an appeal. This should be done in writing and submitted within the timeframe stated in your company policy. The appeal should go to a more senior manager or HR official not involved in the original decision.

When Internal Processes Fail: External Avenues

If all internal procedures are exhausted and the grievance remains unresolved, you may approach, one of the following, depending on the nature of the grievance:

• The CCMA, a relevant Bargaining Council or the Labour Court

Always keep records of your communications and steps taken during the grievance process.