1. Policy Purpose

The purpose of this Disciplinary and Grievance Policy (“Policy”) is to outline a structured approach to managing workplace behavior, performance issues, and employee concerns. [Company Name] is committed to maintaining a respectful, fair, and productive work environment. This Policy establishes processes that ensure employee discipline and grievances are addressed promptly, confidentially, and in accordance with due process and applicable laws.

2. Scope

This Policy applies to:

• All employees of [Company Name], regardless of role or seniority
• Temporary, part-time, and contract staff
• Situations occurring on-site, off-site, or within virtual/hybrid settings

It does not apply to contractors or external parties unless otherwise stated in contract terms.

3. General Principles

• Fairness: All actions taken under this Policy will be impartial and evidence-based.
• Confidentiality: All proceedings are conducted in confidence to protect privacy.
• Timeliness: Issues will be addressed as promptly as possible.
• Support: Employees may seek guidance from HR and have the right to representation.
• No Retaliation: Retaliation against those raising or participating in grievance/disciplinary matters is strictly prohibited.

4. Disciplinary Procedure Overview

Disciplinary action may be taken in response to:

• Misconduct (e.g., insubordination, harassment, dishonesty)
• Policy violations (e.g., data breaches, attendance issues)
• Poor performance or failure to meet role expectations
• Breach of confidentiality or conflict of interest policies

4.1 Informal Resolution

Where appropriate, issues may be resolved informally through coaching, clarification, or a verbal warning. Managers should document such conversations.

4.2 Formal Disciplinary Procedure

The formal process includes:

1. Investigation – Gather facts and interview involved parties.
2. Notification – Employee is informed of the issue and invited to a meeting.
3. Hearing – Employee may present their perspective and evidence.
4. Decision – A determination is made and communicated in writing.
5. Action – Depending on findings, the outcome may include:

• Verbal warning
• Written warning
• Final written warning
• Suspension (with or without pay)
• Demotion or reassignment
• Termination of employment

Severity and frequency of offenses are considered when determining outcomes.

5. Appeals Process (Disciplinary)

Employees may appeal a disciplinary outcome by:

• Submitting a written appeal within [X] days of receiving the outcome
• Clearly stating grounds for appeal (e.g., new evidence, procedural error)
• Attending an appeal meeting with a neutral decision-maker

The appeal decision is final and will be provided in writing.

6. Grievance Procedure Overview

Employees are encouraged to raise concerns about:

• Workplace treatment or relationships
• Management decisions
• Discrimination, harassment, or bullying
• Safety or compliance concerns
• Violations of law, policy, or contract

6.1 Informal Resolution

Where possible, employees should speak directly with their supervisor to resolve issues informally.

6.2 Formal Grievance Process

If informal efforts fail or are inappropriate, employees may:

1. Submit a Written Complaint to HR or designated officer
2. Grievance Acknowledgment within [X] working days
3. Investigation initiated by a neutral party
4. Grievance Hearing where the employee may present their case
5. Outcome Letter issued with findings and actions taken

7. Appeals Process (Grievance)

Employees not satisfied with the grievance outcome may:

• Submit an appeal in writing within [X] days
• Present new evidence or challenge the investigation’s integrity
• Attend a second meeting with a different decision-maker

The appeal result is final.

8. Representation and Support

During formal disciplinary or grievance procedures, employees may:

• Be accompanied by a colleague or union representative
• Request reasonable adjustments (e.g., language assistance or accommodations)
• Request breaks or pauses if meetings are distressing

HR will facilitate a respectful, inclusive process for all parties involved.

9. Documentation and Record Keeping

All disciplinary and grievance records will be:

• Maintained securely in personnel files
• Retained according to the Data Retention Policy
• Accessible only to authorized personnel
• Used only for legitimate employment decisions or legal obligations

10. Policy Non-Compliance

Failure to follow the procedures outlined in this Policy, or to participate in good faith, may:

• Undermine resolution efforts
• Result in a default decision or disciplinary action
• Lead to legal exposure for the Company or individual

Managers are expected to apply this Policy fairly and consistently across teams.

11. Policy Review and Communication

This Policy is reviewed annually by [HR / Legal / Compliance] and updated as required to reflect:

• Changes in employment law or case law
• Organizational restructuring
• Trends in grievances or disciplinary matters

Policy updates will be shared with employees and included in the Employee Handbook or internal policy portal.

12. Acknowledgment

I acknowledge that I have read and understood the Disciplinary and Grievance Policy of [Company Name]. I agree to follow the procedures and understand the importance of fair process and respectful resolution.

Employee Name: __________________________

Signature: ________________________________

Date: ______________________

Department: ____________________________