Employee Grievance Policy
Problems at work are normal. What matters is that they are dealt with fairly and quickly. This policy gives you a clear way to raise a problem, whether it is with a manager, a colleague or the way things are done, and to get an answer.
Document
Policy number
TSS-HR-09
Version
1.0
Effective from
1 September 2026
Next review
March 2027
Owner
Human Resource Team
Approved by
Board of Directors
Applies to
Every employee, trainee and intern. For an intern under 18, a parent or guardian can also raise a grievance for them.
Issued by
Thakur Systems & Structures Private Limited, CIN U62011PN2026PTC254650
Related policies
Anti-Harassment and Non-Discrimination Policy (TSS-HR-02), Whistleblower Policy (TSS-HR-06), Performance Management and Discipline Policy (TSS-HR-05)
1. WHAT COUNTS AS A GRIEVANCE
Any concern, problem or complaint about your work, your working conditions or your relationships at work. For example:
your workload or hours, or being asked to work outside working hours;
pay, reimbursements or leave decisions;
how a manager or colleague has treated you;
a decision you think is unfair, such as a review outcome or a refused leave request;
health and safety conditions;
anything you think breaks your Employment Agreement or our policies.
Some matters have their own process: sexual harassment (Anti-Harassment and Non-Discrimination Policy), serious wrongdoing (Whistleblower Policy), and appeals against disciplinary decisions (Performance Management and Discipline
Policy). If you are not sure which to use, raise it anyway and the HR team will point it to the right place.
2. STEP 1: TALK IT THROUGH
Many problems can be sorted out with a direct conversation. If you feel comfortable, talk to the person involved or to your team lead first. You do not have to. You can go straight to Step 2.
3. STEP 2: RAISE IT FORMALLY
Write to the HR team (an email is fine) and include:
what the problem is;
when it happened and who was involved;
what you have already tried;
what you would like to happen.
The HR team will:
acknowledge your grievance within two working days;
meet you within five working days to understand it fully (you can bring a colleague with you);
look into it, which may mean talking to other people;
give you a written decision within ten working days of the meeting, or tell you why it needs more time.
If your grievance is about someone in the HR team, send it to a Director instead.
4. STEP 3: APPEAL
If you are not satisfied with the decision, appeal in writing to a Director within seven working days, saying why. If that Director was involved, appeal to the Chairman of the Board of Directors instead. The appeal will be heard within ten working days and the decision given to you in writing. This is the final stage within TSS.
5. YOUR RIGHTS DURING THE PROCESS
You will be listened to and treated fairly.
The matter will be kept confidential and shared only with those who need to know.
You will not be treated badly for raising a grievance in good faith. Retaliation is gross misconduct.
Using this process does not affect any legal rights you have, including the right to approach the labour authorities.
6. GRIEVANCES RAISED TOGETHER
If several people share the same concern, they can raise it together as a group.
7. AS WE GROW
When TSS has twenty or more employees, we will also set up a Grievance Redressal Committee, as the Industrial Relations Code, 2020 requires.
8. RECORDS
The HR team keeps a confidential record of each grievance, the steps taken and the outcome, so that we can spot patterns and fix what causes them.