Problems at work checklist

If you have a problem at work, it’s generally a good idea to raise it informally at first*. 

This checklist will help you prepare to raise your issue with your employer on an informal basis. 

If that doesn’t resolve the issue, this checklist will also help you escalate your issue further to a formal grievance. Please contact us before raising a formal grievance, or resigning because of a problem at work. Contact us without delay - timing is important as there will be strict time limits for further escalating the issue at an employment tribunal (generally, within three months less one day of the relevant event).

We’ve split this checklist into three parts:

Step 1

Identify the problem and how it could be fixed.

Step 2

Raise your issue informally.

Step 3

Escalate your issue.

(*Please note: there are situations where a formal process should be followed, for example in cases of patient and/or staff safety. Or, if you want to raise concerns anonymously then a different process may be more appropriate, such as your workplace whistleblowing policy.

Check your employer’s policies for more information on the routes available to you. Get in touch with the RCN for advice if you are unsure and need support).

If you feel you’ve been treated unfairly at work, your first step is to pinpoint exactly what the issue is and how you think it could be fixed.

Ask yourself:

What are my legal rights?

Your rights will depend on the situation, and what your contract says. Use our range of advice guides to find out your basic entitlements in different areas, including:

• flexible working
• annual leave
• health and safety concerns
• changes to your shifts
• reorganisation
• bullying and harassment

You must also check your contract and/or workplaces policies as they will outline any additional contract-based rights you have, along with the relevant processes your employer should follow.

What do I want?

It’s really important to think about what you actually want to happen. 

Maybe you want certain behaviour to stop, or you want to be given something that you think you’re entitled to. Make sure you’re clear about what your desired outcome is; this will help you, and help your employer understand what you expect from them.

Ask yourself:

• Is it achievable?
• Is it reasonable?
• Is it realistic?

What evidence do I have?

To make your case as strong as possible, you’ll need to have evidence of what has happened. A ‘feeling’ that you’re being treated unfairly might not be enough on its own – it’s much better to have proof to back up what you’re saying. Depending on the circumstances, this could include:

• emails, messages or other paperwork, e.g. payslips, if relevant to the issue
• your own diary of events (like our bullying diary)
• witnesses; is there someone else who witnessed what happened?
• medical evidence; if you have health issues you may need a referral to occupational health, or medical evidence to support you from your GP or other treating expert
• your contract (to show what you are entitled to).

Check your employer’s policy for information on how you can raise your concern informally. Ask yourself:

• Who should I speak to?

  Your employer’s policies should outline who you need to speak to about your issue. If your concern involves an individual, you could try contacting them directly or contacting your manager in confidence. If you feel uncomfortable speaking to your manager, seek advice from Human Resources.

• How should I contact them?

  Again, your employer’s policies should explain how to do this. Depending on the circumstances, you may find that a conversation with the person involved is all that is needed to resolve the issue; they may not have been aware of the problem and will rectify it straight away. On the other hand, you might feel more comfortable sending an email outlining your issue or arranging a meeting to discuss the issue.

• What should I say?

  This will depend on the circumstances, but it’s usually helpful to break the issue down into three parts:
1. describe the issue/incident (“On 18 September, you declined my request for annual leave”)
2. describe why it is a problem (“I submitted my request with plenty of notice and I know there are hours available. It feels unfair.”)
3. propose a way forward (“Please could you explain why my request was denied? Please could you review your decision?”)

ACAS have produced really helpful guidance to support conversations like this: How to raise a problem - Talking to your employer about a problem

Remember, evidence is important so please keep your own record/diary of who you spoke to and when, along with any action plan/changes that were agreed as a result of your complaint.

Remember: before submitting a formal grievance, please contact the RCN for advice and support. 

Your employer’s workplace policy will outline:

• how to raise a formal grievance or complaint
• who you should send it to
• what the full grievance procedure is (including appeals).

If your employer doesn't have a formal procedure, you can follow the ACAS Code of Practice. The Code of Practice sets out standards of fairness and reasonableness that both employers and employees should follow when dealing with a dispute at work.

To raise a formal grievance, you’ll need to put your complaint in writing. Your employer might have a letter template or online form for you to use. If not, follow these tips to create your draft grievance letter – and contact us for support before sending it:

• make sure your letter is addressed to the right person. 
  Your employer’s grievance procedure should set out who deals with grievances. If you’re unsure, address it to your manager. If the complaint is about your manager, address it to their manager. If your employer has an HR department, it may be a good idea to send them a copy too. 
• clearly set out the key facts of your complaint (or ‘grounds’ for your grievance), including:
  - the date and time of incidents
  - where they took place
  - the names of the people involved (including job titles if you know them)
  - the names of any witnesses.
• if your complaint is about a series of events, try to set them out in the order in which they took place
• set out any evidence you have to support your complaint. Either include it in your letter or say that you can provide it if needed. 
• if you have a reasonable solution to your complaint, include this in your letter for your employer to consider. Be realistic and reasonable in your suggested way forward. Remember that you are trying to work together with your employer to resolve the issue.
• if you tried to resolve the matter informally first (for example, by talking to your manager) set out what happened and when. Explain whether anything was agreed at that point, and whether anything changed.

Reminder

Before submitting a formal grievance or resigning from your job, seek advice and support from your local RCN representative. Find out about ways to contact the RCN and have a copy of your draft letter ready to share with us. Contact us without delay - timing is important as there will be strict time limits for further escalating the issue at an employment tribunal (generally, within three months less one day of the relevant event)