How to Raise Concerns at Work

If something is worrying you at work, you do not have to deal with it on your own.

A concern could be about your pay, working hours, working conditions, treatment by another person, bullying, discrimination or another problem at work.

There are different ways to raise a concern at work. Some problems may be discussed and resolved informally, while others may be raised formally through a grievance procedure. The approach can depend on the nature of the concern and the circumstances.

Check your workplace policy

Before raising a concern, check whether your employer has a policy or procedure that explains what to do.

For example, your workplace may have policies covering:

  • Grievances
  • Bullying and harassment
  • Discrimination
  • Pay
  • Working hours
  • Sickness absence
  • Complaints

The policy may explain who you can speak to and what process to follow.

If you are unsure, you can ask your manager, HR or another appropriate person at work.

Start by talking to someone

If appropriate, a concern can be raised with your manager or another suitable person at work.

Try to explain:

  • What has happened
  • When it happened
  • How it has affected you
  • What you would like to happen

You do not need to use complicated language.

For example:

“I wanted to raise something that has been worrying me. My hours have changed several times and I am finding it difficult to manage. Could we discuss this?”

You can also speak to another manager or someone in HR if you do not feel comfortable talking to your usual manager.

What does “informal” mean?

Informal means trying to discuss and resolve a problem without using a formal process such as a grievance.

This could be a private conversation with your manager or another appropriate person.

An informal meeting may be used to understand what has happened and discuss possible ways of resolving the problem. It can help to keep a note of what was discussed and any action that was agreed.

Keep a record

It can be useful to keep a record of important events, particularly if the problem continues.

You could make a note of:

  • What happened
  • The date and time
  • Who was involved
  • What was said or done
  • Relevant emails, messages or documents
  • Anyone who witnessed what happened

Try to keep your notes factual and accurate.

You do not need to collect evidence for every concern, but relevant information can help explain what happened.

What is a grievance?

A grievance is a formal complaint about a problem at work.

For example, you might raise a grievance about:

  • A problem with your pay or working hours
  • Bullying or harassment
  • Discrimination
  • Your working conditions
  • How you have been treated at work

A grievance is different from simply having a conversation with your manager. It is a formal way of raising a workplace problem with your employer.

Your employer should have a grievance procedure explaining how to raise one and who you should send it to.

How do I raise a grievance?

A formal grievance should normally be put in writing.

You should explain:

  • What your concern is
  • Any relevant information or evidence
  • What you would like your employer to do

Try to keep your explanation clear and factual. You do not need to use legal language or write a long letter.

For example:

“I am writing to raise a formal grievance about my working hours. I have included details of my concern and copies of my recent rotas. I would like this to be reviewed.”

This is only an example. Your employer’s grievance procedure may explain what information they need and who you should send it to.

What happens after I raise a grievance?

Your employer should follow its grievance procedure.

This will normally involve giving you an opportunity to explain your concern and provide relevant information.

Your employer may need to look into what happened before deciding what action should be taken.

The exact process can vary between organisations.

You should be told the outcome of the grievance. Your employer’s procedure should also explain whether there is an appeal process if you are unhappy with the outcome.

Can I take someone with me?

For a formal grievance meeting, you may have a legal right to be accompanied, depending on the circumstances.

This can include a colleague or an eligible trade union representative or official.

For an informal meeting, you can ask whether you can bring someone with you. Whether this is agreed can depend on the circumstances.

If you need additional support because of a disability, reasonable adjustments may also be available.

If you are unsure, ask your employer before the meeting.

What if the concern is about my manager?

You do not have to raise a concern with the person you are concerned about if you do not feel comfortable doing so.

Check your workplace policy or procedure to see who else you can contact.

Depending on the organisation, this could be:

  • Another manager
  • HR
  • Another appropriate person within the organisation

If there is no clear process, you can speak to someone appropriate who can help you understand how to raise the issue.

What if I am being bullied or harassed?

If you are concerned about bullying or harassment at work, you can raise the concern with your manager, HR or another appropriate person.

It can be helpful to keep a record of what has happened, including dates, times and relevant messages or other information.

You can explain what has happened and provide any relevant information you have.

Your employer should consider the concern and decide what steps are appropriate.

What if I am worried about raising a concern?

It is normal to feel nervous about speaking up at work, particularly if you have not done it before.

You can prepare by:

  • Writing down what you want to say
  • Making a note of the important facts
  • Checking your workplace policy
  • Thinking about what outcome you would like
  • Asking someone you trust for support

You can also speak to HR or a trade union representative, if you are a member.

You do not need to know all the answers before raising a concern.

What if my concern is not resolved?

If you have raised a concern and it has not been resolved, check your employer’s procedure to see what happens next.

If you have raised a formal grievance, check the grievance procedure to see whether there is an appeal process and how it works.

You can also find further information from Acas if you need to understand the process.

Looking After Your Mental Health

Raising a concern at work can be stressful, particularly if you are worried about how other people will react or what might happen afterwards. You might feel anxious, angry, embarrassed, frustrated or overwhelmed. You may also find yourself thinking about the situation outside of work, checking messages repeatedly or worrying about whether you have said the right thing. These reactions are understandable when you are dealing with uncertainty or conflict.

Try to separate dealing with the concern from the rest of your life where possible. You might find it helpful to set aside a particular time to think about or work on the issue rather than allowing it to take over your whole day. Once you have written down what happened and the steps you need to take, remind yourself that you do not have to solve everything immediately. If you are waiting for a response from your employer, there may be periods when there is nothing more you can do at that moment.

Looking after your basic needs can become especially important when work is stressful. Try to maintain your usual routines around sleep, eating, exercise, relationships and activities you enjoy. Taking annual leave or spending time away from work can also give you space to recover. Try not to feel guilty about taking breaks from thinking about the situation; having time where you are not focused on work is part of protecting your wellbeing.

It can also help to talk to someone you trust. You might speak to a friend, family member, colleague, trade union representative, manager or another appropriate person. You do not necessarily need them to solve the problem. Sometimes having someone listen, help you organise your thoughts or remind you that you are not dealing with it alone can make the situation feel more manageable.

If you are worried about raising a concern because of your mental health, think about what would make the process easier. You could write down what you want to say before a meeting, ask whether you can have someone accompany you where appropriate, request reasonable adjustments if you are entitled to them, or ask for information to be provided in a way that you can process more easily.

If work-related stress is having a significant or ongoing effect on your mental health, consider speaking to your GP, occupational health service, employee assistance programme or a mental health professional. You do not need to wait until you are unable to work before asking for support.

How Can I Support a Friend or Family Member?

If someone you care about is experiencing a problem at work, they may feel stressed, anxious, angry, embarrassed or worried about what will happen if they speak up. Start by listening and allowing them to explain the situation in their own way. You do not need to immediately decide who is right or tell them what they should do.

Ask what kind of support they would find helpful. They might want someone to listen, help them organise their thoughts, read through something they have written, help them prepare for a meeting or simply provide a distraction from thinking about work. Try not to take over the situation unless they specifically want your help. Supporting someone does not mean making decisions for them.

If they are considering raising a concern, you can encourage them to check their workplace policies and seek appropriate advice. You might help them write down important dates or events, organise relevant documents or think about what outcome they would like. If they are a member of a trade union, you could encourage them to speak to their representative. You can support them without trying to act as their legal adviser or investigate the situation yourself.

Be careful about making the situation feel bigger than it already does. Repeatedly asking for updates, encouraging them to confront someone immediately or telling them what you would do can sometimes increase their stress. Instead, ask what they need from you and respect their decisions, even if you would approach the situation differently.

Help them maintain parts of their life outside work. Encourage them to take breaks, spend time with people they care about, continue with hobbies and look after their sleep and general wellbeing. If work is all they are talking or thinking about, gently remind them that they are more than what is happening in their workplace.

If you notice that the situation is having a serious effect on their mental health, such as persistent anxiety, low mood, difficulty sleeping, withdrawing from others or feeling unable to cope, encourage them to seek professional support. If they are experiencing thoughts of self-harm or suicide, take this seriously and help them access urgent support.

Further information