Understanding When and Why to Raise Concerns at Work
Raising concerns at work is an important step in ensuring a fair, safe, and respectful workplace. Employees in the UK may feel the need to speak up for a variety of reasons, such as experiencing unfair treatment, noticing health and safety risks, facing discrimination, or witnessing inappropriate behaviour. Addressing these issues early can help prevent them from escalating and support a positive working environment for everyone.
Common reasons for raising concerns include:
- Unfair treatment: This could involve being treated differently from colleagues without a valid reason, such as being overlooked for promotions or given less favourable tasks.
- Health and safety issues: If you notice unsafe working conditions or practices that could put anyone at risk, it’s important to highlight these as soon as possible.
- Discrimination or harassment: If you experience or witness discrimination based on race, gender, disability, or any other protected characteristic, or if there is bullying or harassment, raising the issue helps protect everyone’s rights.
- Breach of company policy or the law: If company rules or legal obligations are not being followed, bringing this to attention can help the organisation act responsibly.
Addressing concerns informally – by having an open and respectful conversation with your manager or HR – often leads to quicker and less stressful resolutions. This approach allows both sides to discuss the issue constructively and find a solution without the need for formal procedures. Taking this step first can help maintain good working relationships and foster trust within your team.
UK employment law supports your right to raise concerns at work. The Employment Rights Act 1996 sets out key protections for employees, including the right not to be treated unfairly or dismissed for raising legitimate concerns. Knowing your rights can give you confidence to speak up, and employers are legally required to take such matters seriously.
Before starting a formal complaint process, it’s usually best to try informal resolution. This page focuses on practical steps you can take to raise concerns informally, helping you approach the situation calmly and constructively. If you’d like more background on why informal approaches are encouraged, you can read about Informal Resolution for Employment Disputes.
For those interested in exploring how these issues fit into the wider legal landscape, see our overview of Related legal topics. This can help you understand the broader framework for handling workplace disputes in the UK.
Preparing to Raise Your Concern
Before raising a concern at work, taking some time to prepare can make your conversation more effective and help you feel more confident. Here are practical steps to help you get ready:
1. Gather Clear Facts and Examples
Start by noting down exactly what has happened. Be as specific as possible – include dates, times, locations, and the names of anyone involved. For example, if you feel you’ve been treated unfairly or noticed a safety issue, write down when and where it occurred and what was said or done. Having clear facts and examples will help you explain your concern calmly and clearly, making it easier for your manager or HR to understand the issue.
2. Consider Your Desired Outcome
Think about what you would like to happen as a result of raising your concern. Do you want an apology, a change in procedure, or simply for the issue to be acknowledged? Being clear about your desired outcome can help guide the conversation and increase the chances of a satisfactory resolution.
3. Decide Who to Approach
Consider who is best placed to address your concern. In many cases, your direct manager is the first person to speak to. However, if the issue involves your manager or you feel uncomfortable approaching them, you may want to go to HR or another trusted senior colleague. Most workplaces have policies outlining the correct procedures, so check your staff handbook if you’re unsure.
4. Choose the Right Time and Setting
Timing and environment can make a big difference. Try to choose a moment when your manager or HR representative is not rushed or distracted, and find a private space where you can talk without being overheard. This helps ensure your concern is taken seriously and that you feel comfortable discussing sensitive matters.
5. Keep Notes Before and After
It’s a good idea to keep written notes both before you raise your concern and after your discussion. Beforehand, jot down the points you want to cover so you don’t forget anything important. After the conversation, make a note of what was said, any responses you received, and any agreed next steps. This can be useful if you need to follow up later or if the issue isn’t resolved straight away. For more detailed advice on this topic, see our guide to Keeping Records of Meetings at Work.
6. Understand Your Rights and Responsibilities
Remember, you have the right to raise concerns at work, whether about unfair treatment, health and safety, or other issues. UK employment law, including the Employment Rights Act 1996, protects employees from being treated unfairly for raising genuine concerns (sometimes called “whistleblowing” in cases of serious wrongdoing). If you want to know more about your legal rights in workplace disputes, learn about related laws that may apply to your situation.
Taking these steps can help ensure your concern is heard and addressed fairly, and can often lead to a quicker, more positive resolution.
How to Raise Your Concern Informally
Raising a concern informally at work is often the quickest and least stressful way to resolve issues like unfair treatment, workplace bullying, or health and safety worries. Here are practical steps to help you approach the conversation constructively:
1. Choose the Right Person and Setting
Start by identifying who is best placed to help – this could be your line manager, supervisor, or a member of the HR team. If possible, arrange a private meeting at a time when you can both talk without interruptions.
2. Prepare What You Want to Say
Before your meeting, take some time to clarify your thoughts. Write down the main points you want to discuss, focusing on specific examples of what has happened and how it has affected you. This helps keep the conversation focused and factual.
3. Communicate Clearly and Calmly
When you raise your concern, try to stay calm and professional. Use clear language and avoid blaming or emotional statements. For example, you could say, “I’ve noticed that I’m often left out of team meetings, and I’m concerned this affects my ability to do my job,” rather than making accusations.
4. Outline the Problem and Desired Outcome
Be clear about what you think the problem is and what you would like to happen next. If you have ideas for solutions, share them. For instance, you might say, “I’d like to be included in future meetings so I can contribute to the team,” or “I’d appreciate more regular feedback on my work.”
5. Listen and Seek Mutual Understanding
Give the other person a chance to respond. Listen carefully to their perspective – there may be reasons or misunderstandings you weren’t aware of. Aim for a two-way conversation where both sides feel heard and respected.
6. What If the First Person Isn’t Helpful?
If you don’t feel your concern has been taken seriously, or if you’re uncomfortable speaking to your manager, you can approach someone else – such as another manager or a member of HR. It’s important to know that you have the right to raise concerns without fear of negative consequences. For more about your legal rights in workplace disputes, you can learn about related laws.
7. Consider Mediation for Ongoing Issues
If informal discussions don’t resolve the issue, mediation can be a valuable next step. Mediation involves a neutral third party who helps both sides find a solution. This process is confidential and voluntary, aiming to repair working relationships and prevent further conflict. For practical advice, see our Manager Mediation Tips or explore mediation tips for managers for a deeper understanding of how mediation works and its benefits.
Taking these steps can help resolve concerns quickly and maintain a positive work environment. If you feel your concerns are not being addressed, remember that you can take further action, including making a formal complaint or seeking external advice.
What to Do if Your Concern Is Not Resolved
Even with your best efforts, not all workplace concerns can be resolved informally. If your issue remains unresolved after speaking to your manager or HR, it’s important to know what steps you can take next to protect your rights and seek a fair outcome.
Consider a Formal Grievance
If discussions haven’t led to a solution, you may wish to raise a formal grievance. This is a structured process that requires your employer to address your concern in line with their policies and legal requirements. Most workplaces have a written grievance procedure, often found in the staff handbook or company intranet. Following this process ensures your concern is formally recorded and investigated.
To start, you’ll usually need to set out your complaint in writing. Using a Grievance form template can help you clearly explain the issue, what steps you’ve already taken, and what outcome you’re seeking.
Keep Detailed Records
Continue to keep clear records of all interactions about your concern. This includes emails, notes from meetings, and copies of any forms or letters you submit. Accurate records can be vital if you need to escalate your complaint or if there is any dispute about what was said or agreed.
Follow Company Policies and Legal Guidance
Always follow your employer’s procedures when raising a formal grievance. Employers in the UK are expected to handle disciplinary and grievance issues fairly, in line with the ACAS Code of Practice on Disciplinary and Grievance Procedures. This Code sets out the minimum standards employers should meet, including holding meetings, investigating issues, and allowing you to be accompanied by a colleague or trade union representative.
Seek External Advice
If you’re unsure about your rights, or if you feel your grievance is not being taken seriously, it can help to seek independent advice. You might contact a trade union representative, Citizens Advice, or a legal adviser. They can guide you on your options and help you understand the next steps.
If Your Grievance Is Ignored
Sometimes, even after following the formal process, you may feel your grievance has not been properly addressed. If this happens, there are further steps you can take. For more detailed guidance on your options and support available, see What to Do if Your Grievance Is Ignored.
You may also wish to learn about related legal issues, such as what to expect from work grievance meetings and how to prepare.
Taking these steps can help ensure your concerns are handled fairly, while also protecting your rights at work. Remember, you are not alone – support and guidance are available at every stage of the process.
