Undeniable Changes in Workplace Grievances
AI tools are increasingly being used by employees when raising workplace grievances or preparing tribunal claims. These tools can help draft detailed complaints, spot legal issues, or organise evidence. But with that power comes risk. For UK businesses, the rise of AI in employment disputes is something you can’t ignore.
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We advise many businesses across sectors. Our employment law experts understand that, while AI can bring efficiency, it also introduces uncertainty. If you get this wrong, you risk legal, financial, and reputational harm. In this post we explain the current landscape, the legal risks, and what you should do now to protect your business.
What’s Happening Now with AI in Workplace Grievances
Recent reports show that more and more employees using AI systems, such as ChatGPT or other generative tools, to prepare workplace grievances. Employees are producing letters and tribunal submissions that are often longer and more detailed than before. These may include legal arguments, references or policy details that sometimes look convincing, but can in fact be misleading.
This means that complaints can now contain a mix of accurate points and false legal statements, which employers then have to unpick. HR teams report that grievances are harder to read, more complex to respond to, and often take more time to investigate properly. What may once have been a short conversation or brief letter can now become a multi-page document full of claims that need addressing line by line.
The Legal Risks for Employers
Using AI in workplace grievances does not remove your legal duties. In fact, it may increase the stakes. AI can generate inaccurate or irrelevant legal claims which waste time and resources. Nonetheless, you must still respond carefully. Under the ACAS Code of Practice, you must investigate grievances fairly and transparently. If AI submissions blur the facts, this can make compliance harder.
There is also reputational risk. Even if a grievance contains weak or inaccurate arguments, staff may feel that you are being dismissive if you do not handle it with care. Poorly managed complaints are often what leads to tribunal escalation. With tribunals already under pressure, experts believe AI may increase the number of claims being filed, which puts employers under more scrutiny.
What You Should Do Now
Here are two key steps businesses should be taking:
1. Review your grievance policies
Make sure that your grievance policies clearly explain how grievances should be raised and how you will respond. Consider updating them so they acknowledge that AI may be used and clarify that every grievance will still be treated seriously.
2. Train your managers and HR staff
Ensure that your managers and HR team know they know how to spot AI-generated content and respond appropriately. Training should focus on fairness, empathy, and documenting the process properly from start to finish.
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Common Misconceptions
One of the biggest misunderstandings is that AI-generated workplace grievances are automatically invalid. This is not the case. Even if AI has helped to write the complaint, you are still obliged to take it seriously.
Another misconception is that, if parts of a grievance are inaccurate or exaggerated, the whole complaint can be dismissed. That approach risks breaching procedure and leaves you vulnerable at tribunal.
Some employers also believe they can refuse to deal with a grievance simply because they think it was written with AI. That is a dangerous mistake. You still owe employees a duty of trust and confidence, and your grievance procedures are usually contractual. Refusal to engage can make a weak grievance stronger by giving the employee grounds for a procedural claim.
Avoiding Tribunal Claims
Avoiding tribunal claims does not mean avoiding grievances. It means handling them well. Employers should always acknowledge grievances in writing, carry out a fair investigation with named decision-makers, and provide clear outcomes to the employee showing what evidence was considered.
Consistency in how policies are applied is critical. These steps not only resolve issues earlier but also demonstrate to a tribunal that your business acted reasonably if a claim proceeds.
Long-Term Planning
Businesses need to think ahead. Running regular audits of grievances can help identify patterns, such as repeated AI-style submissions. You may also want to consider a workplace AI policy that explains whether employees are allowed to use public AI tools. Especially when dealing with confidential information. Leadership should model the right approach by showing visible commitment to fair process and respectful workplace culture.
Planning should also include updating your policies whenever laws change or new tribunal precedents emerge. Check out our 24-month guaranteed legal compliance offer. It’s a fixed-fee service designed to keep your business legally compliant for two years. We will stay on top of rewriting your policies when the law changes. Which means you can rest assured that your documents are never out of date. Peace of mind, fixed cost, and expert legal support on hand when you need it.
Learn how we can keep your business compliant
AI in Workplace Grievances
AI is changing the way workplace grievances are raised. While this gives employees stronger voices, it creates added complexity and risk for employers. If you do not adapt your grievance procedures, training, and policies, you could face legal, financial, and reputational damage.
At Winston Solicitors our Employment Law team helps businesses to prepare for the challenges of AI in the workplace. We can review your grievance policies, train your managers, guide you through investigations, and defend your business if tribunal claims arise.
Call 0113 320 5000 or email @email to find out how we can support your business.
