GRIEVANCE MECHANISM POLICY

Layons Construction Ltd
(Building & Construction Industry)

1. Purpose

Layons Construction Ltd is committed to fostering a respectful, fair, safe, and inclusive work environment where all employees and workers feel confident to raise concerns without fear of retaliation.

This Grievance Mechanism provides a clear, structured, and transparent process for reporting, investigating, and resolving workplace grievances in a timely, impartial, and confidential manner.

2. Scope

This policy applies to:

  • All employees (permanent, temporary, or contract)

  • Interns, apprentices, and casual workers

  • Subcontracted workers and personnel under the supervision of Layons Construction Ltd

It covers grievances related to:

  • Interpersonal conflicts

  • Working conditions and site safety issues

  • Management or supervisory practices

  • Compensation, benefits, and workload

  • Harassment, discrimination, bullying, or intimidation

  • Unfair treatment or breach of company policies

3. Guiding Principles

All grievances will be handled in accordance with the following principles:

  • Fairness and Impartiality: All parties will be treated objectively and without bias

  • Confidentiality: Information will be shared strictly on a need-to-know basis

  • Non-Retaliation: Retaliation against anyone raising a grievance in good faith is strictly prohibited

  • Timeliness: Issues will be addressed promptly to prevent escalation

  • Right to Representation: Employees may be accompanied by a colleague or representative where appropriate

4. Grievance Procedure

Step 1: Informal Resolution

Where possible, employees are encouraged to raise concerns informally with their immediate supervisor or site manager.
If the supervisor is involved in the grievance, the employee may approach the next level of management or the HR Officer directly.

Step 2: Formal Complaint

If the matter cannot be resolved informally, the employee should submit a written grievance to the HR Officer or designated Grievance Officer.
The complaint should include:

  • Description of the issue

  • Dates and locations (e.g. project site)

  • Parties involved

  • Any supporting evidence

Step 3: Investigation

  • Acknowledgment of the grievance will be provided within three (3) working days

  • An impartial investigation will be conducted, including interviews and document review

  • All parties will be given a fair opportunity to be heard

Step 4: Decision and Outcome

  • Findings and decisions will be communicated in writing within 10–15 working days, depending on complexity

  • Outcomes may include corrective action, mediation, disciplinary measures, or other appropriate remedies

Step 5: Appeal

  • If dissatisfied, the employee may submit an appeal to the Managing Director or an appointed Appeals Panel within five (5) working days

  • The appeal decision shall be final

Step 6: Follow-Up

  • HR will follow up to ensure the resolution is effective and no retaliation occurs

  • Lessons learned will be used to improve workplace practices and policies

5. Roles and Responsibilities

Employees

  • Raise concerns promptly and in good faith

  • Cooperate fully during investigations

Supervisors / Site Managers

  • Address grievances fairly and professionally

  • Escalate unresolved issues promptly

  • Promote open communication on sites and offices

HR / Grievance Officer

  • Oversee the grievance process

  • Maintain confidentiality and accurate records

  • Ensure compliance with labor laws and company policy

Senior Management

  • Provide resources and leadership support

  • Ensure a zero-tolerance approach to retaliation

  • Uphold fair and timely resolution of grievances

6. Confidentiality and Records

All grievance-related information will be treated as strictly confidential and stored securely by HR.
Records will include:

  • The grievance submission

  • Investigation notes

  • Correspondence

  • Final outcomes

Records will be retained in line with company policy and applicable data protection and labor laws.

7. Monitoring and Review

HR will monitor grievances to identify trends, systemic issues, and improvement opportunities.
This policy will be reviewed annually or when significant organizational, legal, or operational changes occur.

8. Communication and Awareness

  • This policy will be communicated during employee induction

  • Copies will be available at construction sites, offices, notice boards, and the company website

  • Training may be provided to supervisors and managers to ensure effective implementation

Approved by:
Management Team
Layons Construction Ltd