The rise of generative AI tools has transformed how employees draft workplace grievances, with AI generated grievances becoming an increasing challenge for employers. What was once a short-written summary of concerns is increasingly becoming a lengthy, highly‑structured document, sometimes running to dozens of pages, often including irrelevant information, bearing little resemblance to the employee’s own voice or understanding of the issues.
For HR teams and employers, this shift is creating new challenges in terms of costs, employee relations, case management and procedural fairness however, with the right approach, AI‑assisted grievances can be managed effectively without undermining employee concerns or overburdening internal processes.
The emerging problem: volume without clarity
Many organisations are now receiving grievances that:
- Are excessive and complex, which run to 20, 40 or even 60+ pages
- Contain overly technical legal language or allegations the employee cannot explain
- Include irrelevant narrative generated by AI “padding”
- Obscure the core issues rather than clarifying them
This creates a practical difficulty as employers must still treat the grievance seriously, but the document itself may not provide a reliable basis for investigation.
In practice, HR professionals are seeing a common pattern whereby the employee, at their grievance meeting, is unable to articulate the grievance in their own words, is unable to elaborate and discuss their concerns in more detail or is surprised by what the document contains.
Why AI is changing the employment landscape
AI tools allow employees to produce:
- Longer, more complex narratives than they would ordinarily write
- Lists of alleged breaches of policy or law, sometimes inaccurately
- Highly structured arguments that may not reflect the real concern or key legal issues
- Emotionally detached or overly formal language
While this can empower employees who struggle to express themselves, it can also distort the grievance process by creating unnecessary volume without clarity.
Legal considerations for employers
Employers must continue to comply with:
- The ACAS Code of Practice on Disciplinary and Grievance Procedures
- Their own internal grievance policy
- Principles of natural justice and fair process
- An AI‑generated grievance does not reduce the employer’s obligations. However, employers are entitled and often required to seek clarification to ensure they understand the actual issues being raised and adequately address all concerns raised.
Employers may also seek to ascertain whether confidential information has been shared with AI platforms when employees draft grievances. This may be relevant if user inputs, names or internal documents have been stored and retained. Implementing a robust AI policy that governs the use of AI tools and protects sensitive information can help employers navigate the evolving use of AI by employees.
Drawing on the themes raised recently, several practical and legally sound approaches are emerging:
Use an initial clarification meeting as Standard Practice
Many HR professionals already do this, and it is entirely consistent with the ACAS Code.
A structured clarification meeting can:
- Confirm the issues in the employee’s own words to avoid misinterpreting the complaints
- Encourage constructive dialogue at the earliest opportunity
- Identify which allegations are genuinely being pursued, manage the scope of the grievance and ensure the most pressing points are addressed
- Strip out AI‑generated noise and clarify any misunderstandings
- Produce an agreed list of issues for investigation
- Ensure timely resolution of the grievance
This mirrors the approach taken by Employment Tribunals at preliminary hearings and therefore, can assist should the employee subsequently issue legal proceedings.
Introduce a grievance intake form
Some organisations are adopting online or structured forms with:
- Specific questions
- Word limits
- Prompts for dates, witnesses and impact
This encourages clarity and reduces the risk of AI‑generated narrative overwhelming the process.
Avoid arbitrary page limits (but manage expectations)
While some have suggested a three‑page limit, this is unlikely to be legally defensible. A better approach is to:
- Accept the grievance in whatever form it arrives
- Make clear that only the issues the employee can articulate and confirm will be investigated
- Use meetings to refine and narrow the scope
This protects employee concerns while maintaining procedural fairness.
Train Managers in Early, Informal Resolution
Several commentators noted that the real issue is not AI; it is the loss of confidence in having early, human conversations.
Strengthening informal resolution skills can:
- Prevent escalation
- Reduce reliance on formal grievances
- Improve workplace culture
- Build trust between employees and managers and increase morale
- Save time, money and resources and lead to a prompt resolution
Ensure Accessibility and Fairness
Employers must remain mindful that:
- Some employees rely on AI because of literacy, neurodiversity or language barriers
- Others may feel safer expressing concerns in writing
- A blanket ban on AI‑assisted grievances could be discriminatory
The focus should be on understanding, not restricting, the employee’s ability to raise concerns.
Clarity Over Length
Whether a grievance consists of one paragraph or an excessively lengthy document, the employer’s task is the same – to identify the key issues, understand the employee’s concerns, and investigate them fairly.
AI may complicate the presentation of the grievance, but it does not change the core purpose of the grievance process or the employee’s right to obtain prompt redress of their grievance.
How Ellisons Can Help
Our Employment Team advises employers across all sectors on managing grievances — including those complicated by AI‑generated content. We can assist with:
- Reviewing grievance procedures
- Drafting effective intake forms
- Training managers in early resolution
- Supporting HR teams through complex or high‑volume grievances
- Conducting independent investigations
If you would like tailored advice on handling AI‑generated grievances or updating your internal processes, please contact the Employment Team at Ellisons Solicitors.
