A grievance letter is a formal written complaint from an employee to their employer about a problem with the workplace. This could be unfair treatment, harassment, or discrimination. It sets out the problem and states the facts, along with dates and details, and it might include the preferred outcome. It is a legal requirement, and upon receiving one, an employer must acknowledge receipt—usually by sending a formal letter to indicate the case is being taken seriously. Following that, an investigator will be assigned. This will be an impartial manager or HR professional; preferably someone not with direct involvement with the grievance. During the investigation, evidence will be collated, witnesses will be interviewed, and information must be judged objectively. It’s imperative the investigation is thorough and fair.
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Free Grievance Letter Template and Guide
Your workplace grievance procedure is a legal requirement. It allows your employees to raise legitimate complaints about your business or a colleague.
Free Grievance Letter Template and Guide
FAQs
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A grievance at work is when an employee raises a concern, problem, or complaint to their employer.
An employee may choose to raise a grievance for a number of reasons. Such as demotion, the denial of benefits or discipline.
Yes, you need to investigate every grievance raised for a number of reasons. For example to make sure it's a genuine complaint, gather all suitable evidence, and ensure fair treatment of all your employees.
Peninsula can offer you practical and quality advice on employee grievances. We can help you to investigate them properly, avoiding any claims being raised against you.
Yes, if you fail to investigate grievances properly or act in a discriminatory way, claims can be raised against you.
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Your is a legal requirement. It allows your employees to raise legitimate complaints about your business or a colleague.
It’s essential you understand the employment laws in the process. Which ends with a consultation and a grievance outcome letter providing the information about your findings and, crucially, the decision you’ve come to.
Download our outcome of grievance letter example and grievance guide today, the document outlines the essential details to include for your employee.
A grievance is the official term for when an employee has a compliant or concern about something to do with their job. To resolve the issue, they may choose to raise a grievance with you. But as an employer, it's important you know how to manage an employee grievance process.
Download our grievance guide now and discover how to manage an employee grievance procedure correctly.
What issues can an employee raise a grievance at work over?
There are many reasons as to why an employee may choose to raise a grievance at work against their employer, such as:
Unhappy with the terms of their job.
Unhappy with their working environment.
They have an issue with the conduct of a colleague or manager.
They previously tried to raise an issue informally but it wasn't resolved.
In our grievance guide, we'll go into more detail behind why an employee may raise a grievance.
What is an employee grievance procedure?
When managing an grievance, it's important you have an employee grievance process in place. This can be included within your grievance policy, and it outlines the steps you'll take when it comes to handling a grievance at work.
The following steps make up the employee grievance procedure:
Try to resolve the issue informally.
Follow-up with the employee.
Raising a formal grievance.
Starting a formal grievance process.
Arrange a meeting with your employee.
Conducting the meeting.
Investigating the grievance.
Providing a grievance outcome letter.
Appeal.
Download our grievance guide where we go into more detail in each of these steps, as well as providing an example of a grievance letter.
When should an employee receive a grievance outcome letter?
Providing an employee with a grievance outcome letter makes up part of your overall grievance procedure. This letter will make clear the grievance procedure outcomes, such as disciplinary actions for the person or persons involved.
During the grievance meeting, you should make clear to the employee that they'll receive a letter.
Examples of grievance procedure outcomes
There are three possible grievance outcomes that you will include within your grievance outcome letter. Such as:
The grievance is upheld.
The grievance is partially upheld.
The grievance is not upheld.
For example, if one employee has been harassing another employee and the grievance is upheld - then disciplinary action may be taken against them. These grievance outcomes should be made clear to each employee during the procedure.
Our team of experts have created an example of grievance letter ready for you to download and use when needed. Access your grievance letter template now.
How to write a grievance outcome letter
One you have followed the procedure, it will need an outcome letter. There are some basic rules you should follow to address the outcome of an investigation. Follow the below when you write a grievance letter:
Keep your letter to the point. Cover the essential information with clear details on your reasoning.
Avoid making any allegations you can’t prove, such as accusing the employee of making up a grievance issue. Only state the facts.
Use formal and professional language.
Explain the employee’s right to appeal and the process to follow.
Ultimately, you need to provide reasons for your findings that you can also back up with evidence. By downloading our grievance letter template, you'll be sure to act legally and lawfully at all times, avoiding claims being raised against you.
Don't forget to download your grievance outcome letter template today. With our grievance letter template, you can be sure you're acting legally. A grievance outcome letter should make up part of your grievance policy.
What should be included in a grievance outcome letter?
You need to address the employee and cover your findings, including evidence where you have it. So, you should include:
The date.
The employee’s name.
An outline of the employee’s grievance complaint.
Your research into the issue.
Your verdict on the situation.
An outline of the appeal process.
You can also send a grievance outcome letter to an accused colleague—if this is what the complaint involves.
In that, you can outline your findings and the course of action you’re taking.
Sample grievance outcome letter template for the UK
You can download our grievance outcome letter example for details on:
How to word the document.
The details to include.
The structure of the document.
Who needs to write it.
Remember, you should adapt this grievance investigation outcome letter to suit your business’ specific requirements.
Each employee grievance is different. So, if you keep a outcome grievance letter template for each investigation, make the appropriate changes for the complaint you’re dealing with at that time.
Download our free grievance guide and grievance outcome letter now
We have put together an expert grievance guide, as well as an example of grievance letter for you to download and stay legally compliant.
If after downloading our grievance outcome letter you still need advice, contact our 24-hour advice line - where our team of experts are waiting to take your call. Our experts can also draft a watertight grievance policy for your business.
For any employee dispute investigations or employment tribunal representation, turn to us for immediate employment law support. Call us now: 0800 158 2313.
Don't forget to download our example of grievance letter today, and ensure your legal compliance.
