Grievance hearing invitation letter template

What is a grievance hearing invitation letter?

A grievance hearing invitation letter is a formal written invitation to an employee who has raised a grievance, asking them to attend a meeting to discuss the concerns they have raised. It sets out the practical arrangements for the meeting and gives the employee sufficient information and notice to prepare and participate meaningfully in the grievance process.

The grievance meeting forms part of the wider process for considering and investigating an employee's concerns. It gives the employee an opportunity to explain their grievance, provide relevant information and respond to questions, while allowing the employer to establish the facts before reaching a decision.

What is usually included?

A grievance hearing invitation letter will typically include:

• the date, time and location of the grievance meeting;
• confirmation of the grievance being considered and the issues raised;
• details of who will attend the meeting and their roles;
• information about the employee's right to be accompanied, where applicable;
• details of any documents or evidence that will be considered;
• information about whether the meeting will take place in person or remotely; and
• details of any preparation the employee is expected to complete before the meeting.

When should the letter be issued?

The invitation should be provided with sufficient notice for the employee to understand the issues being considered, gather relevant information and make appropriate arrangements to attend. The timing should also be consistent with the employer's grievance procedure and any applicable contractual requirements.

What happens at a grievance meeting?

The employee should have a reasonable opportunity to explain their grievance and provide any relevant information or evidence. The person dealing with the grievance may ask questions to establish the facts and may identify matters requiring further investigation before a decision is reached.

What should employers check first?

Before sending the invitation, the employer should review the grievance, identify the issues that need to be considered and determine who is appropriate to hear or investigate it. The employer should also check the organisation's grievance procedure and ensure that any relevant documents or evidence are available for consideration.

How much notice should an employee receive?

There is no universal statutory number of days that must be given for a grievance hearing. The employee should be given reasonable notice and sufficient time to understand the matters being considered, prepare for the meeting and arrange a companion where they have the right to be accompanied. The employer should also follow any notice requirements contained in its own grievance procedure.

Can an employee be accompanied?

Employees have a statutory right to be accompanied at a grievance hearing in certain circumstances, including where the grievance concerns a duty owed by the employer to the employee. The companion may be a fellow worker or an appropriate trade union representative, subject to the applicable rules.

What happens after the grievance hearing?

The meeting does not necessarily mark the end of the grievance process. Further investigation may be required before the employer reaches a decision. Once the grievance has been considered, the employee should be informed of the outcome and, where applicable, given information about their right to appeal.

Tip: Avoid treating the grievance meeting as a formality. The invitation should give the employee enough information to understand what will be discussed and prepare properly, while the employer should remain open to further evidence or information that may arise during the process.

The wider HR process

Related HR resources and workflow

Explore the HR resources that may be relevant before and / or after using the Grievance hearing invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

Previous

Investigation report form

A structured investigation report form template to record findings, evidence, and outcomes from workplace investigations consistently.

This

Grievance hearing invitation letter

Next

Grievance hearing script

If you are holding a grievance hearing, use this model script to help you navigate through the meeting legally and effectively.

Premium content

To continue reading, purchase this item or a parent toolkit, library or our full library.