Grievance investigation confirmation letter template
Supporting information
Employment law compliance
Documentation sequence
Decision-making milestones
Our Grievance Investigation Confirmation Letter ensures a transparent process, confirming receipt and initiation of grievance investigation promptly.
Grievance investigation confirmation letter
[Add Logo]
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
This letter is confirmation that on [date], the organisation received your [form/letter/email] dated [date] registering a formal grievance concerning [state concerns].
Following the completion of an investigation, we will organise a formal grievance meeting with you in line with the company's grievance policy.
In the meantime, [name of individual/line manager] has been authorised to investigate your allegation(s). If you have any questions before being invited to the official grievance hearing, please contact him or her by [telephone/email].
[Name of individual/the line manager] may be required to interview relevant witnesses and examine documents as part of this investigation.
Your grievance will be kept as confidential as possible, and all witnesses will be instructed not to discuss it. However, it will be necessary to inform witnesses that a grievance has been filed as part of the investigation process.
Finally, the organisation would like to emphasise that no decision will be reached on your grievance until the investigation is concluded and you have had an opportunity to express your concerns formally at a grievance meeting.
Please be aware that you will be required to report to work as usual during the investigation.
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
The Grievance Investigation Confirmation Letter template serves to acknowledge the grievance, confirm the investigation's start, and provide relevant details, ensuring transparency and professionalism throughout the process. It reassures the employee that their concerns are taken seriously and sets expectations for a fair and systematic investigation, fostering a sense of trust and commitment to resolving the issue promptly.
Extended guidance
Employment law compliance
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Employment Rights Act 1996: Provides statutory rights and procedures for employees to raise grievances.
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Equality Act 2010: Ensures fair treatment and prohibits discrimination in grievance investigations.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers guidance on handling grievances fairly and consistently.
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Trade Union and Labour Relations (Consolidation) Act 1992: Covers collective grievances and trade union representation.
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Data Protection Act 2018: Ensures compliance with data protection principles when handling grievance-related information.
Documentation sequence
Grievance letter template
If an employee wishes to raise a grievance about a workplace issue, they can submit this model letter template to you.
Investigation plan template
Use this form to determine the arragements for the investigation, including the issues to be explored, who is involved and the target date.
Decision-making milestones
| Step | Description | Responsibility | Timing |
| 1 | Receive Grievance: Acknowledge receipt of the employee's grievance and assess its nature to determine if an investigation is necessary. | HR / Management Team | N/A |
| 2 | Evaluate Grievance: Review the grievance details and identify the appropriate individual to conduct the investigation. | HR / Management Team | Day 1 |
| 3 | Appoint Investigator: Appoint an impartial investigator to conduct the grievance investigation. | HR / Management Team | Day 3 |
| 4 | Initiate Investigation: Issue an official communication, confirming the initiation of the grievance investigation. | HR / Management Team | Day 5 |
| 5 | Prepare Confirmation Letter: Create a comprehensive Grievance Investigation Initiation Confirmation Letter, outlining the investigation details. | HR / Investigator | Day 7 |
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