Investigation and Formal Grievance Meeting

These Investigation and Formal Grievance Meeting templates cover the operational stage of the employee grievance process: Investigating the complaint, arranging the formal grievance meeting, dealing with attendance problems, keeping records and communicating the outcome.

The letters and form cover the key steps after a grievance has been raised and assessed, including inviting an employee or witness to an investigatory meeting, arranging the formal grievance meeting, rescheduling the meeting where necessary, writing to an employee who has failed to attend, recording the grievance process and confirming the outcome in writing.

Grievance Procedure Legal Compliance

These templates have been drafted and maintained up-to-date by experienced employment solicitors and HR professionals, and have been/are applied successfully and consistently by thousands of employers and HR consultants.

The investigation and grievance meeting templates support a fair, consistent and well-documented grievance procedure. They help employers give employees a full opportunity to explain their grievance, consider relevant evidence, make reasonable arrangements for companions, deal with remote or in-person meetings, maintain confidentiality and confirm any decision or action taken following the grievance meeting.

Prior to applying these documents employers should ensure that they are fully prepared to deal with employee grievances within a legal framework by downloading the Grievance Procedures & Guidance templates and have carried out the first stage in the process by downloading and applying the relevant templates from Raising, Receiving and Assessing Grievance.

This selection of templates provides:

Invitation to Investigatory Meeting Letter

This Invitation to Investigatory Meeting Letter template is for employers who need to invite an employee or other relevant person to a meeting as part of a grievance investigation. It explains the purpose of the investigatory meeting, gives an outline of the grievance, identifies who will chair and note-take at the meeting, and confirms that the meeting is a fact-finding exercise.

Grievance Meeting Letter

This Grievance Meeting Letter template helps employers formally invite an employee to a grievance meeting after receiving a grievance letter. It confirms the date, time and place of the meeting, or remote meeting arrangements, and explains that the purpose of the meeting is to discuss the grievance and any possible action the employer may take to resolve it.

Rescheduling Grievance Meeting Letter

This Rescheduling Grievance Meeting Letter is for employers who need to rearrange a grievance meeting because the employee could not attend or failed to attend the original meeting. It confirms the original meeting details, explains why the meeting is being rescheduled and provides the new meeting date, time and location or remote meeting arrangements.

Letter to an Employee Who Has Failed to Attend a Grievance Meeting

This Failure to Attend Grievance Meeting Letter template is for employers to use where an employee does not attend a scheduled grievance meeting. It records the missed meeting, refers to any reason given for non-attendance and confirms that the employer still wishes to investigate the employee’s concerns and resolve the matter.

Formal Grievance Record Form

This Formal Grievance Record Form template helps employers keep a structured record of a formal grievance. It provides fields for the employee’s name, job title, department or team, date of receipt of the written grievance, grievance hearing date, hearing manager, companion, summary of grievance, decision, reasons, agreed actions and appeal information.

Grievance Meeting Decision Letter

This Grievance Meeting Decision Letter template helps employers confirm the outcome of a grievance meeting in writing. It records the decision reached, any action the employer intends to take to resolve the grievance and the circumstances considered when making the decision.

Please click on the links below to download these templates:

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