Your workplace grievance procedure 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.
You can download a sample of such a letter in this guide. It outlines the essential details to include for your employee.
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. These include:
- 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.
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 standard template for each investigation, make the appropriate changes for the complaint you’re dealing with at that time.