Grievance meeting invitation letter template
A grievance meeting invitation letter invites an employee who has raised a formal grievance to a meeting to discuss it. It gives the date, place and who will hear the grievance, lists the points to be covered and explains the employee's right to be accompanied. It is sent promptly after the grievance is received.
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What changes each time
15 values. Everything else is your wording, kept exactly.
The parties
- Employer's full name
- Employer's address
- Employee's full name
- Employee's address
- Employee's first name
The grievance
- Date of the grievance
- Summary of each point
The meeting
- Date and time
- Place
- Who will hear the grievance, name and job title
- Note-taker, name and job title
Next steps
- Number of working days to reply in
- Wider companion allowed, e.g. a family member
- Name to contact
- Sender's job title
The rules it usually needs
Written in plain English when the template is set up.
- One of several wordings
“Whether the grievance was raised by email or by letter.”
The document carries the wording for whichever applies, and the other wording is left out.
- Once for each item
“One row for each point the employee raised.”
The table has one row for each, so it grows or shrinks to match.
- Only when…
“Include wider companion choice only when the employer's policy allows a wider choice than a colleague or trade union representative.”
When this applies, wider companion choice is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the time limit for a written reply only when the employer's policy sets a timescale.”
When this applies, the time limit for a written reply is included; when it does not, it is left out and the rest of the document is unchanged.
Questions people ask
What is a grievance meeting?
It is a meeting where an employer hears an employee's formal complaint about their work, working conditions or colleagues. The employee explains the grievance and the employer asks questions before deciding what to do.
Does the employee have the right to be accompanied?
Yes. If the employee reasonably asks, they can bring a colleague or a trade union representative or official to a grievance meeting. If the companion cannot attend, the meeting can be moved by up to five working days.
How soon must an employer hold a grievance meeting?
The Acas Code of Practice says the employer should arrange a meeting without unreasonable delay. If the employer does not follow the Code, a tribunal can increase an award by up to 25%.
What should a grievance invitation letter include?
The date, time and place, who will hear the grievance, a summary of the points to be discussed, the right to be accompanied, and what the employee should do if their companion cannot attend.
Is the grievance letter confidential?
It should be marked private and confidential and shared only with the people involved. The letter does not stop the employee making a protected disclosure, reporting a crime or getting advice.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.