Grievance outcome letter template
A grievance outcome letter tells an employee the decision on their formal grievance, point by point, and explains how to appeal. It records the meeting, any investigation, whether each point was upheld, partly upheld or not upheld, and what happens next. It is sent once the employer has decided.
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What changes each time
19 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 process
- Date of the written grievance
- Date of the meeting
- Who was present
- Name of the companion and their role
- Investigator
- Investigation steps
The decision
- Grievance point
- Outcome
- Reasons, referring to the evidence
- Action to be taken
What happens next
- Steps, who is responsible and by when
- Support offered
Appeal
- Name and job title of the appeal manager
- Date to appeal by
The rules it usually needs
Written in plain English when the template is set up.
- Only when…
“Include the sentence naming the companion only when the employee was accompanied.”
When this applies, the sentence naming the companion is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the investigation paragraph only when there was an investigation.”
When this applies, the investigation paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Once for each item
“One row for each grievance point, marked upheld, partly upheld or not upheld, with reasons and action.”
The table has one row for each, so it grows or shrinks to match.
- One of several wordings
“The outcome of each point: upheld, partly upheld or not upheld.”
The document carries the wording for whichever applies, and the other wording is left out.
- Only when…
“Include the next steps paragraph only when any point is upheld or partly upheld.”
When this applies, the next steps paragraph is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the paragraph acknowledging disappointment only when any point is not upheld.”
When this applies, the paragraph acknowledging disappointment is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the offer of support only when support is being offered.”
When this applies, the offer of support is included; when it does not, it is left out and the rest of the document is unchanged.
- Only when…
“Include the sentence enclosing the meeting notes only when notes of the meeting are enclosed.”
When this applies, the sentence enclosing the meeting notes is included; when it does not, it is left out and the rest of the document is unchanged.
Questions people ask
What should a grievance outcome letter include?
The grievance points, how they were looked into, a decision and reasons on each, any action the employer will take, and how to appeal. The Acas Code of Practice expects the employer to tell the employee the decision in writing and offer an appeal.
Does an employee have a right to appeal a grievance outcome?
The Acas Code of Practice says the employee should be allowed to appeal if they feel the grievance has not been resolved. The letter should say who to write to and by when.
What does upheld mean?
It means the employer agrees with the employee's complaint on that point. Partly upheld means they agree with some of it, and not upheld means they do not agree, with reasons.
How long should an employer take to reply?
The Code says the employer should respond without unreasonable delay. Many policies set a timescale, which is why the invitation letter has an optional line for it.
Can a grievance outcome letter be used as evidence?
It may be, if there is a later tribunal claim, because a tribunal can consider whether the employer followed the Code. That is why the letter gives reasons that refer to the evidence.
Use this template
It opens in DocuWeave as a template you can check, change and publish. Nothing is used until you do.