Grievance Investigation Process Letter

Letter to complainant regarding grievance investigation process.

Grievance Investigation Process Letter

An effective grievance handling is crucial in fostering a culture of fair treatment that persuades commitment and staff retention. To conduct the grievance hearings fairly, the organization may need to carry out a proper grievance investigation process to establish the facts. Constructive unfair dismissal claim can be prevented by using a well-conducted investigation.

An employee may raise a complaint against the conduct of a manager or colleague or a third party such as a client or the working environment itself. Whatever be the cause of the employee’s complaint, as an employer, it is your responsibility to treat every grievance seriously. Discovering the facts through a thorough investigation process should be the priority of any organization while handling the grievances. Grievance investigation letter is sent to the complainant to inform him/ her about the investigation process.

What to include in the letter?

Before starting off with the investigation process, the employee who is subjected to the investigation should be made aware of it. This can be done using a formal letter called grievance investigation process letter. The letter should notify the complainant that an investigation will be undertaken regarding the issue raised by him/her. It should also involve a summary of the reasons for this along with the practical measures involved. Include if there is any paperwork or information needed to be seen or considered before the interview. Advise or assist the employee to access the counselling and support available to them. Ask the complainant to ensure the confidentiality of the process.

Key points

  • Name of the complainant
  • Date
  • Summary of the issue
  • Starting date of investigation
  • Practical measures
  • Paperwork information

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