A grievance closure letter formally closes a grievance case once the agreed actions are complete, the appeal period has passed, or the employee has withdrawn the grievance. It confirms what was done, records the closure date and reminds the employee that new concerns can still be raised.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Closure of grievance case no. [Reference Number]
Dear [Employee Name],
This letter confirms that your grievance dated [Date] regarding [brief description] is now closed with effect from [Date] for the following reason:
All actions set out in the resolution letter dated [Date] have been completed
The appeal period ended on [Date] and no appeal was received
The appeal was decided on [Date] and the decision is final
You withdrew the grievance voluntarily by your letter/email dated [Date]
Actions completed:
Action
Completed On
Remarks
[Action 1]
[DD/MM/YYYY]
[Remarks]
[Action 2]
[DD/MM/YYYY]
[Remarks]
[Action 3]
[DD/MM/YYYY]
[Remarks]
The case file will be retained confidentially by Human Resources as per company record-keeping practice. Closure of this case does not limit your right to raise any new concern. If the issue recurs, or if you experience any unfavourable treatment linked to this grievance, please contact [HR Name] at [Email / Phone].
Thank you for your cooperation throughout the process.
To, [Employee Name] [Designation], [Department] Employee ID: [Employee ID]
Subject: Outcome of your grievance dated [Date]
Dear [Employee Name],
Thank you for raising your grievance regarding [brief description] and for attending the hearing on [Date]. The matter has been reviewed by [Name, Designation], who considered your account, the documents you provided, and information gathered from [relevant departments / witnesses].
Outcome: Your grievance has been [upheld / partly upheld / not upheld].
Use this form to formally raise a work-related grievance. Please write clearly and attach any supporting documents. Complaints of sexual harassment must be submitted to the Internal Committee under the company's POSH policy and not on this form.
Subject: Acknowledgement of your grievance dated [Date]
Dear [Employee Name],
We acknowledge receipt of your grievance submitted on [Date] regarding [brief neutral description of grievance]. It has been registered under case number [Reference Number]. Please quote this number in all future communication on this matter.
Your grievance has been assigned to [Reviewer Name], [Reviewer Designation], who will review the matter in line with the company's Grievance Redressal Policy. The next steps are:
This report sets out the investigation into the grievance raised by [Employee Name], [Designation], on [Date]. Of the [Number] issues investigated, [Number] were substantiated, [Number] were not substantiated and [Number] were inconclusive.
2. Background and Terms of Reference
[Brief neutral description of the grievance.] The investigator was appointed on [Date] by [Name] to examine: (a) [Issue 1]; (b) [Issue 2]; (c) [Issue 3].
This letter follows our discussions on [Date] and [Date], when your reporting manager, [Reporting Manager], spoke with you about [concern]. At that time, it was agreed that you would [agreed improvement].