Free notice template · Word

Grievance Hearing Notice

A grievance hearing notice formally invites an employee to a meeting where their grievance will be heard by HR or the Grievance Redressal Committee. It states the date, venue, panel, the employee's right to be accompanied and what to bring, so the employee can prepare and the hearing is procedurally fair.

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[Company Logo][Company Name]

NOTICE OF GRIEVANCE HEARING

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Hearing of your grievance (Case No. [Reference Number])

Dear [Employee Name],

Further to your grievance dated [Date] concerning [brief description], you are invited to a hearing to discuss the matter in detail. The details are:

Particular	Details
Date	[DD/MM/YYYY]
Time	[Time]
Venue / Link	[Meeting Room, Address or Video Link]
Panel	[Name, Designation]; [Name, Designation]
Note-taker	[HR Name]

At the hearing you will have the opportunity to explain your grievance, present supporting documents and suggest the resolution you are seeking. Please bring:

Any documents, emails or records that support your grievance
Names of any witnesses you would like the panel to speak to
Any reasonable adjustment you need (for example, an interpreter)

You may be accompanied by a fellow employee of your choice, as permitted by the Grievance Redressal Policy. Please inform us of their name by [Date]. If you have any concern about a panel member's impartiality, please tell HR before the hearing.

If you are unable to attend, please contact [HR Name] at [Email / Phone] before [Date] so that an alternative date can be arranged. The hearing and its record will be kept confidential, and you will not be treated unfavourably for pursuing this grievance.

Yours sincerely,

For [Company Name]
[HR Name]
Human Resources

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Reference to the grievance and case number
Date, time and venue or video-call link
Names of panel members so the employee can raise any conflict
Right to be accompanied by a colleague as per policy
Documents and witnesses the employee may bring
Rescheduling process if the employee cannot attend
Confidentiality reminder

When to use it

After acknowledging a grievance and before a decision is taken
When a Grievance Redressal Committee meets to hear an employee
When an earlier hearing must be rescheduled and fresh notice is needed
When an appeal against a grievance outcome is to be heard

How to customise this template

1Give reasonable notice, as set out in your grievance policy
2Add an online meeting link for remote or field employees
3Specify whether an interpreter can be arranged
4List the panel members and their designations
5Send by email and hand delivery and record the acknowledgement

HR tips

A grievance hearing is not a disciplinary hearing; keep the wording supportive
Avoid scheduling at a time that clashes with the employee's shift or leave
Let the employee raise any objection to a panel member in advance
Keep minutes of the hearing and share a copy with the employee

For HR & hiring managers

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Frequently asked questions

What is a grievance hearing?+

A meeting where the employee explains their grievance to HR or a committee, presents evidence and discusses possible resolutions.

Can an employee bring someone to a grievance hearing?+

Many companies allow a co-worker or employee representative to accompany the employee. Check your grievance policy or standing orders.

What if the employee cannot attend on the given date?+

They should inform HR promptly and propose an alternative date. The notice should explain how to request rescheduling.

All 50 employee relations & grievances →

[Company Logo][Company Name]
EMPLOYEE GRIEVANCE FORM
Company:
[Company Name]
Grievance Case No.:
[Reference Number]
Date of Submission:
[Date]
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.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email
Section B: Nature of Grievance
- Salary, wages, overtime or deductions
- Leave or attendance
- Working conditions, shift or safety
- Transfer, promotion or appraisal
- Interpersonal issue with a colleague or manager
- Application of a company policy
- Other (please specify)
Form · Word
Employee Grievance Form
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[Company Logo][Company Name]
ACKNOWLEDGEMENT OF GRIEVANCE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
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:
Letter · Word
Employee Grievance Acknowledgement
Download .docx
[Company Logo][Company Name]
GRIEVANCE INVESTIGATION FORM
Case No.:
[Reference Number]
Date Opened:
[Date]
Classification:
Strictly Confidential
Part 1: Case Details
Complainant [Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category
Part 2: Terms of Reference
Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date
Part 3: Investigator Appointment and Independence
Form · Word
Grievance Investigation Form
Download .docx
[Company Logo][Company Name]
GRIEVANCE INVESTIGATION REPORT
Case No.:
[Reference Number]
Report Date:
[Date]
Prepared by:
[Investigator Name], [Designation]
Submitted to:
[Decision Maker Name]
Classification:
Strictly Confidential
1. Executive Summary
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].
3. Methodology
Report · Word
Grievance Investigation Report
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[Company Logo][Company Name]
GRIEVANCE RESOLUTION LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
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].
Letter · Word
Grievance Resolution Letter
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[Company Logo][Company Name]
GRIEVANCE CLOSURE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
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]
Letter · Word
Grievance Closure Letter
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[Company Logo][Company Name]
NOTICE OF EMPLOYEE RELATIONS MEETING
Ref. No.:
[Reference Number]
Date of Notice:
[Date]
Committee:
[Works Committee / Grievance Redressal Committee / Employee Forum]
All members of the [Committee Name] of [Company Name], [Work Location], are informed that meeting no. [Number] will be held as follows:
Particular Details
Date [DD/MM/YYYY]
Time [Time]
Venue [Conference Room / Canteen Hall / Video Link]
Chairperson [Name, Designation]
Agenda
1. Confirmation of minutes of the previous meeting held on [Date]
2. Action taken report on earlier decisions
3. [Agenda item, e.g., revision of shift timings from next month]
4. [Agenda item, e.g., canteen and drinking water facilities]
5. [Agenda item, e.g., safety observations from the last quarter]
6. Review of pending grievances (summary, without names)
7. Any other matter with permission of the Chair
Members Invited
Notice · Word
Employee Relations Meeting Notice
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[Company Logo][Company Name]
GRIEVANCE MANAGEMENT POLICY
Company:
[Company Name]
Policy No.:
[Reference Number]
Effective Date:
[Date]
Owner:
Human Resources
Approved by:
[Authorised Signatory]
1. Purpose
[Company Name] is committed to a fair workplace where employees can raise concerns without fear. This policy provides a clear, timely and confidential process to resolve work-related grievances.
2. Scope
This policy applies to all employees, probationers, trainees and apprentices at all locations of the company. Contract workers may use it for workplace-related issues.
3. Definitions
Policy · Word
Grievance Management Policy
Download .docx