Grievances

Grievance outcome letter

Sets out the decision on each point of the grievance, what will be done about it, and the right of appeal.

The meeting has been held, any further enquiries made, and a decision reached on each part of the complaint. Upheld, partly upheld or not upheld, with reasons and actions.

Before it goes

  • Every point in the written grievance has a finding.
  • Where upheld, you know what will actually change and by when.
  • You have decided who hears an appeal.

The letter

[COMPANY NAME] [COMPANY ADDRESS] [DATE] [EMPLOYEE NAME] [EMPLOYEE ADDRESS] Dear [EMPLOYEE FIRST NAME], Outcome of your grievance I am writing to confirm the outcome of your grievance dated [GRIEVANCE DATE], which we discussed at the meeting on [MEETING DATE]. You were accompanied by [COMPANION NAME / You chose not to be accompanied]. Following the meeting I [spoke to [NAMES] / reviewed [DOCUMENTS]] before reaching my decision. Your grievance raised the following points: 1. [POINT, in their terms] 2. [POINT] My findings are as follows. Point 1: [UPHELD / PARTLY UPHELD / NOT UPHELD]. [REASON, e.g. The overtime records for [PERIOD] show that you were offered overtime on four occasions and [COLLEAGUE] on eleven. [NAME] explained that this was because …. I do not consider that explanation justifies the difference, and I uphold this point.] Point 2: [FINDING AND REASON]. Actions: [WHAT WILL HAPPEN, e.g. From [DATE], overtime on the [SITE] contract will be offered on a rota basis recorded in Work-Lynx, and I will review the allocation with you at the end of each month for the next three months. / I have spoken to [NAME] about the conduct you described, and [OUTCOME YOU CAN SHARE, e.g. they have apologised / the matter is being addressed under the disciplinary procedure, the details of which are confidential].] [If not upheld: I understand this will be disappointing. I want to be clear that raising the grievance was the right thing to do and will not be held against you in any way.] You have the right to appeal against this decision. If you wish to appeal, write to [APPEAL MANAGER NAME] at [ADDRESS / EMAIL] within five working days of receiving this letter, setting out your grounds. The appeal will be heard by someone not previously involved. Yours sincerely, [MANAGER NAME] [JOB TITLE] [COMPANY NAME]

Filling it in

Point by point
Their points, in their order, each with a finding and a reason. A grievance outcome that answers a different complaint from the one raised is the commonest failing.
Actions
Concrete, dated, owned. Where the action is disciplinary against someone else, say that it is being dealt with and that the details are confidential; do not say nothing.

What the law says

  • Acas Code of Practice, paragraphs 40 to 41: decide on appropriate action, communicate it in writing without unreasonable delay, and inform the employee of the right of appeal.
  • Acas Code of Practice on disciplinary and grievance procedures: a tribunal can adjust compensation by up to 25% for an unreasonable failure to follow it.
Guidance, not legal advice. Employment law moves; check the current position before relying on any of it, and take advice on anything that could end someone's employment.

What turns this letter into a claim

  • Do not decide the grievance in the meeting. Hear it, go away, look into it, decide.
  • Do not omit the reassurance paragraph when a grievance is not upheld. Victimisation claims start where a complainant is treated worse for complaining.

Questions people ask

How long should the whole grievance process take?

Acknowledge within days, meet within a week or two, decide within a week or two of the meeting unless enquiries genuinely need longer. Tell them if it is taking longer and why.

Can I tell the complainant what happened to the person they complained about?

That the matter has been addressed, yes. The detail of a disciplinary sanction against a colleague is that colleague's confidential information. Most people accept "it has been dealt with" if they believe it has.

The letter, with the names already in

Employ AI drafts letters like this one from the employee's record, so the dates, service and pay are already right, and the disciplinary module writes the invitation and outcome letters from the case itself. All 44 letter families, 49 UK policies, GPS clock-in, rotas, leave and timesheets: £2.50 a month plus £1 per employee. 14 days free, no card.

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