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Grievance hearing invitation letter

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If an employee raises a formal grievance, use this model letter template as an invitation to a grievance hearing to discuss their issues or complaints in detail.

This invitation sets out the time, date and location of the meeting, and that they have the right to be accompanied at the meeting, and may be used to provide other information such as an explanation of the format that the meeting will take, so that the employee knows what to expect.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Grievance hearing invitation letter?

A grievance hearing invitation letter is a formal letter sent by an employer to an employee who has submitted a grievance, inviting them to attend a meeting to discuss their grievance. The letter provides details of the hearing, including the date, time, and location of the hearing, as well as any witnesses who will be attending.

The purpose of the grievance hearing is to provide the employee with an opportunity to present their case, and for the employer to investigate the grievance and take appropriate action. The letter should explain the purpose of the hearing, and outline the format of the hearing.

The letter should also inform the employee of their right to be accompanied by a colleague or trade union representative.

It is important that the grievance hearing invitation letter is written in a clear and concise manner, and that it provides all the necessary information to enable the employee to prepare for the hearing. The letter should be delivered in a timely manner, giving the employee adequate time to prepare.

Best practice timescale for this to be issued
When should this letter be issued?
Ideally, 3 working days before the hearing to allow time for all parties to prepare
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom
  • The ACAS Code of Practice on Disciplinary and Grievance Procedures: Employers should follow this code, which provides best practice guidance on handling grievances and conducting grievance hearings.

  • The Employment Rights Act 1996: Employers must inform the employee in writing of the date, time, and location of the grievance hearing. The letter should also explain the employee's right to be accompanied by a colleague or trade union representative.

  • The Data Protection Act 2018: Employers must ensure that any personal data collected during the grievance process is processed in accordance with data protection regulations.

  • The Human Rights Act 1998: Employers must ensure that the grievance hearing is conducted in a fair and impartial manner that respects the employee's human rights.

  • The Equality Act 2010: Employers must not discriminate against the employee during the grievance process, including in the invitation to the hearing. This includes discrimination based on age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Grievance hearing invitation [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Grievance hearing

I am writing to invite you to attend a grievance hearing to discuss the grievance that you have raised with us.

The hearing will take place on [Date] at [Time] at [Location]. The purpose of the hearing is to provide you with an opportunity to present your case and for us to investigate the grievance thoroughly.

At the hearing, we will review the details of the grievance, and you will have the opportunity to provide any further information or evidence that you think is relevant. We will also have the opportunity to ask questions and clarify any issues.

We would like to remind you that you have the right to be accompanied by a colleague or trade union representative to the hearing. If you wish to be accompanied, please inform us in writing at least 24 hours before the hearing.

If you wish to bring any witnesses to support your case, please let us know in writing at least 24 hours before the hearing.

We hope that the hearing will be able to resolve the grievance to your satisfaction. However, if this is not possible, we will inform you of the next steps in the process.

If you have any questions or concerns regarding the hearing or the grievance process, please do not hesitate to contact me.

We look forward to seeing you at the hearing.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Investigation report form template

This is a template investigation report that an investigator may adapt to suit the particular circumstances of their investigation.

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Grievance hearing invitation letter template
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Grievance hearing script

If you are holding a grievance hearing, use this model script to help you navigate through the meeting legally and effectively.

Grievance hearing invitation letter
grievance hearing invitation letter