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Grievance Policy : Stage 1 individual grievance hearing invite letter

Published: 01 March 2020


Version history

Use this letter template when inviting an employee who has raised an individual grievance to attend a Stage 1 hearing.

[Recipient's name & address]




Dear <Title, Surname>,

Stage 1 Grievance Hearing

I refer to my letter of <DD/MM/YYYY> acknowledging receipt of your Grievance Notification Form and I now write to confirm arrangements for the Hearing.

The Hearing arrangements are as follows:

Date: <DD/MM/YYYY>
Time: <Time>
Location: <Location>

I will be chairing the Hearing, supported by <HR Representative Name and Job Title>. <Manager Name, Job Title> supported by <HR Representative Name, Job Title>, will be presenting the management response.

As you are aware you can be represented by a Trade Union representative or accompanied by a work colleague. You may also call witnesses to the Hearing. Please note that it is your responsibility to ensure that your witnesses are contacted and available on the date of the Hearing.

Prior to the Hearing please:

  • Confirm your availability to attend
  • Advise who will accompany you if not already notified to me
  • Advise of any witnesses you intend to call
  • Provide any further supporting documents

This information should be provided to <insert appropriate contact details> by <DD/MM/YYYY (date 7 days prior to the hearing)>.

Please note a room will be available for you and your representative on the day.

If you have any queries, please do not hesitate to contact me.

Yours sincerely


<First Name, Surname, Job Title>
Chair of Hearing

CC: <Human Resources Representative (panel)>
<Human Resources Representative (management response)>
<Trade Union Representative>

Alternative formats

Policies and supporting information may be made available, in full or summary form, in alternative formats and community languages.

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Version history

Published: 01 March 2020


2 page [DOC]