Grievance Policy : Stage 2 individual grievance hearing invite letter

Use this letter template when inviting an employee who has raised an individual grievance to attend a Stage 2 hearing.

[Recipient's name & address]




Dear <Title, Surname>,

Stage 2 Grievance Hearing

I refer to my letter of <DD/MM/YYYY> acknowledging receipt of your Stage 2 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>. Stage 1 Hearing Chair, <Name, Job Title> supported by <Stage 1 HR Representative Name, Job Title>, will be presenting the management response.

A copy of the management response <is enclosed for your information><will be forwarded to you 7 days in advance of the Hearing>. You will also be advised of any witnesses management intend to call.

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)>
<Stage 1 Human Resources Representative>
<Stage 1 Hearing Chair>
<Trade Union Representative>


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