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Appendix 3 - Sample letters

Letter 1 - Invite to grievance hearing

Contact Tel No:
E-mail:

[Date]

Strictly Personal and Confidential
[Name]
[Address]

Dear

Grievance Hearing

I am writing to request that you attend a grievance hearing in accordance with the University’s Grievance Procedure (copy enclosed). The hearing will take place on [day,date] at [time] in [venue]. Depending on the discussion and evidence provided at the hearing, the potential outcome could be that this grievance is referred to the disciplinary procedures.

At this hearing you will be invited to discuss your complaint [details of grievance], as outlined in the enclosed paperwork.

The grievance panel will comprise of [name of convener], who will chair the hearing, and [name of other panel members. [Name of HR representative] will be in attendance from Human Resources. If you have any queries regarding the composition of the panel, please notify Human Resources by [day,date].

You are entitled to be accompanied to the hearing by a fellow employee of the University, a Trade Union representative or a member of your immediate family.

You may provide written evidence to support your case. This should be submitted to Human Resources at least 2 working days prior to the hearing, together with the name and address of the person accompanying you (if relevant), and the names of any witnesses you wish to call. Please ensure that you inform any witnesses of the date, time and venue of the hearing.

Enclosed are copies of all papers and information that will be made available to the panel.

I would be grateful if you would contact me by………… to confirm that you are able to attend on this date.

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

Yours sincerely

[Name]
[Job Title]

Enc


Letter 2 - Invite to grievance hearing where a grievance has been brought against individual

Contact Tel No:
E-mail:

[Date]

Strictly Personal and Confidential
[Name]
[Address]

Dear

Grievance Hearing

I am writing to request that you attend a grievance hearing in accordance with the University’s Grievance Procedure (copy enclosed). The hearing will take place on [day,date] at [time] in [venue]. Depending on the discussion and evidence provided at the hearing, the potential outcome could be that this grievance is referred to the disciplinary procedures.

At this hearing you will be invited to discuss the complaint brought against you wherein [details of grievance], as outlined in the enclosed paperwork.

The grievance panel will comprise of [name of convener], who will chair the hearing, and [name of other panel members. [Name of HR representative] will be in attendance from Human Resources. If you have any queries regarding the composition of the panel, please notify Human Resources by [day,date].

You are entitled to be accompanied to the hearing by a fellow employee of the University, a Trade Union representative or a member of your immediate family.

You may provide written evidence to support your case. This should be submitted to Human Resources at least 2 working days prior to the hearing, together with the name and address of the person accompanying you (if relevant), and the names of any witnesses you wish to call. Please ensure that you inform any witnesses of the date, time and venue of the hearing.

Enclosed are copies of all papers and information that will be made available to the panel.

I would be grateful if you would contact me by………… to confirm that you are able to attend on this date.

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

Yours sincerely

[Name]
[Job Title]

Enc


Letter 3 - Outcome of grievance hearing

Contact Tel No:
E-mail:

[Date]

Strictly Personal and Confidential
[Name]
[Address]

Dear

Grievance Hearing

Further to the grievance hearing conducted on [day,date of hearing], I write to confirm that the decision of the grievance panel.

After discussion and looking at the evidence provided the panel’s decision was [state decision and recommendations where appropriate for resolving the difficulties]

Or

After discussion and based on the evidence provided the panel’s decision was that this matter should be referred to the Disciplinary Procedure.

You have the right to appeal against this decision of the grievance panel by lodging written details of the appeal with Human Resources by [day, date]. Full details of the appeal procedure are contained within the Grievance Procedures for academic-related and support staff. (copy enclosed)

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

Yours sincerely

[Name]
[Job Title]

Signed……………………………………………
Date………………………………………………


Letter 4 - Employee request for appeal hearing

Contact Tel No:
E-mail:

[Date]

Strictly Personal and Confidential

[Name]
[Address]

Dear

On [date of grievance hearing], I was informed the outcome of my complaint.

I would like to appeal against this decision on the basis that [state the grounds on which you believe the decision to be unfair and enclose any additional paperwork in support of the appeal].

Yours sincerely

[Name]