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Grievance Resolution Letter

Grievance Resolution Letter Template for Canada

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Key Requirements PROMPT example:

Grievance Resolution Letter

"I need a Grievance Resolution Letter addressing the denial of my overtime payment request for extra hours worked during January 2025, with documentation of the hours worked and reference to the relevant employment standards."

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Document background
The Grievance Resolution Letter is a crucial document in Canadian workplace dispute resolution processes, used when formal complaints need to be documented and addressed according to established procedures. This document type is typically employed after informal resolution attempts have been unsuccessful or when the nature of the issue requires immediate formal documentation. The letter must align with Canadian federal and provincial labor laws, including the Canada Labour Code, Provincial Labour Relations Acts, and relevant Human Rights legislation. It serves multiple purposes: documenting the grievance, outlining attempted resolutions, proposing solutions, and establishing a formal record for potential legal proceedings. The Grievance Resolution Letter is particularly important in unionized environments but is also used in non-unionized workplaces where formal dispute resolution processes are required.
Suggested Sections

1. Header Information: Date, recipient's name, title, organization, and address

2. Subject Line: Clear identification of the letter as a formal grievance, including any relevant reference numbers

3. Opening Statement: Introduction identifying the grievant, their position, department, and formal notification of the grievance

4. Issue Description: Clear and concise description of the specific grievance, including relevant dates and circumstances

5. Impact Statement: Explanation of how the issue has affected the employee or workplace

6. Prior Actions Taken: Description of any previous attempts to resolve the issue informally

7. Relevant Policies: Reference to specific workplace policies, collective agreement clauses, or laws that have been violated

8. Proposed Resolution: Clear statement of the desired outcome or remedy being sought

9. Timeline Request: Request for response within a specific timeframe

10. Closing: Professional closing statement, signature, and contact information

Optional Sections

1. Union Representative Statement: Include when the grievance is being filed through a union representative

2. Health and Safety Concerns: Add when the grievance involves workplace safety issues

3. Human Rights Considerations: Include when the grievance involves discrimination or human rights violations

4. Witness Statements: Add when there are witnesses to the incident or issue being grieved

5. Accommodation Requirements: Include when the grievance relates to workplace accommodation needs

6. Previous Grievance History: Add when there is relevant history of similar grievances or related issues

Suggested Schedules

1. Supporting Documentation: Copies of relevant emails, memos, or other written communications related to the grievance

2. Evidence Appendix: Photos, videos, or other physical evidence supporting the grievance claim

3. Medical Documentation: If applicable, medical certificates or reports supporting the grievance (particularly for accommodation or health-related grievances)

4. Policy References: Copies of relevant workplace policies, procedures, or collective agreement sections being cited

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Public Sector

Healthcare

Education

Retail

Construction

Transportation

Financial Services

Technology

Mining

Telecommunications

Energy

Hospitality

Professional Services

Relevant Teams

Human Resources

Legal

Labor Relations

Employee Relations

Compliance

Operations Management

Union Representatives

Executive Leadership

Health and Safety

Industrial Relations

Relevant Roles

Human Resources Manager

Labor Relations Specialist

Union Representative

Employee Relations Manager

Department Supervisor

Line Manager

Shop Steward

Compliance Officer

HR Business Partner

Workplace Relations Coordinator

Chief Human Resources Officer

Employee Advocate

General Counsel

Operations Manager

Industries
Canada Labour Code: Federal legislation governing labor relations, employment standards, and occupational health and safety for federally regulated industries.
Provincial Labour Relations Acts: Provincial legislation that governs collective bargaining, union-management relations, and grievance procedures for provincially regulated workplaces.
Canadian Human Rights Act: Federal law prohibiting discrimination and harassment in the workplace, which may be relevant if the grievance involves human rights violations.
Provincial Human Rights Codes: Provincial legislation protecting workers from discrimination and harassment, which varies by province but provides similar protections to the federal act.
Personal Information Protection and Electronic Documents Act (PIPEDA): Federal privacy law that governs how private sector organizations collect, use, and disclose personal information, relevant for handling confidential information in grievances.
Employment Standards Acts: Provincial legislation setting minimum standards for employment terms and conditions, which may be relevant to workplace grievances.
Occupational Health and Safety Act: Provincial legislation ensuring workplace safety and health standards, particularly relevant if the grievance involves safety concerns.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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