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Grievance Decision Letter

Grievance Decision Letter Template for South Africa

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Key Requirements PROMPT example:

Grievance Decision Letter

"I need a Grievance Decision Letter for a manufacturing company employee who filed a complaint about workplace safety violations on January 15, 2025; the investigation has confirmed partial validity of the claims and we need to outline both immediate corrective actions and preventive measures."

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Document background
The Grievance Decision Letter is a critical document in South African workplace dispute resolution, used to formally communicate the outcome of a grievance investigation to an employee. This document must comply with the Labour Relations Act 66 of 1995 and related employment legislation, ensuring procedural fairness and proper documentation of the decision-making process. The letter should be issued after a thorough investigation of the grievance and should include clear reasoning for the decision, any remedial actions, and information about appeal rights if applicable. It serves as an official record of the employer's response and may be referred to in subsequent legal proceedings, making it essential for maintaining clear communication and legal compliance in workplace dispute resolution.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and addressee details

2. Subject Line: Clear indication that this is a Grievance Decision Letter with reference to the specific grievance case number

3. Acknowledgment: Reference to the original grievance submission date and nature of the grievance

4. Investigation Process: Summary of the steps taken to investigate the grievance, including meetings held and evidence considered

5. Findings: Detailed presentation of the investigation findings and analysis of the evidence

6. Decision: Clear statement of the decision reached regarding the grievance

7. Closing: Formal closing, signature block with name and title of the decision-maker

Optional Sections

1. Remedial Actions: Include when the decision requires specific actions to be taken to address the grievance

2. Timeline for Implementation: Include when remedial actions have specific implementation deadlines

3. Appeal Rights: Include when the employee has the right to appeal the decision, specifying the process and deadlines

4. Confidentiality Statement: Include when the matter involves sensitive information or requires explicit confidentiality

5. Follow-up Procedures: Include when ongoing monitoring or review is required

Suggested Schedules

1. Investigation Report: Detailed report of the investigation process and findings

2. Meeting Minutes: Minutes from grievance hearings or relevant meetings

3. Supporting Evidence: Copies of relevant documents, correspondence, or other evidence considered

4. Applicable Policies: Copies of company policies relevant to the grievance and decision

5. Appeal Form: Standard form for submitting an appeal, if applicable

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

Financial Services

Manufacturing

Retail

Mining

Healthcare

Education

Technology

Construction

Agriculture

Professional Services

Hospitality

Transportation

Public Sector

Telecommunications

Energy

Relevant Teams

Human Resources

Legal

Employee Relations

Industrial Relations

Compliance

Senior Management

Operations

Administration

Relevant Roles

Human Resources Manager

HR Director

Employee Relations Manager

Industrial Relations Manager

HR Business Partner

Line Manager

Department Head

CEO

Managing Director

Operations Manager

HR Officer

Compliance Officer

Legal Counsel

Employee Relations Specialist

HR Administrator

Industries
Labour Relations Act 66 of 1995: Primary legislation governing labor relations in South Africa, including dispute resolution procedures, unfair labor practices, and grievance handling processes
Constitution of South Africa (Act 108 of 1996), Section 23: Establishes fundamental rights to fair labor practices and ensures the right to fair administrative action in labor disputes
Employment Equity Act 55 of 1998: Relevant for grievances related to discrimination, harassment, or unfair treatment based on protected characteristics
Basic Conditions of Employment Act 75 of 1997: Establishes fundamental workplace rights and standards that may be relevant to employee grievances
Protection of Personal Information Act 4 of 2013: Governs the handling of personal information during the grievance process and in documentation
Promotion of Administrative Justice Act 3 of 2000: Ensures procedural fairness in administrative decisions, including grievance procedures in the workplace
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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