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Grievance Investigation Outcome Letter

Grievance Investigation Outcome Letter Template for South Africa

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Key Requirements PROMPT example:

Grievance Investigation Outcome Letter

"I need a Grievance Investigation Outcome Letter for an employee who filed a complaint about workplace bullying by their supervisor on January 15, 2025; the investigation has concluded that the grievance is upheld and recommends immediate remedial action including supervisor reassignment."

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Document background
The Grievance Investigation Outcome Letter is a crucial document in South African employment relations that formally concludes a workplace grievance investigation process. It is used when an employee has raised a formal grievance through the organization's grievance procedure and an investigation has been completed. The letter must comply with South African labor legislation, particularly the Labour Relations Act 66 of 1995 and related employment laws. It typically includes details of the investigation process, findings, decisions, remedial actions (if applicable), and information about appeal rights. This document serves multiple purposes: it provides a clear record of the investigation outcome, ensures transparency in the grievance resolution process, protects both employer and employee rights, and can be used as evidence in any subsequent legal proceedings if necessary.
Suggested Sections

1. Recipient Details and Date: Full name, position, and contact details of the grievant, plus date of letter

2. Reference Information: Grievance reference number, date grievance was filed, and relevant dates of investigation

3. Acknowledgment of Grievance: Brief restatement of the nature of the grievance and when it was raised

4. Investigation Process: Summary of the investigation process, including interviews conducted and evidence reviewed

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

6. Decision: Clear statement of the outcome and reasoning behind the decision

7. Actions to be Taken: Specific actions or remedies to be implemented as a result of the findings

8. Appeal Rights: Information about the right to appeal, process, and timeframes

9. Closure: Formal closing, including signature block of the deciding authority

Optional Sections

1. Interim Measures: Details of any temporary measures that were put in place during the investigation and their current status

2. Recommendations: Additional recommendations for workplace improvements or preventive measures, used when systemic issues are identified

3. Support Services: Information about available counseling or support services, included when the matter has been particularly sensitive or stressful

4. Confidentiality Notice: Special confidentiality requirements or restrictions, included when the matter involves sensitive information

5. External Agency Referral: Information about external agencies or authorities if the matter requires escalation or external reporting

Suggested Schedules

1. Investigation Timeline: Chronological list of key dates and actions taken during the investigation process

2. Evidence List: Schedule of all documents and evidence considered during the investigation

3. Witness Statement Summary: Anonymized summary of witness statements and key testimonies, where appropriate

4. Relevant Policies: Copies or excerpts of relevant workplace policies that were considered

5. Appeal Form: Standard appeal form and procedure document if employee wishes to appeal the decision

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

Mining

Retail

Healthcare

Education

Technology

Public Sector

Construction

Transportation

Professional Services

Telecommunications

Agriculture

Hospitality

Energy

Relevant Teams

Human Resources

Legal

Industrial Relations

Employee Relations

Compliance

Senior Management

Labor Relations

Corporate Governance

Administration

Relevant Roles

HR Director

HR Manager

Employee Relations Manager

Industrial Relations Manager

Compliance Officer

Legal Counsel

Line Manager

Department Head

Employee Relations Specialist

HR Business Partner

Grievance Officer

Investigation Officer

Labor Relations Consultant

HR Administrator

Company Secretary

Industries
Labour Relations Act 66 of 1995: Primary legislation governing labor relations in South Africa, including dispute resolution procedures, fair labor practices, and the rights of employees in grievance matters
Basic Conditions of Employment Act 75 of 1997: Sets out fundamental employment rights and responsibilities that may be relevant to the grievance subject matter
Constitution of South Africa, Chapter 2 (Bill of Rights): Contains fundamental rights including fair labor practices and administrative justice, which must be respected in grievance procedures
Employment Equity Act 55 of 1998: Relevant when grievances involve discrimination, harassment, or unfair treatment related to equity matters
Promotion of Administrative Justice Act 3 of 2000: Ensures administrative decisions (including grievance outcomes) are lawful, reasonable, and procedurally fair
Protection of Personal Information Act 4 of 2013: Governs the handling of personal information in documentation and communication of grievance outcomes
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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