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Grievance Resolution Letter

Grievance Resolution Letter Template for South Africa

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Key Requirements PROMPT example:

Grievance Resolution Letter

"I need a Grievance Resolution Letter to address a formal harassment complaint filed by a senior software developer against their immediate supervisor on January 15, 2025, including specific remedial actions and a detailed investigation summary."

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Document background
The Grievance Resolution Letter is a crucial document in South African workplace dispute resolution, used when responding to formal employee grievances. It must comply with the Labour Relations Act 66 of 1995 and other relevant employment legislation. This document is typically issued following a formal grievance investigation and should be written when an employee has followed the company's grievance procedure to raise a complaint about workplace issues, such as working conditions, interpersonal conflicts, or perceived unfair treatment. The Grievance Resolution Letter serves multiple purposes: it formally acknowledges the grievance, documents the investigation process, communicates the outcome, outlines any remedial actions, and informs the employee of their right to appeal. It creates an official record that may be important for future reference or in case of escalation to external dispute resolution bodies.
Suggested Sections

1. Letter Header and Date: Official letterhead, date, reference number, and marked as 'Private and Confidential'

2. Addressee Details: Employee's full name, position, department, and employee number

3. Subject Line: Clear indication that this is a grievance resolution response with reference to the original grievance number

4. Acknowledgment: Formal acknowledgment of the grievance submitted and its date of submission

5. Grievance Summary: Brief summary of the grievance as presented by the employee

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

7. Findings: Detailed explanation of the investigation findings and analysis

8. Resolution/Decision: Clear statement of the resolution or decision reached

9. Implementation: Specific actions to be taken, including timelines and responsible parties

10. Closure: Professional closing with information about appeal rights and deadlines if applicable

11. Signature Block: Name, title, and signature of the authorized person resolving the grievance

Optional Sections

1. Additional Parties: List of other relevant parties involved in the grievance, to be included when multiple stakeholders are affected

2. Mediation Summary: Include when mediation was part of the resolution process

3. Recommendations: Additional recommendations for preventing similar issues, included when systemic issues are identified

4. Follow-up Procedures: Details of any follow-up meetings or reviews, included when ongoing monitoring is required

5. Employee Assistance Program: Information about support services, included when emotional or psychological support might be beneficial

Suggested Schedules

1. Original Grievance Form: Copy of the original grievance submission

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

3. Supporting Evidence: Relevant documentation, emails, or other evidence considered in the investigation

4. Witness Statements: If applicable, statements from witnesses or other parties involved

5. Company Policies: Relevant sections of company policies referenced in the resolution

6. Appeal Procedure: Detailed information about the appeal process and requirements

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

Financial Services

Retail

Mining

Healthcare

Education

Information Technology

Construction

Agriculture

Professional Services

Public Sector

Hospitality

Transportation

Telecommunications

Energy

Relevant Teams

Human Resources

Legal

Employee Relations

Industrial Relations

Compliance

Senior Management

Operations

Labor Relations

Grievance Committee

Ethics Office

Relevant Roles

Human Resources Manager

Employee Relations Manager

Department Manager

Line Supervisor

General Manager

HR Director

Industrial Relations Manager

Compliance Officer

Legal Counsel

Chief Human Resources Officer

Operations Manager

Employee Relations Specialist

HR Business Partner

Labor Relations Manager

Grievance Committee Member

Industries
Labour Relations Act 66 of 1995: Primary legislation governing labor relations in South Africa, including dispute resolution procedures, unfair labor practices, and the right to fair labor practices
Constitution of South Africa (Act 108 of 1996): Section 23 provides for fundamental labor rights, including the right to fair labor practices and dispute resolution
Employment Equity Act 55 of 1998: Addresses discrimination in the workplace and ensures equal opportunity, relevant for grievances related to unfair discrimination
Basic Conditions of Employment Act 75 of 1997: Sets minimum working conditions and standards that might be subject to grievances
Code of Good Practice on Handling of Sexual Harassment Cases: Provides guidelines for handling grievances related to sexual harassment 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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