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Employee Grievance Letter Response Template

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As an employer, it’s important to take your employees’ complaints seriously. Whether they have concerns with a new procedure or feel they have been discriminated against, addressing grievances quickly, respectfully, and consistently protects both the employee and your organization’s reputation.

Even if you don’t launch a formal workplace investigation or implement a change as a result of the grievance, responding to the employee’s letter shows you value their opinion. This template ensures your response is professional, compassionate, apologetic and consistent with your grievance handling policy.

This employee grievance letter response template is a free download you can use to help you improve employee satisfaction while protecting your company. While every complaint needs to be addressed slightly differently, this helpful document provides a basic structure you can use again and again. In addition, you’ll find suggestions for appropriate wording and tips on what not to do.

Download this template and use it as a guide when composing replies to employee grievance letters.


Use our employee grievance letter response template to address complaints regarding:

  • Compensation and benefits
  • Employment and personnel policies
  • Health and safety concerns
  • Bullying, harassment or discrimination
  • Workload or work distribution
  • Work environment or conditions
  • Management-employee relations
  • Terms and conditions of employment
  • Organizational changes
  • New working practices
  • and more

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