The Employer Response To Grievance Letter is a crucial document in Hong Kong's employment landscape, serving as the official written response to a formal grievance raised by an employee. This document is typically prepared after conducting a thorough investigation into the employee's concerns and must comply with Hong Kong's Employment Ordinance and related employment legislation. It should be used when an employer has completed their investigation into a formal grievance and needs to communicate their findings, decisions, and any proposed actions. The response must address all points raised in the original grievance, provide clear reasoning for decisions made, and inform the employee of their right to appeal. The document plays a vital role in maintaining proper documentation of the grievance process and can be critical in demonstrating the employer's compliance with legal obligations and fair procedures.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Acknowledgment: Formal acknowledgment of the specific grievance received, including date received and nature of complaint
3. Investigation Process: Details of how the investigation was conducted, including meetings held, people interviewed, and documents reviewed
4. Findings: Clear presentation of the investigation findings and analysis of the evidence gathered
5. Decision: The employer's decision regarding the grievance, with clear reasoning and reference to relevant policies or regulations
6. Next Steps: Information about implementation of any decisions or actions to be taken
7. Appeal Rights: Information about the employee's right to appeal and the process for doing so
1. Mediation Offer: Offered when the situation might benefit from third-party mediation
2. Counter Issues: Used when the investigation has revealed workplace issues that need to be addressed with the grievant
3. Timeline of Events: Included when the grievance involves a complex sequence of events that needs clarity
4. Policy References: Detailed references to company policies when the grievance involves specific policy interpretations
5. Workplace Adjustments: Included when the resolution involves changes to working conditions or arrangements
6. Support Services: Information about available support services when the grievance has involved stress or workplace relationships
1. Investigation Summary: Detailed summary of the investigation process, interviews conducted, and evidence reviewed
2. Evidence Log: List of all documents, statements, and other evidence considered during the investigation
3. Meeting Minutes: Records of any formal meetings held during the investigation process
4. Relevant Policies: Copies of company policies relevant to the grievance and decision
5. Action Plan: If applicable, detailed plan of actions to be taken to address the grievance
6. Timeline Document: Chronological record of events related to the grievance and investigation
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