The Grievance Response Letter is a crucial document in Hong Kong's employment relations framework, used when responding to formal complaints or concerns raised by employees through the organization's grievance procedure. This document must be drafted in compliance with Hong Kong's Employment Ordinance and related legislation, including various anti-discrimination ordinances. The letter typically follows a formal investigation process and includes details of the investigation conducted, findings, decision reached, and any remedial actions proposed. The Grievance Response Letter serves multiple purposes: it provides a formal written response to the employee's concerns, documents the company's position and actions taken, and can serve as evidence in case of future disputes or legal proceedings. It's essential that the response is timely, comprehensive, and maintains a professional tone while addressing all points raised in the original grievance.
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1. Letter Header: Company letterhead, date, reference number, and addressee details
2. Acknowledgment: Formal acknowledgment of the grievance received, including date of receipt and nature of complaint
3. Investigation Process: Overview of steps taken to investigate the grievance, including meetings held and evidence reviewed
4. Findings: Detailed explanation of the investigation findings and analysis of the situation
5. Response to Specific Points: Point-by-point address of each concern raised in the original grievance
6. Decision/Outcome: Clear statement of the company's decision and any actions to be taken
7. Next Steps: Information about appeal rights and procedures if applicable
8. Closing: Professional closing statement with contact information for further queries
1. Mediation Offer: Include when offering mediation as a possible resolution path
2. Timeline of Events: Include when the grievance involves a complex series of events that need clarification
3. Policy Reference: Include when specific company policies or procedures are relevant to the decision
4. Witness Statements Summary: Include when witness testimonies were crucial to the investigation, maintaining confidentiality
5. Remedial Actions: Include when the company is implementing specific changes or improvements in response
6. External Authority References: Include when referencing relevant legislation or external authority decisions
1. Investigation Timeline: Detailed chronological list of investigation steps and meetings
2. Evidence List: Index of all documents and evidence considered during the investigation
3. Relevant Policy Excerpts: Copies of relevant sections from company policies or procedures
4. Action Plan: If applicable, detailed plan of remedial actions with timelines
5. Meeting Minutes: Redacted minutes from relevant meetings or interviews conducted
6. Supporting Documentation: Any relevant emails, records, or other documents supporting the decision
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