The Grievance Invite Letter is a crucial document in the Dutch employment dispute resolution process, typically issued after an employee has formally raised a workplace concern or complaint. This document serves as the formal initiation of the grievance procedure, ensuring compliance with Dutch labor law requirements and internal company policies. The letter must be drafted carefully to maintain neutrality while clearly communicating the purpose, time, and location of the meeting, as well as the employee's rights under Dutch law, including the right to be accompanied. The timing and content of this letter are particularly important as they may later serve as evidence of procedural fairness if the matter escalates to legal proceedings.
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1. Letter Header: Company letterhead, date, reference number, and employee's contact details
2. Subject Line: Clear indication that this is a grievance meeting invitation
3. Meeting Details: Specific date, time, and location of the proposed grievance meeting
4. Purpose Statement: Brief, neutral description of the grievance matter to be discussed
5. Procedural Information: Information about the employee's right to be accompanied and the grievance procedure being followed
6. Next Steps: Clear instructions on how to confirm attendance or request rescheduling
7. Closing: Professional sign-off with contact details for questions
1. Language Assistance Notice: Include when the employee's primary language is not Dutch, offering translation services if needed
2. Remote Meeting Options: Include when offering virtual attendance options or when the meeting will be conducted remotely
3. Documentation Request: Include when specific documents need to be brought to the meeting
4. Reasonable Adjustments: Include when the employee has known disabilities or special requirements that need to be accommodated
1. Company Grievance Policy Extract: Relevant sections of the company's grievance policy
2. Meeting Attendance Form: Form for the employee to confirm attendance and indicate if they will bring a companion
3. Previous Correspondence: Copies of relevant previous communications about the grievance, if applicable
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