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Grievance Hearing Invite Letter

Grievance Hearing Invite Letter Template for Canada

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Key Requirements PROMPT example:

Grievance Hearing Invite Letter

"I need a Grievance Hearing Invite Letter for a union employee who filed a workplace harassment grievance, with the hearing scheduled for March 15, 2025; the letter should include provisions for a union representative and virtual attendance options."

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Document background
The Grievance Hearing Invite Letter is a crucial document in Canadian workplace dispute resolution processes, used when an employee has filed a formal grievance requiring a hearing. This document must be issued in accordance with federal and provincial labor laws, including the Canada Labour Code and relevant provincial employment standards legislation. The letter serves multiple purposes: it formally notifies the employee of the hearing details, documents the organization's commitment to addressing the grievance, outlines the employee's rights during the process, and establishes a clear record of communication. The timing of this document is critical, as it must provide sufficient notice for the employee to prepare and arrange representation if desired. In unionized environments, the letter must also align with collective agreement requirements regarding grievance procedures.
Suggested Sections

1. Header and Date: Company letterhead, current date, and internal reference number if applicable

2. Recipient Details: Employee's full name, position, department, and work location

3. Subject Line: Clear indication that this is a grievance hearing invitation

4. Grievance Reference: Reference to the specific grievance filed, including date of filing and grievance number

5. Meeting Details: Date, time, location/medium (virtual/in-person) of the hearing

6. Purpose Statement: Brief explanation of why the hearing is being held and reference to relevant workplace policies

7. Attendee Information: List of who will be present at the hearing (management representatives, HR, etc.)

8. Employee Rights: Statement of the employee's right to representation and to present evidence

9. Contact Information: Details of who to contact for questions or to confirm attendance

10. Signature Block: Name, title, and signature of the hearing coordinator or HR representative

Optional Sections

1. Language Assistance: Include when the employee has requested or may require translation services

2. Accommodation Notice: Include when the employee may require special accommodations for the hearing

3. Virtual Meeting Instructions: Include when the hearing will be conducted virtually, with technical details and login information

4. Postponement Procedure: Include when organization policy requires explanation of how to request a postponement

5. Confidentiality Statement: Include when the matter is particularly sensitive or confidential

6. Documentation Request: Include when specific documents need to be prepared or brought to the hearing by the employee

Suggested Schedules

1. Grievance Form Copy: Attach a copy of the original grievance form filed by the employee

2. Relevant Policies: Copies of workplace policies relevant to the grievance

3. Meeting Location Map: If the hearing is in-person at an unfamiliar location, include directions or a map

4. Representative Authorization Form: Form for the employee to indicate if they will bring a representative

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈË°æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

alex.den.21@genieai.co
Relevant legal definitions


















Clauses


















Relevant Industries

Manufacturing

Retail

Financial Services

Healthcare

Education

Public Sector

Transportation

Construction

Technology

Telecommunications

Mining

Oil and Gas

Hospitality

Professional Services

Non-Profit Organizations

Relevant Teams

Human Resources

Legal

Employee Relations

Labor Relations

Compliance

Operations Management

Industrial Relations

Corporate Communications

Administrative Support

Executive Leadership

Relevant Roles

Human Resources Manager

Employee Relations Specialist

Labor Relations Manager

HR Business Partner

HR Director

Compliance Officer

Department Manager

Line Supervisor

Union Representative

HR Administrator

Legal Counsel

Employee Relations Coordinator

HR Generalist

Chief Human Resources Officer

Industrial Relations Manager

Industries







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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