Employment Letter Templates

Personal grievance letters are formal notifications to your employer that you believe they have breached your employment rights. These letters must be carefully structured to meet legal requirements and present your case effectively.

A proper personal grievance letter should clearly identify the specific grievance type (such as unjustified dismissal, disadvantage, discrimination, or harassment), provide detailed facts with dates and witnesses, and explain how the employer's actions have affected you. The letter must be sent within 90 days of the grievance arising or becoming known to you.

The tone should remain professional and factual, avoiding emotional language or personal attacks. Include specific references to your employment agreement, company policies, or relevant legislation where applicable. State clearly what resolution you're seeking, whether that's reinstatement, compensation, or other remedies.

Consider the strategic implications of your letter, as it will likely be scrutinised during any subsequent mediation or Employment Relations Authority proceedings. A well-drafted personal grievance letter can strengthen your position and potentially lead to early resolution.

Workplace complaint letters address specific issues or concerns with your employer before they escalate to formal grievance proceedings. These letters serve as important documentation and can often resolve problems through internal processes.

Effective complaint letters should describe the issue clearly and objectively, providing specific examples with dates, times, and witnesses where relevant. Explain how the situation affects your work, wellbeing, or employment conditions, and reference any relevant company policies or procedures that have been breached.

The letter should propose reasonable solutions or request specific actions from your employer, such as investigation, training, policy changes, or other remedial measures. Maintain a constructive tone that focuses on resolving the issue rather than assigning blame.

Document everything by keeping copies of your complaint and any responses. This correspondence may become crucial evidence if the situation escalates to a formal personal grievance or other legal proceedings.

Consider whether your complaint relates to serious issues like bullying and harassment, discrimination, or health and safety concerns, as these may require specific approaches or external reporting.

When you receive a suspension letter from your employer, your response is crucial for protecting your rights and influencing the outcome of any investigation or disciplinary process. Your response letter should be measured, professional, and strategic.

Acknowledge receipt of the suspension letter and confirm your understanding of the allegations or concerns raised. If you disagree with the characterisation of events, provide your version of what occurred, supported by evidence where possible. Avoid admitting fault or making statements that could be used against you later.

Request specific information about the investigation process, including who will conduct it, the expected timeline, your rights during the process, and whether you'll have the opportunity to respond to findings before any final decisions are made. Ask about your entitlements during suspension, including pay, benefits, and access to support.

If the suspension relates to a disciplinary process, ensure you understand your rights to representation and fair process. Consider whether the suspension itself is justified and proportionate to the allegations.

Your response should demonstrate your commitment to cooperating with any legitimate investigation while protecting your employment rights. This correspondence becomes part of the formal record and may be reviewed in any subsequent proceedings.

Letters related to disciplinary meetings require careful attention to procedural fairness and your employment rights. Whether you're responding to an invitation to attend a disciplinary meeting or following up after one has occurred, your correspondence should protect your interests.

When invited to a disciplinary meeting, confirm your attendance and request specific details about the allegations, evidence to be considered, and your rights during the process. Ask for copies of relevant documents in advance so you can prepare adequately.

Clarify whether you can bring a support person or representative, and understand the potential outcomes of the meeting. If you need time to prepare or gather evidence, request a reasonable postponement rather than attending unprepared.

After a disciplinary meeting, consider writing a follow-up letter that summarises your understanding of what was discussed, any commitments made by either party, and the next steps in the process. This creates a clear record and can prevent misunderstandings.

If you believe the disciplinary process is unfair or procedurally flawed, document your concerns in writing. This correspondence may be important if you later need to challenge the process or any resulting disciplinary action.

Settlement negotiation letters are used to propose or respond to offers for resolving employment disputes without formal proceedings. These letters require careful drafting to protect your interests while maintaining negotiation momentum.

When proposing a settlement, clearly outline the issues to be resolved, your proposed terms, and the benefits of settlement for both parties. Be specific about compensation amounts, reference letters, confidentiality requirements, and any other conditions.

Settlement letters should acknowledge the strengths and weaknesses of both positions realistically, demonstrating that your proposal is reasonable and well-considered. Avoid making threats or ultimatums that could derail negotiations.

Include appropriate legal protections such as full and final settlement clauses, confidentiality provisions, and agreed references. Consider tax implications and ensure any settlement terms are practically enforceable.

When responding to settlement offers, take time to consider all implications before replying. Your response should be professional regardless of whether you're accepting, rejecting, or counter-proposing terms.

Remember that settlement negotiations are often confidential and without prejudice, meaning they generally cannot be used as evidence in later proceedings if negotiations fail.

Resignation letters serve as formal notice of your intention to leave employment and can be crucial documents if disputes arise later. Even in difficult circumstances, maintaining professionalism in your resignation letter protects your interests.

A standard resignation letter should clearly state your intention to resign, specify your last day of work (considering any notice period requirements), and express appreciation for opportunities provided. Keep the tone neutral and professional, avoiding criticism or detailed explanations of your reasons for leaving.

If you're resigning due to workplace issues that might constitute constructive dismissal, your resignation letter requires careful consideration. You may need to preserve your right to claim that you were forced to resign due to your employer's conduct.

Address practical matters such as handover of responsibilities, return of company property, and final pay arrangements. Confirm any ongoing obligations such as confidentiality or restraint of trade clauses.

Consider whether you want to provide feedback about your employment experience or suggest improvements, but keep any such comments constructive and professional. Your resignation letter becomes part of your employment record and may be referenced in future employment or legal proceedings.

Letters requesting employment references should be professional and strategic, particularly if your employment ended on difficult terms. A well-crafted reference request can help secure positive references and avoid potential issues with future employers.

When requesting a reference, be specific about what type of reference you need (general employment confirmation, detailed performance reference, or character reference) and provide context about the role you're applying for if relevant.

If there were workplace issues or disputes, consider addressing these diplomatically in your request. You might acknowledge that there were challenges while emphasising positive aspects of your employment and contributions.

Provide your former employer with relevant information to help them write an accurate and helpful reference, such as key achievements, responsibilities, and dates of employment. This makes it easier for them to provide a comprehensive reference.

Consider negotiating reference terms as part of any settlement agreement or departure arrangements. Having agreed reference wording can prevent future disputes and ensure consistency in what potential employers are told.

If you're concerned about receiving a negative reference, you may want to seek legal advice about your options, including potential defamation issues or agreed reference arrangements.

All employment correspondence must comply with legal requirements and best practices to be effective and protect your interests. Understanding these requirements helps ensure your letters achieve their intended purpose.

Timing is crucial in employment law, with strict deadlines for raising grievances, responding to disciplinary allegations, and providing required notices. Ensure you understand and comply with all relevant timeframes.

Keep detailed records of all correspondence, including delivery confirmations, read receipts, and copies of documents sent and received. This documentation may be crucial evidence in any later proceedings.

Consider the potential audience for your letters beyond the immediate recipient. Employment correspondence may be reviewed by HR departments, senior management, lawyers, mediators, or Employment Relations Authority members.

Understand your obligations regarding confidentiality, defamation, and good faith in employment relationships. These legal principles affect how you can communicate about workplace issues and with whom you can share information.

Be aware that employment correspondence may be discoverable in legal proceedings, meaning it could be required to be disclosed to other parties. Write with this possibility in mind, focusing on facts rather than opinions or emotional reactions.