Employee Grievance Letter Template for Hong Kong

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Key Requirements PROMPT example:

Employee Grievance Letter

I need an Employee Grievance Letter to address ongoing workplace harassment from my direct supervisor in the accounting department, including three specific incidents that occurred between January and March 2025, with a request for immediate department transfer.

Document background

The Employee Grievance Letter is a crucial document in Hong Kong's employment landscape that provides employees with a formal mechanism to raise workplace concerns. It serves as an official written record of complaints ranging from workplace conditions and interpersonal conflicts to discrimination or contract violations. The document must be drafted in accordance with Hong Kong employment law, particularly the Employment Ordinance (Cap. 57) and related legislation. When composing an Employee Grievance Letter, careful attention must be paid to factual accuracy, professional tone, and clear documentation of events, as this document may become important evidence in subsequent proceedings or investigations. The letter typically forms part of an organization's formal grievance procedure and represents a key step in seeking resolution for workplace issues through official channels.

Suggested Sections

1. Sender's Details: Full name, employee ID, department, and position of the employee

2. Recipient's Details: Name, title, and department of the person receiving the grievance (usually HR manager or immediate supervisor)

3. Subject Line: Clear identification that this is a formal grievance letter

4. Introduction: Brief statement identifying yourself and your position, and stating that this is a formal grievance

5. Grievance Description: Clear, factual description of the specific issue or complaint

6. Timeline of Events: Chronological outline of relevant events leading to the grievance

7. Impact Statement: Description of how the situation has affected you professionally and/or personally

8. Previous Actions Taken: Description of any informal attempts to resolve the issue

9. Requested Resolution: Clear statement of the specific outcome or remedy you are seeking

10. Closing Statement: Professional closing requesting a response within a reasonable timeframe

Optional Sections

1. Witness Information: Include if there are witnesses to the events described who can corroborate your account

2. Legal Rights Reference: Include if specific Hong Kong employment laws or company policies have been violated

3. Union Representative Details: Include if you are being represented by a union in this grievance

4. Previous Correspondence Reference: Include if there have been previous written communications about this issue

5. Health and Safety Impact: Include if the grievance involves workplace safety or health issues

6. Confidentiality Statement: Include if the matter is sensitive and requires explicit confidential handling

Suggested Schedules

1. Evidence Log: Chronological list of all supporting documents attached

2. Supporting Documents: Copies of relevant emails, communications, or other documentary evidence

3. Medical Reports: If applicable, any medical certificates or reports related to the grievance

4. Previous Complaints: Copies of any previous formal or informal complaints related to this issue

5. Witness Statements: Written statements from witnesses, if applicable

6. Relevant Company Policies: Copies of specific company policies relevant to the grievance

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 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

Financial Services

Manufacturing

Retail

Technology

Healthcare

Education

Construction

Hospitality

Professional Services

Transportation

Logistics

Public Sector

Non-profit

Media and Entertainment

Real Estate

Telecommunications

Relevant Teams

Human Resources

Legal

Compliance

Operations

Administration

Employee Relations

Health and Safety

Equal Opportunities

Labor Relations

Executive Office

Corporate Communications

Industrial Relations

Relevant Roles

Chief Executive Officer

Human Resources Director

Department Manager

Line Manager

Supervisor

Employee Relations Specialist

Legal Counsel

Compliance Officer

Health and Safety Officer

Equal Opportunities Officer

Union Representative

Staff Member

Contract Worker

Intern

Executive Assistant

Administrative Officer

Operations Manager

Project Manager

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Authors

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