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Employee Grievance Letter

Employee Grievance Letter Template for Philippines

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Key Requirements PROMPT example:

Employee Grievance Letter

"I need an Employee Grievance Letter to report ongoing workplace harassment from my immediate supervisor that has occurred since January 2025, including documentation requirements and specific instances of unprofessional behavior, while requesting transfer to a different department."

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Document background
The Employee Grievance Letter is a crucial document in the Philippine employment landscape, designed to facilitate formal communication between employees and management regarding workplace concerns. This document type is specifically structured to comply with Philippine labor laws, including the Labor Code of the Philippines and various DOLE orders regarding grievance procedures. An Employee Grievance Letter should be used when informal resolution attempts have been unsuccessful or when the nature of the complaint requires formal documentation. It typically contains detailed information about the specific grievance, supporting evidence, previous resolution attempts, and desired outcomes. The document serves multiple purposes: it creates an official record of the complaint, initiates the formal grievance process, and provides a basis for resolution tracking. It's particularly important in the Philippine context where there are specific legal requirements for handling employee grievances and protecting workers' rights.
Suggested Sections

1. Letter Header: Complete contact information of the sender and recipient, date, and subject line

2. Salutation: Formal greeting addressed to the appropriate authority (HR Manager, Department Head, or relevant supervisor)

3. Introduction: Brief statement identifying yourself, your position, and the purpose of the letter

4. Grievance Description: Detailed account of the specific issue or complaint, including relevant dates, times, and locations

5. Impact Statement: Explanation of how the issue has affected your work, well-being, or professional environment

6. Previous Actions Taken: Summary of any informal attempts made to resolve the issue

7. Requested Resolution: Clear statement of the desired outcome or solution you are seeking

8. Closing Statement: Professional conclusion expressing expectation for response and willingness to discuss

9. Signature Block: Your full name, position, employee ID, and contact information

Optional Sections

1. Witness Statement Reference: Include when there are witnesses to the incident or issue being reported

2. Legal Rights Citation: Reference to specific laws or company policies when the grievance involves clear violations

3. Timeline of Events: Detailed chronological listing when the grievance involves multiple incidents or complex sequence of events

4. Medical Impact: Include when the grievance has resulted in health issues or required medical attention

5. Union Representative Notice: Include when filing the grievance with union involvement or support

Suggested Schedules

1. Supporting Documentation: Copies of relevant emails, communications, or documents related to the grievance

2. Witness Statements: Written statements from colleagues or others who witnessed the incident(s)

3. Medical Certificates: If applicable, medical documents supporting health-related impacts

4. Previous Correspondence: Copies of any previous attempts to resolve the issue through email or other written communication

5. Company Policy References: Relevant sections of employee handbook or company policies that relate 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

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Services

Information Technology

Banking and Finance

Healthcare

Education

Retail

Construction

Business Process Outsourcing

Government Services

Hospitality

Transportation and Logistics

Agriculture

Mining

Telecommunications

Relevant Teams

Human Resources

Legal

Employee Relations

Compliance

Labor Relations

Management

Employee Welfare

Industrial Relations

Operations

Administrative Services

Relevant Roles

Employee Relations Manager

Human Resources Director

Compliance Officer

Labor Relations Specialist

HR Business Partner

Department Manager

Supervisor

Line Manager

Union Representative

Legal Counsel

Employee Welfare Officer

HR Operations Manager

Chief Human Resources Officer

Employee Experience Manager

Grievance Committee Member

Industries
Labor Code of the Philippines (Presidential Decree No. 442): The primary legislation governing employment relationships in the Philippines, which includes provisions on workers' rights, grievance procedures, and protection against unfair labor practices
DOLE Department Order No. 40-03: Implements the Labor Code provisions on labor relations and provides detailed procedures for handling labor disputes and grievances
Republic Act No. 6725: Strengthens the prohibition on discrimination against women in the workplace, relevant for gender-based grievances
Republic Act No. 7877 (Anti-Sexual Harassment Act): Provides specific provisions for handling sexual harassment complaints in the workplace
Republic Act No. 10911 (Anti-Age Discrimination in Employment Act): Protects employees from age-based discrimination and provides grounds for related grievances
Civil Service Commission Resolution No. 010113: Provides guidelines for grievance procedures specifically for government employees
1987 Philippine Constitution, Article XIII: Constitutional provisions protecting workers' rights and promoting their welfare
DOLE Department Order No. 147-15: Guidelines on the implementation of the grievance machinery and voluntary arbitration provisions of the Labor Code
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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