Informal grievance resolution: confirmation letter template for employers

By Stephen Simpson, Brightmine Principal Editor, Employment Law and Compliance

Handling workplace concerns promptly and informally is one of the most effective ways to support positive employee relations. When an issue has been resolved through discussion, best‑practice HR guidance recommends sending a confirmation letter to document the outcome clearly and transparently.

Early resolution is one of the most effective ways to maintain a healthy workplace culture. Our customisable template is designed to help employers demonstrate fairness, consistency and compliance — including alignment with the Acas Code of Practice on disciplinary and grievance procedures.

When to use an informal grievance resolution letter

Use a confirmation letter when:

• An employee has raised a concern informally (verbal or written).
• The line manager and employee have discussed the issue and reached a mutually agreed resolution.
• Both parties understand and accept the next steps.
• No formal grievance investigation or hearing is required.

In this resource, you will find:

• Example letter wording
• Supporting guidance for using this template

Using this confirmation letter template ensures you communicate outcomes professionally and consistently — helping both managers and employees move forward with clarity and confidence.

Want to see more?

If you’d like help improving your full grievance workflow or want access to our broader library of HR templates, policies and expert guidance, we’re here to support you, and for full access to the Letter confirming to an employee that a grievance has been dealt with informally, simply sign up for an HR and Compliance Centre subscription today.