Respond in writing to a formal employee grievance
Drafts a fair, reasoned written grievance outcome that addresses each point raised and explains appeal options.
The prompt
Help me write the outcome response to a formal grievance an employee has raised.
Grievance as submitted: [PASTE or summarize each point raised]
Outcome they're seeking: [WHAT they asked for]
Process followed: [meeting date, who attended, companion/representative, investigation steps]
Findings for each point: [WHAT we found and the evidence]
Decision: [upheld / partly upheld / not upheld - per point]
Actions we will take: [ANY]
Appeal process: [PASTE - who, how, deadline]
Write a letter that:
1. Thanks them for raising the concern and summarizes the process followed.
2. Addresses each grievance point separately: what they raised, what we looked at, what we found, and the decision with reasons.
3. Explains actions being taken, without disclosing confidential information about other employees (e.g. discipline given to someone else).
4. States their right to appeal, how, and by when, in bold.
5. Confirms protection from retaliation for raising the grievance.
Tone: respectful, clear, and neutral - not defensive or dismissive. No legal jargon.
Also give me: a list of points where my findings look thin or don't fully address what was raised, and anything that should be reviewed by legal before sending.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore HR & Hiring prompts
What to fill in
- PASTE or summarize each point raised
- WHAT they asked for
- WHAT we found and the evidence
- upheld / partly upheld / not upheld - per point
- ANY
- PASTE - who, how, deadline
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
Related prompts
- Define the outcomes a new hire must deliver in their first yearA one-page success profile with measurable first-year outcomes and the competencies behind them, to anchor every hiring step.
- Write a clear offer letter for my chosen candidateA warm, accurate offer letter and cover email, plus a checklist for everything between the candidate's yes and day one.
- Run an end-of-onboarding review with a new hire at 90 daysAn agenda, questions, goal-by-goal assessment, and written summary to close out onboarding fairly and set the next quarter.
- Write a layoff communication package for managers and employeesProduces the employee notice, manager talking points, FAQ, and remaining-team message for a reduction in force, all consistent with each other.