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The Performance Appraisal Grievance Letter is a crucial document within South Africa's employment law framework, used when an employee formally challenges the outcome or process of their performance evaluation. This document should be used when an employee believes their performance appraisal was conducted unfairly, contained factual errors, showed bias, or failed to consider relevant information. The letter must align with South African labor legislation, particularly the Labour Relations Act and Employment Equity Act, while following the employer's internal grievance procedures. It should clearly articulate the specific areas of disagreement, provide supporting evidence, and propose desired remedial actions. The document forms part of the official employment record and may be crucial in further dispute resolution processes, including CCMA (Commission for Conciliation, Mediation and Arbitration) proceedings if the matter remains unresolved internally.

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

2. Recipient's Details: Name, title, and department of the person to whom the grievance is addressed (typically HR Manager or immediate superior's supervisor)

3. Date: The date when the letter is written

4. Subject Line: Clear indication that this is a grievance regarding performance appraisal

5. Opening Paragraph: Formal introduction stating the purpose of the letter and identifying the specific performance appraisal being contested

6. Details of the Performance Appraisal: Date of appraisal, who conducted it, and the key ratings/outcomes being disputed

7. Specific Grievance Points: Detailed explanation of each aspect of the appraisal being challenged, with specific examples and evidence

8. Impact Statement: Description of how the contested appraisal affects career progression, compensation, or professional standing

9. Requested Resolution: Clear statement of the desired outcome or remedy being sought

10. Closing: Professional closing with a request for response within a reasonable timeframe