Subject: Response to your grievance letter dated October 20
Dear Mr Spanning,
I have received your letter regarding your grievance against your team head Mr Daniel Rogers and his decision to cancel your vacation. I had a talk with Mr Rogers and he said that there is indeed a great requirement of all employees as this is a big project and he cannot afford to give leave to anyone. He said he is not been vindictive towards you as he did not know that they will get this project so soon. Rather your exemplary work skills are the reason why he wants you here.
But I do understand that you had been looking forward to your trip home and we want our employees to be happy. Hence, I approve of your vacation leave.