Mediation meeting outcome letter template
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Our Outcome of Mediation Meeting Letter Template streamlines documenting mediation outcomes, preventing disputes, and ensuring clear understanding for both parties.
Use this letter to confirm the outcome of a mediation meeting between two employees who's work relationship has declined. Mediation should aim to create a 'working contract' between the two parties to ensure that good behaviour is maintained, and to allow monitoring for further issues.
Additional implementation support:
Why this letter is necessary
The Outcome of Mediation Meeting Letter Template provides a written record of the mediation outcome, summarising points of discussion, agreements reached, and next steps. It serves as evidence of agreements and helps prevent misunderstandings and future disputes.
The letter brings closure to the mediation process, documenting the resolution and clarifying each party's rights and obligations. Its formal record ensures both parties have a clear understanding of the outcome, facilitating a positive way forward.
Compliance notes
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code provides guidance on handling disciplinary and grievance issues in the workplace, including the use of mediation. The code recommends that employers provide a written record of any agreements reached during mediation.
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The General Data Protection Regulation (GDPR): This legislation regulates the processing of personal data and sets out individuals' rights regarding their data. If any personal data is included in an Outcome of Mediation Meeting Letter Template, employers must comply with GDPR requirements regarding data protection, storage, and sharing.
Workflow sequence
Mediation meeting script
Our Mediation Meeting Script template guides facilitators through structured conversations, promoting effective communication and resolution during mediations.
Implementation timeline
| Step | Description | Responsibility | Timing |
| 1 | Initiate the mediation process and schedule the meeting | HR/Supervisor | As issues arise |
| 2 | Conduct the mediation meeting with both parties present | Mediator | Within a few days |
| 3 | Facilitate open communication and identify potential solutions | Mediator | During the meeting |
| 4 | Reach an agreement and document the outcomes of the mediation | Mediator | After the meeting |
| 5 | Issue the Outcome of Mediation Meeting Letter to both parties | HR | Within a week |
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Specifications
5 mins
304 words, 2 pages A4
1 October 2024
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Outcome of mediation
I am writing to confirm the agreement that you made with [name] during your meeting with [chair] on [date].
During the mediation meeting you and [name] made an agreement to maintain a professional working relationship with each other. This letter serves as confirmation for you of that agreement, which has also been confirmed in writing to [name].
During the mediation meeting, the parties discussed the following issues [List of issues discussed]. We are pleased to confirm that the following agreements were reached:
- [List of agreements reached during the mediation].
We believe that these agreements represent a fair and reasonable resolution to the issues discussed during the mediation meeting. We hope that these agreements will help to improve our working relationship and prevent any further disputes in the future.
To ensure that the agreement is maintained, we have arranged for follow-up meetings to take place between you, [name] and [chair] on a monthly basis for an initial three-month period. The next meeting date and time will be confirmed to you in the next few days. In the meantime if you experience unwanted behaviour from any member of staff at any time, we strongly encourage you to notify me or a Director so that the matter could be investigated further.
We would like to take this opportunity to thank you for your cooperation during the mediation process. We believe that this process has been a positive step towards resolving the issues between us and improving our working relationship.
Please note that we will keep a record of this mediation meeting and the agreements reached for our records. If you have any questions or concerns about this letter or the agreements reached during the mediation, please do not hesitate to contact us.
We look forward to continuing to work with you in the future.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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