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Mediation meeting invitation letter template

Reading time 3 minutes (inc. support info). Reviewed 09/04/2023.
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If you wish to try to resolve a workplace disagreement through mediation, appoint a mediator and issue this model mediation meeting invitation letter template.

We also have budget-friendly bundles featuring this template:

What is a Mediation meeting invitation letter?

A workplace mediation meeting invitation letter is a written communication sent by an employer or HR representative to employees involved in a workplace dispute or conflict. The purpose of the letter is to invite the parties to attend a mediation meeting, which is a voluntary and confidential process designed to help resolve the dispute or conflict in a constructive manner.

What are the best practice implementation milestones / timescales?

Step Description Responsibility Timing (Days from Decision)
1 Identify Mediation Need: Identify the need for mediation to resolve conflicts or disputes between parties. HR / Management Team N/A
2 Select Mediator: Select a qualified and impartial mediator to facilitate the mediation process. HR / Management Team Day 1
3 Schedule Mediation Meeting: Coordinate with all parties involved to find a suitable date and time for the mediation meeting. HR / Management Team Day 3
4 Prepare Mediation Invitation Letter: Create a comprehensive Mediation Meeting Invitation Letter, including the meeting details and objectives. HR / Management Team Day 5
5 Issue the Invitation Letter: After finalising the letter, issue the Mediation Meeting Invitation Letter to all parties involved, formally inviting them to the mediation meeting. HR / Management Team Day 7 (Or as deemed appropriate)
Mediation meeting invitation letter template
mediation meeting invitation letter template

What legal and best practice aspects should employers be aware of?

Mediation is purely voluntary, you cannot compel an employee to participate.

You can employ either an internal or external mediator.

An in-house mediator should be empowered to resolve the issue and, preferably, be more senior than the parties involved. They are most effective when the dispute is unlikely to result in an employment tribunal claim in the near future.

They must be objective, and the employee must be satisfied with their appointment.

Issues that appear to be headed for tribunal or court procedures, as well as intricate disputes, are best addressed via the use of a qualified external mediator.

Here are some UK employment legislation bullet points that support implementing a mediation meeting invitation letter:

  • The ACAS Code of Practice on Disciplinary and Grievance Procedures recommends that mediation should be considered as an alternative to formal procedures for resolving workplace disputes.

  • The Employment Rights Act 1996 provides for the right to request flexible working arrangements and time off for dependants, which can help to facilitate mediation meetings.

  • The Equality Act 2010 requires employers to make reasonable adjustments for disabled employees, which can include facilitating mediation meetings in an accessible manner.

  • The Health and Safety at Work Act 1974 requires employers to provide a safe working environment, which can include ensuring that mediation meetings are held in a safe and secure location.

  • The Data Protection Act 2018 requires employers to comply with data protection principles when processing personal data of employees, which includes ensuring that any information shared during mediation meetings is handled confidentially and securely.

  • The Employment Relations Act 1999 establishes the legal framework for statutory dispute resolution procedures, including mediation.

Mediation meeting invitation [Delete this line]


[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

Thank you for agreeing to take part in mediation in order to resolve the issues between yourself and [name]. We have instructed [name] [of mediator/name of Company] to facilitate the mediation between yourself and [name].

An initial meeting with yourself and [name of mediator] has been scheduled for [date] at [time] in [location] and I would be grateful if you could make yourself available for this meeting.

This initial meeting is to discuss the issues that you are facing and for [name] to explain the benefits of the mediation process and explore the outcome that you are seeking.

A mediation meeting has also been scheduled for the following day/week on [date] at [time] in [location], whereby [name of facilitator] will be present to meet with yourself and [name] together. During this meeting you will have the opportunity to share your individual concerns with the objectives of reaching an agreement of how you both propose to work together amicably and resolve the current issues.

I do hope that this process can bring about a resolution to the current situation and that we can move forward positively.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Direction

The Mediation meeting invitation letter template is issued by an employer
Employer
Issue path
The Mediation meeting invitation letter template is issued to an employee
Employee

Timing

as soon as possible after an incident occurs to prompt the use of mediation.

Sequence

Previous step
Letters
Grievance letter template

If an employee wishes to raise a grievance about a workplace issue, they can submit this model letter template to you.

This step
Mediation meeting invitation letter template
Next step
Scripts
Mediation meeting script

Our Mediation Meeting Script template guides facilitators through structured conversations, promoting effective communication and resolution during mediations.

Related articles

Who are some Companies who utilise our Mediation meeting invitation letter template?
  
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Why buy our Mediation meeting invitation letter template?
  • You save time and effort with a professionally written, editable HR document that is tailored to meet best practice.
  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You get a process flowchart to help you adhere to best practice.
  • You are notified by email whenever this template or its supporting resources are updated.
  • You enjoy 12 months of unlimited access with no hidden fees or extra costs.
  • You unlock a 25% discount on all future purchases or renewals of our libraries, toolkits, and templates.

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