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Our Mediation Meeting Invitation Letter Template facilitates conflict resolution by inviting parties to engage in a structured dialogue process.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Confirmation of mediation meeting
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
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The Mediation Meeting Invitation Letter is designed to formally invite involved parties to a mediation session aimed at resolving workplace disputes amicably. It outlines the purpose, date, time, and location of the meeting, encouraging open communication and collaboration towards finding mutually beneficial solutions.
This letter sets the tone for constructive dialogue and conflict resolution, emphasising the importance of mediation in addressing issues professionally and preserving positive working relationships.
It serves as a formal invitation to engage in a mediation process guided by trained mediators, fostering a supportive environment conducive to resolving disputes effectively.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Mediation meeting invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Guide to Managing Conflict at Work through Mediation empowers teams to address workplace tensions effectively, fostering collaboration and harmony.
Our Mediation Meeting Script template guides facilitators through structured conversations, promoting effective communication and resolution during mediations.
Use these best practice actions, recommended timescales and process stages to understand when and how the Mediation meeting invitation letter should be used, helping ensure each step is handled consistently and appropriately documented.
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Mediation meeting invitation letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing grievance processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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