Mediation meeting invitation letter template
Value bundles that include this:
Our Mediation Meeting Invitation Letter Template facilitates conflict resolution by inviting parties to engage in a structured dialogue process.
Additional implementation support:
Why this letter is necessary
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.
Compliance notes
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:
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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.
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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.
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The Equality Act 2010 requires employers to make reasonable adjustments for disabled employees, which can include facilitating mediation meetings in an accessible manner.
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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.
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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.
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The Employment Relations Act 1999 establishes the legal framework for statutory dispute resolution procedures, including mediation.
Workflow sequence
Grievance letter template
If an employee wishes to raise a grievance about a workplace issue, they can submit this model letter template to you.
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 (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) |
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Practical example
Scenario: Mediation Meeting Invitation
ABC Limited, a UK-based company, is committed to resolving workplace conflicts and disputes in a fair and constructive manner. HR Manager Sarah oversees the process of inviting employees to participate in mediation meetings to address any interpersonal issues or conflicts that may arise.
Identification of Conflict
Sarah becomes aware of a conflict between two employees, Alex and Emily, who are experiencing difficulties in their working relationship. This conflict has led to tension and communication breakdowns, affecting productivity and team morale.
Assessment of the Situation
Sarah conducts an initial assessment of the conflict, gathering information from both Alex and Emily to understand their perspectives and concerns. She identifies mediation as a suitable approach to facilitate open communication and find a mutually acceptable resolution to the conflict.
Selection of Mediator
Sarah selects a trained mediator, either from within the organisation or an external provider, to facilitate the mediation meeting. The mediator is impartial and skilled in conflict resolution techniques, ensuring a fair and balanced process.
Follow-up Actions
Sarah sends the invitation to Alex and Emily via email or printed letter, ensuring that they receive clear instructions on the date, time, and location of the mediation meeting. She remains available to address any questions or concerns they may have and coordinates with the mediator to ensure a smooth and productive mediation process.
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Specifications
5 mins
185 words, 1 page A4
3 June 2024
[Company 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 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]
[For, and on behalf of [Company name] ]
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