Mediation meeting invitation letter
If you wish to try to resolve a workplace disagreement through mediation, appoint a mediator and issue this model mediation meeting invitation letter template.
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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.
as soon as possible after an incident occurs to prompt the use of mediation
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
How can I ensure that this letteris executed effectively?
| 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) |
What legislation and best practice guidelines have been taken into account in the development of this template?
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.
Other territories
Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.
In which communication or process sequence does this template belong?
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.
