STRICTLY PRIVATE & CONFIDENTIAL
[Recipient's name & address]

Dear <Title, Surname>,

Thank you for attending the meeting on <DD/MM/YYYY> during which we discussed the findings of the investigation into your complaint. I am writing to confirm our discussion.

At the meeting I was <supported by [Name of HR representative] OR Investigating Manager, / not supported>. At the meeting you <were represented / accompanied by > <were not represented or accompanied and you were happy to proceed on that basis>.

During the meeting we discussed:

< insert summary of discussion>

I confirm that the outcome is that the allegation is not upheld. I hope that the feedback meeting provided you with enough information to explain this finding. I appreciate that how you feel about the events which transpired will not be easily remedied by the investigation findings and recommendations into the concerns you raised but I hope that you feel your concerns have been heard and reasonably responded to. I would wish to assure you that even although your concerns have not been upheld, it was appropriate for you to raise them to allow me the opportunity to review and respond.

As advised at the feedback meeting if you are dissatisfied with the investigation you can request a review of the process followed but not the outcome of the investigation. The request should be made in writing within 14 calendar days of receipt of this letter and should be sent to myself. This should include your reasons as to why you feel the process was not followed correctly.

OR

I confirm that the outcome is that the allegation is upheld. I hope that the feedback meeting provided you with enough information to explain this finding. You will appreciate for confidentiality reasons that I am unable to share the detail of any proposed actions against the employee that you raised concerns about. However, I would wish to assure you that any appropriate action will be taken.

In line with the NHSScotland Bullying and Harassment Policy, you will be aware that there is an expectation that people will continue to work together wherever possible. I appreciate that you may find this difficult however I will provide you with appropriate support to enable this to happen.

Yours sincerely

<Manager’s name>
<Manager’s job title>

CC: <Investigation Manager>
<Human Resources Representative (investigation)>
<Trade Union Representative>