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

Dear <Title, Surname>,

Supported Approach Outcome

Following our discussion on the <DD/MM/YYYY> regarding the concerns raised by <insert First name Surname> I am writing to confirm what we agreed.

At the meeting you <were represented / accompanied by > <were not represented or accompanied and you were happy to proceed on that basis>.

The purpose of the meeting was to discuss the concerns raised, to determine any underlying issues and identify any potential solutions.

The concerns raised were:
[detail complainants concerns]

You acknowledged the complainant’s concern, but did not agree to a supported conversation or mediation. You should be aware if the complainant is not satisfied with the above outcome they have the right to initiate the formal process.

OR

You did not acknowledge the complainant’s concern, and did not agree to a supported conversation or mediation. You should be aware if the complainant is not satisfied with the above outcome they have the right to initiate the formal process.

I appreciate that involvement in any process as part of a workforce policy can be difficult for all concerned. Recognising this, a range of support is available, in addition to that provided by myself. For details on how to access these services, please speak to me, check the intranet, or ask a trade union representative.

If you have any queries regarding the above, please do not hesitate to contact me.

Yours sincerely,

<Name of Manager>
<Job Title>

CC: <Trade Union Representative>