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]

As agreed at our meeting, I will discuss the following options with the complainant:

Supported conversation

This will involve a meeting with you, <name of complainant> and <me> or <name title of third party> who will be in contact to arrange a suitable date. During this process you can be supported by a Trade Union representative or a work colleague should you wish.

Or

Mediation

This is supported by trained Mediators who are impartial and do not take sides or offer solutions but promote and support good conversation to allow you and your colleague to problem solve and develop a realistic agreement that meets your needs.

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 with 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>