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Conduct Policy : Early Resolution follow up or final review meeting outcome letter

Published: 01 March 2020


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Use this letter template when writing to an employee to confirm the outcome of an Early Resolution follow up meeting or final review meeting.

[Recipient's name & address]



Dear <Title, Surname>,

Outcome from Early Resolution <Follow-Up><Final Review> Meeting

Following your discussion with myself on the <DD/MM/YYYY> regarding your progress to date, I am writing to confirm what we agreed]. At the meeting you were <represented><accompanied> by <name><union><job title > <were not represented or accompanied and you were happy to proceed on that basis>.

The purpose of our discussion was to review your conduct with a view to establishing whether an improvement had been made and to review the support and assistance provided to you.

[Delete as appropriate]

As discussed during the meeting, I have observed/reviewed your conduct over the <insert length of review period> and I am satisfied that there has been an improvement in your conduct / behaviour in the following areas:

  • <Detail regarding improvements / areas that have been achieved>

I am pleased to confirm that your conduct/behaviour has reached a satisfactory standard and therefore you will no longer be managed under the Conduct Policy and no further action is required.

You should be aware that if your conduct causes any concern in the future, the organisation may conduct a formal investigation using the Workforce Policy Investigation Process.


Unfortunately, satisfactory improvement has not been achieved in the following areas:

  • <summary of areas where improvements have not been achieved>

On that basis, I have concluded that a formal investigation using the Workforce Policy Investigation Process is required. You will receive a letter confirming the process for the investigation in the near future.

I would like to take this opportunity to remind you that confidential Occupational Health Service advice is available if you require support with any health issues as a result of the conduct process. Details can be found on the Board’s intranet page.

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

Yours sincerely,

<First Name Surname of Manager>
<Job Title>

CC: Trade Union Representative
HR Representative

Enc Any supporting documentation

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Version history

Published: 01 March 2020


2 page [DOC]

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