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Conduct Policy : Early Resolution initial 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 Early Resolution following an initial meeting.

[Recipient's name & address]



Dear <Title Surname>,

Outcome from Early Resolution Initial Meeting

Following your discussion with myself on the <DD/MM/YYYY> regarding the <incident(s)><allegation(s)> 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 this meeting was to provide a supportive environment to discuss [Insert detail of the incident(s) / allegation(s)] and to determine any underlying issues and identify potential solutions.

[delete as appropriate]

As a result we agreed on the following improvements that needed to be demonstrated and your conduct will be reviewed over the next <insert length of review period>:

  • <Summary of improvements needed and timescales>

We also agreed the following support mechanisms:

  • [summary of support e.g. training, referral to the Occupational Health Service, mentoring / supervision arrangements, flexible working, employee counselling service, etc]

You should be aware that if the above supportive measures do not demonstrate the necessary improvements to your conduct/behaviours, or should your conduct cause any concern in the future, the organisation may conduct a formal investigation using the Workforce Policy Investigation Process.


As a result of these discussions I concluded that a formal investigation using the Workforce Policies Investigation Process is required. You will receive a letter confirming the process for the investigation in the near future.

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

Enc <Any supporting documentation>

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Version history

Published: 01 March 2020


2 page [DOC]

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