Your browser does not support JavaScript

Mediation meeting invitation letter

£ 9
Get much more with our
Grievance template toolkit:

If you wish to try to resolve a workplace disagreement through mediation, appoint a mediator and issue this model mediation meeting invitation letter template.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
We also have budget-friendly bundles featuring this template:

What is a Mediation meeting invitation letter?

A workplace mediation meeting invitation letter is a written communication sent by an employer or HR representative to employees involved in a workplace dispute or conflict. The purpose of the letter is to invite the parties to attend a mediation meeting, which is a voluntary and confidential process designed to help resolve the dispute or conflict in a constructive manner.

Best practice timescale for this to be issued
When should this letter be issued?
as soon as possible after an incident occurs to prompt the use of mediation
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing (Days from Decision)
1 Identify Mediation Need: Identify the need for mediation to resolve conflicts or disputes between parties. HR / Management Team N/A
2 Select Mediator: Select a qualified and impartial mediator to facilitate the mediation process. HR / Management Team Day 1
3 Schedule Mediation Meeting: Coordinate with all parties involved to find a suitable date and time for the mediation meeting. HR / Management Team Day 3
4 Prepare Mediation Invitation Letter: Create a comprehensive Mediation Meeting Invitation Letter, including the meeting details and objectives. HR / Management Team Day 5
5 Issue the Invitation Letter: After finalising the letter, issue the Mediation Meeting Invitation Letter to all parties involved, formally inviting them to the mediation meeting. HR / Management Team Day 7 (Or as deemed appropriate)

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

Mediation is purely voluntary, you cannot compel an employee to participate.

You can employ either an internal or external mediator.

An in-house mediator should be empowered to resolve the issue and, preferably, be more senior than the parties involved. They are most effective when the dispute is unlikely to result in an employment tribunal claim in the near future.

They must be objective, and the employee must be satisfied with their appointment.

Issues that appear to be headed for tribunal or court procedures, as well as intricate disputes, are best addressed via the use of a qualified external mediator.

Here are some UK employment legislation bullet points that support implementing a mediation meeting invitation letter:

  • The ACAS Code of Practice on Disciplinary and Grievance Procedures recommends that mediation should be considered as an alternative to formal procedures for resolving workplace disputes.

  • The Employment Rights Act 1996 provides for the right to request flexible working arrangements and time off for dependants, which can help to facilitate mediation meetings.

  • The Equality Act 2010 requires employers to make reasonable adjustments for disabled employees, which can include facilitating mediation meetings in an accessible manner.

  • The Health and Safety at Work Act 1974 requires employers to provide a safe working environment, which can include ensuring that mediation meetings are held in a safe and secure location.

  • The Data Protection Act 2018 requires employers to comply with data protection principles when processing personal data of employees, which includes ensuring that any information shared during mediation meetings is handled confidentially and securely.

  • The Employment Relations Act 1999 establishes the legal framework for statutory dispute resolution procedures, including mediation.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Mediation meeting invitation [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],

Thank you for agreeing to take part in mediation in order to resolve the issues between yourself and [name]. We have instructed [name] [of mediator/name of Company] to facilitate the mediation between yourself and [name].

An initial meeting with yourself and [name of mediator] has been scheduled for [date] at [time] in [location] and I would be grateful if you could make yourself available for this meeting.

This initial meeting is to discuss the issues that you are facing and for [name] to explain the benefits of the mediation process and explore the outcome that you are seeking.

A mediation meeting has also been scheduled for the following day/week on [date] at [time] in [location], whereby [name of facilitator] will be present to meet with yourself and [name] together. During this meeting you will have the opportunity to share your individual concerns with the objectives of reaching an agreement of how you both propose to work together amicably and resolve the current issues.

I do hope that this process can bring about a resolution to the current situation and that we can move forward positively.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

This is a preview. Access to the remainder requires a purchase.

£ 9

Get much more with our
Grievance template toolkit:

In which communication or process sequence does this template belong?

Previous step
Grievance letter template

If an employee wishes to raise a grievance about a workplace issue, they can submit this model letter template to you.

This step
Mediation meeting invitation letter template
Next step
Mediation meeting script

Our Mediation Meeting Script template guides facilitators through structured conversations, promoting effective communication and resolution during mediations.

Mediation meeting invitation letter
mediation meeting invitation letter