Fair Treatment at Work
Letters Pack
M o d e l
L e t t e r s
Introduction
This pack brings together model letters for use when managing Fair
Treatment complaints.
These model letters contain optional paragraphs and text. Please take care to
delete unwanted text and ensure that the finished letter makes sense. Letters
should have the appropriate contact details etc. added. Use headed paper
and keep file copies.
For detailed guidance on how to use each letter please see Fair Treatment at
Work Procedure and the “How to…” guides for each situation
FT Let 1
Notification of Informal meeting – Person raising complaint
FT Let 2
Notification of Informal meeting – Person being complained
about
FT Let 4
Outcome of Informal meeting – Person raising complaint,
Person being complained about present
FT Let 5
Outcome of Informal meeting - Person being complained about
FT Let 6
Advice on Formal process - Person raising complaint
FT Let 7
Advice on Formal process – Person being complained about.
FT Let 8
Invitation to Stage A – Person raising complaint & Person being
complained about*
FT Let 9
Outcome of Stage A Meeting – Person raising complaint and
Person being complained about
FT Let 10
Confirmation of acceptance of outcome.
FT Let 11
Invitation to Stage B meeting – Person raising complaint &
Person being complained about*
FT Let 12
Outcome of Stage B – Person raising complaint and Person
being complained about
FT Let 13
Notification of Appeal
Appeal Sub Committee – Request Form
* Letter should only be issued if the person being complained about has been
invited to attend the same Hearing.
Produced by Fife Council Human Resources Section
Date: 20 April 2011: Issue Number 2.4
Fife Council April 2011
DI77
1
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 1
Date:
Dear <<Name>>
Fair Treatment at Work
Thank you for raising your work concern with me.
Fife Council takes all complaints very seriously and, in order to discuss your
concern in full and to try and resolve the issue, I would like you to attend a
meeting with myself on «day» «date» at «time». The meeting will be held in
«venue».
Include as applicable - Also present at this meeting will be «other_parties» /
I will make alternative arrangements to meet with «other_parties» following
the meeting with yourself.
A key aim of this meeting is to resolve the concern informally and as early as
possible, to reduce the negative impact it can have on both you and on
others. The meeting will also try to identify any action(s) that should be taken
to resolve the issue and avoid it arising again.
Please contact me immediately to confirm your attendance, and to confirm
your agreement to the use of mediation.
In case you have any doubts about your role in this process, please refer to
the HR Guide –“Making a Fair Treatment at Work Complaint : Rights &
Responsibilities”
If, however, following this meeting you are not satisfied with the outcome you
have the right to progress your concern to the formal stage of the Fair
Treatment at Work process.
If you have any questions regarding the above, or the meeting itself, please
do not hesitate to contact me.
Yours sincerely
«LineManager»
Enc. An HR Guide " Making a Fair Treatment at Work Complaint: Rights &
Responsibilities”
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 2
Date:
Dear <<Name>>
Fair Treatment at Work
I am writing to confirm our recent discussion, in which I explained that a
concern has been raised delete as appropriate - making certain allegations
about your behaviour at work / about your interaction with a work colleague.
Fife Council takes all complaints very seriously and, in order to resolve this
concern, I would like you to attend a meeting with myself on «day» «date» at
«time». The meeting will be held in «venue».
Include as applicable: Also present at this meeting will be
«name_complainer», / Having met with «name_complainer» to get further
details of the complaint I would now like to meet with you to hear your version
of events.
A key aim of this meeting is to resolve the concern informally and as early as
possible, to reduce the negative impact it can have on both you and on
others. The meeting will also try to identify any action that should be taken to
resolve the issue and avoid it arising again.
Please contact me immediately to confirm your attendance, and to confirm
your agreement to the use of mediation.
In case you have any doubts about your role in this process, please refer to
the HR Guide “How to Raise a Fair Treatment at Work Concern or Issue
(Informal)" (copy enclosed).
If, however, following this meeting an acceptable solution is not reached then
the employee concerned has the right to progress their concern to the formal
stage of the Fair Treatment at Work process. If this is the case, you will be
notified accordingly.
If you have any questions regarding the above, or the meeting itself, please
do not hesitate to contact me.
Yours sincerely
«LineManager»
Enc. HR Guide “Being Complained About – Fair Treatment at Work Rights
and Responsibilities”
Fife Council April 2011
DI77
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 4
Date:
Dear <<Name>>
Fair Treatment at Work
I write to confirm the outcome of our meeting, held on «day» «date». Present
at this meeting were «all_attendees_including_jobtitle».
At this meeting, the key issues raised were:


Option 1 - Having understood the issues and checked the facts, my decision
in response to your concern is that the following actions should be taken:
(document actions, with reasons)

Option 2 - Having understood the issues and checked the facts, I have found
no evidence that your work concern is substantiated or considered competent
under the conditions of the policy. The reasons for this are as follows:

Option 3 - During this meeting, both you and «Person being complained
about» agreed to the process of mediation. This was successful, and as a
result you both negotiated and arrived at a mutually acceptable resolution.
This outcome was noted as follows:

As a result, I am happy to confirm that your concern(s) have now been
resolved informally, and no further action is required at this time. These
actions will be reviewed after three months on <<Date & Time>> If,
however, you have any further issues please do not hesitate to contact me.
Fife Council April 2011
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Option 4 - During this meeting, both you and «Person being complained
about» agreed to the process of mediation. Unfortunately, this did not result
in a successful outcome and a mutually acceptable resolution was not
reached. The key points of this discussion were as follows:

You may now wish to progress your concern through the formal process. To
request a formal Stage A hearing you must complete a 'Fair Treatment at
Work' form, including your reasons. This document can be found on FISH,
from your HR Support Team or HR Link Officer. You must then submit this
form to «name» within 10 working days of your receipt of this letter.
Option 5 - During this meeting, mediation was not used as both parties had
not voluntarily elected to use this process. However, you both successfully
managed to resolve your issues to a mutually agreeable resolution. This
outcome was noted as follows:

As a result, I am happy to confirm that your concern has now been resolved
informally, and no further action is required at this time. These actions will
be reviewed after three months on <<Date & Time>> If, however, you have
any further issues please do not hesitate to contact me.
Option 6 - During this meeting, mediation was not used as both parties had
not voluntarily elected to use this process, and the meeting was unsuccessful
in resolving your issues. This outcome was noted as follows:

You may now wish to progress your concern through the formal process. To
request a formal Stage A hearing you must complete a 'Fair Treatment at
Work' form, including your reasons. This document can be found on FISH,
from HR Direct or HR Link Officer. You must then submit this form to «name»
within 10 working days of your receipt of this letter.
I would like to reassure you of my continuing support, and please do not
hesitate to contact me if you have any queries regarding the above.
Yours sincerely
«LineManager»
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 5
Date:
Dear <<Name>>
Fair Treatment at Work
I write to confirm the outcome of our meeting, held on «day» «date». Present
at this meeting were «all_attendees_including_jobtitle».
At this meeting, the key issues raised were:

Option 1 - During this meeting, both you and «Person raising complaint»
agreed to the process of mediation. This was successful, and as a result you
both negotiated and arrived at a mutually acceptable resolution. This
outcome was noted as follows:

As a result, I am happy to confirm that the concern made regarding your
behaviour at work has now been resolved informally, and no further action is
required at this time. This though will be reviewed after three months on
<<Date & Time>>
Option 2 - During this meeting, both you and «Person raising complaint»
agreed to the process of mediation. Unfortunately, this did not result in a
successful outcome and a mutually acceptable resolution was not reached.
The key points of this discussion were as follows:

As a result, «Person raising complaint» may now elect to progress their
concern through the formal process. They have 10 working days to submit
this request and, if this is their chosen course of action, you will be notified
accordingly.
Option 3 - During this meeting, mediation was not used as both parties had
not voluntarily elected to use this process. However, you both successfully
Fife Council April 2011
DI77
managed to resolve your issues to a mutually agreeable resolution. This
outcome was noted as follows:

As a result, I am happy to confirm that the concern made regarding your
behaviour at work has now been resolved informally, and no further action is
required at this time. The outcome though will be reviewed after three
months on <<Date & Time>>
Option 4 - During this meeting, mediation was not used as both parties had
not voluntarily elected to use this process, and the meeting was unsuccessful
in resolving the issues. This outcome was noted as follows:

As a result, «Person raising complaint» may now elect to progress their
concern through the formal process. They have 10 working days to submit
this request and, if this is their chosen course of action, you will be notified
accordingly.
Please do not hesitate to contact me if you have any queries regarding the
above.
Yours sincerely
«LineManager»
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 6
Date:
Dear <<Name>>
Fair Treatment at Work
I write following receipt of your completed 'Fair Treatment at Work' form, and
to confirm that the formal part of the process will now be instigated.
This follows our recent meeting, held on «day» «date», in which a satisfactory
outcome was not reached. «other_parties» were also present at this meeting.
Delete if not appropriate
Fife Council takes such complaints very seriously, and the purpose of this
letter is to outline the Stage A formal investigation, which I have
commissioned in response to your concern.

I have requested that a thorough investigation into this issue is undertaken
by <<name>> <<job title>>. They will arrange to interview you and the
Person being complained about (the person or people against whom your
allegations are raised) delete if not required, and where necessary obtain
information from key witnesses.

The fair and objective review of your work concern depends, amongst
other things, on the confidentiality of those involved. All participants are
therefore required to preserve the confidentiality of these matters within
the boundaries of the investigation.

You will be invited to suggest any witnesses who you believe can add
value to the investigation, and at each stage of the investigation you are
invited to nominate a colleague or trade union representative to
accompany you.

In case you have any doubts about your role in this process, please refer
to the How to guide –“ Responsibilities and Rights of a Person raising a
complaint”

It is intended that the investigation and Stage A meeting should be
completed within 4 weeks, after which I will make a decision and inform
you accordingly. The outcome may involve:
Fife Council April 2011
DI77
a)
b)
c)
d)
e)
taking no action
obtaining an apology
training / development for certain employees
preparing a plan of action for change with review periods
referring the matter for action under the Disciplinary Procedure
NB - This is not a definitive list, and the outcome will be tailored to reflect
the particular circumstances of the case.

You must also be aware that, because Fife Council takes such work
concerns very seriously, investigations of this nature can take up a lot of
management time. For this reason, any groundless concerns raised or
any with malicious intent will result in the termination of the process, and
action may be taken under the Disciplinary Procedure.
I appreciate that this may be a difficult time for you. If you feel that you need
additional support during the Fair Treatment at Work process, please do not
hesitate to contact the employee counselling service on 0800 970 3980.
I would like to reassure you of Fife Council's commitment to resolving your
work concern. You will shortly be contacted by <<Name>>, Investigating
Officer, to arrange a mutually convenient date and time for your interview. If
you have any queries during the investigation please feel free to raise them
directly.
Yours sincerely
«LineManager»
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 7
Date:
Dear <<Name>>
Fair Treatment at Work
I write following our recent meeting, held on «day» «date», at which
«other_parties» were also present. As you will be aware, this was held to
discuss certain allegations about your behaviour at work.
Unfortunately, a satisfactory outcome was not reached from this meeting and
a 'Fair Treatment at Work' form has since been submitted (copy attached for
your information), thus instigating the formal part of the process.
Fife Council takes all such complaints very seriously, and the purpose of this
letter is to outline the Stage A formal investigation, which I have
commissioned in response to the concern raised.

I have requested that <<Name>>, Investigating Officer, undertake a
thorough investigation into this issue. He/she will interview you and the
Person raising the complaint and where necessary obtain information from
key witnesses.

The fair and objective review of a work concern depends, amongst other
things, on the confidentiality of those involved. All participants are
therefore required to preserve the confidentiality of these matters within
the boundaries of the investigation.

You will be invited to suggest any witnesses who you believe can add
value to the investigation, and at each stage of the investigation you are
invited to nominate a colleague or trade union representative to
accompany you.
In case you have any doubts about your role in this process, please refer to
the HR Guide –“Being Complained About: Fair Treatment at Work Rights and
Responsibilities ".
It is intended that the investigation and the stage A meeting should be
completed within 4 weeks, after which I will make a decision and inform you
accordingly. The outcome may involve:
Fife Council April 2011
DI77
a)
b)
c)
d)
e)
taking no action
obtaining an apology
training / development for certain employees
preparing a plan of action for change with review periods
referring the matter for action under the Disciplinary Procedure
NB - This is not a definitive list, and the outcome will be tailored to
reflect the particular circumstances of the case.
I appreciate that this may be a difficult time for you. If you feel that you need
additional support during the Fair Treatment at Work process, please do not
hesitate to contact the employee counselling service on 0800 970 3980.
The Investigating Officer will contact you shortly to arrange a mutually
convenient date and time for your interview. If you have any queries about
the process before you have received this call, please do not hesitate to
contact me.
Yours sincerely
«LineManager»
Enc. 'Fair Treatment at Work' form
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 8
Date:
Dear <<Name>>
Fair Treatment at Work
As you are aware, an investigation has recently taken place into the matter
raised in the 'Fair Treatment at Work' form.
Include if applicable - The Investigating Officer has now concluded his/her
investigation and prepared a report of his/her findings (copy enclosed), which
I have fully reviewed.
I am now writing to invite you to attend a formal Stage A meeting, which I will
chair, on «day» «date» at «time». The meeting will be held in «venue». Also
present at this meeting will be «other_parties» Delete if not appropriate.
The purpose of this meeting is to review the facts of the case and discuss the
options that have arisen from the investigation / review. I will then make an
informed decision, and will confirm any actions that are necessary as a result
of these findings.
Should there be any particular points in the report that you would wish
clarification on at the meeting, it would be helpful to be made aware of these
by <<date>>.
The Fair Treatment at Work procedure specifies that, if you wish, you may be
accompanied or represented by a colleague or trade union representative
who has not been involved in the issue under investigation. In addition,
«name», the Investigating Officer, may also attend to clarify points in his/her
report.
Once the meeting has taken place, I will confirm my decision in writing to you
within 10 working days.
Please contact me immediately to confirm your attendance, and refer to the
HR Guide –“Making a Fair Treatment at Work Complaint: Rights &
Responsibilities”/ Being Complained About: Fair Treatment at Work Rights
and Responsibilities" (Delete as appropriate), which was issued previously.
Fife Council April 2011
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Person raising complaint only - If, following this decision, you continue to
be dissatisfied with the outcome you have the right to progress your concern
to Stage B of the process.
If you have any questions regarding the above, or the meeting itself, please
do not hesitate to contact me.
Yours sincerely
«Manager»
Enc. Formal Investigation Report (if applicable)
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 9
Date:
Dear <<Name>>
Fair Treatment at Work
I am writing to confirm my decision following the recent Stage A meeting, held
on «day» «date». Present at this meeting were
«all_attendees_including_jobtitle».
At this meeting, the key issues discussed were:


Option 1 - I have given careful consideration to all of the issues presented to
me, and my decision is that the complaint is upheld. This decision has been
taken within the Fair Treatment at Work framework. As a result, the following
details the actions that should be taken: (document actions, with reasons)


These actions will be reviewed after three months on <<Date & Time>>
Option 2 - I have given careful consideration to all of the issues presented to
me, and my decision is that the complaint is dismissed due to lack of
evidence. This decision has been taken within the Fair Treatment at Work
framework. The reasons for this are as follows:


Person raising complaint only - If you do not believe that your complaint
has been adequately resolved at this stage, you can ask for a further review
of the case. You must complete in full, including the reason for your request,
the attached 'Stage B Formal Review - Request Form' (copy enclosed) and
Fife Council April 2011
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send it to «name & Job Title» within 10 working days of your receipt of this
letter.
I would like to reassure you of Fife Council's continuing support for all
participants in the investigation. Please contact your Line Manager if you
have any further queries.
Yours sincerely
«Manager»
Enc. 'Stage B Formal Review - Request Form' - Person raising complaint
only
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 10
Date:
Dear <<Name>>
Fair Treatment at Work
As you will be aware, over the past few weeks the matter raised in the 'Fair
Treatment at Work' form has been investigated and reviewed under the formal
stage of the process.
I am writing to confirm that the outcome has now been resolved to a
satisfactory conclusion, and will not be pursued any further under the Fair
Treatment at Work process.
Thank you for your continued co-operation during this time, and in reaching
an acceptable resolution for all.
If you have any further queries or issues, please do not hesitate to contact me
to discuss.
Yours sincerely
«LineManager»
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 11
Date:
Dear <<Name>>
Fair Treatment at Work
As you are aware, over the past few weeks the matter raised in the 'Fair
Treatment at Work' form has been investigated and a decision made under
Stage A of the Fair Treatment at Work process.
It has since been requested that this decision be reviewed at the next stage of
the process, Stage B.
I am writing, therefore, to invite you to attend a formal Stage B meeting, which
I will chair, on «day» «date» at «time». The meeting will be held in «venue».
Include if applicable - Also present at this meeting will be «other_parties».
The purpose of this meeting is to review the facts of the case and discuss the
options that have arisen from the investigation / review, and to review the
outcome of the Stage A resolution. I will then make an informed decision, and
will confirm any actions that are necessary as a result of these findings.
The Fair Treatment at Work procedure specifies who you may be
accompanied by or represented by at the meeting. If you wish, you may be
accompanied or represented by a colleague or trade union representative
who has not been involved in the issue under investigation. In addition,
«name», Investigating Officer, and any witnesses to the case may also attend
to clarify any points.
Once the hearing has taken place, I will confirm my decision in writing to you
within 10 working days.
Please contact me immediately to confirm your attendance, and refer to the
HR Guide –“Making a Fair Treatment at Work Complaint: Rights &
Responsibilities” which was previously issued.
Person raising complaint only - If, following this decision, you continue to
be dissatisfied with the outcome you have the right to progress your concern
on to the formal Appeal stage in the process.
Fife Council April 2011
DI77
If you have any questions regarding the above, or the meeting itself, please
do not hesitate to contact me.
Yours sincerely
«Manager»
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 12
Date:
Dear <<Name>>
Fair Treatment at Work
I am writing to confirm my decision following the recent Stage B meeting, held
on «day» «date». Present at this meeting were
«all_attendees_including_jobtitle».
At this meeting, the key issues discussed were:


Option 1 - I have given careful consideration to all the issues presented to
me, and my decision is that the complaint is upheld. This decision has been
taken within the Fair Treatment at Work framework. As a result, the actions
that should be taken are as follows: (document actions, with reasons)


These will be reviewed after three months at a meeting to be held on
<<Date & Time>>.
Option 2 - I have given careful consideration to all the issues presented to
me, and my decision is that the complaint is dismissed due to lack of
evidence. This decision has been taken within the Fair Treatment at Work
framework. The reasons for this are as follows:

Person raising complaint only - If you do not believe that your complaint
has been adequately resolved at this stage, you have the right to request that
your concern be further reviewed by the Appeals Sub-Committee. You must
complete in full, including the reason for your request, the attached 'Appeals
Sub-Committee - Request Form' (copy enclosed) and send it to The Head of
Fife Council April 2011
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Performance & Organisational Support within 10 working days of your receipt
of this letter. The Appeals Procedure should also be referred to for guidance.
I would like to reassure you of Fife Council's continuing support for all
participants in the investigation. Please contact your Line Manager if you
have any further queries.
Yours sincerely
«Manager»
Enc. 'Appeals Sub-Committee - Request Form' - Person raising complaint
only
cc
<<Name>>, Investigating Officer
Fife Council April 2011
DI77
PRIVATE AND CONFIDENTIAL
<<Name>>
<<Address>>
Direct Line:
E-mail:
Our Ref:
FT Let 13
Date:
Dear <<Name>>
Fair Treatment at Work - Appeal Notification
As you are aware, over the past few weeks the matter raised in the 'Fair
Treatment at Work' form has been investigated and reviewed at both Stage A
and Stage B of the Fair Treatment at Work process.
It has since been requested that this decision be further reviewed by the
Appeals Sub-Committee.
I am writing, therefore, to confirm that you will be contacted to attend a formal
hearing by the administrator for the Appeals Sub-Committee (this will be the
earliest date upon which all parties are available).
The purpose of this hearing is to review the facts of the case and discuss the
options that have arisen from the investigation / review, and to review the
outcome of both the Stage A and Stage B resolutions. The Appeals SubCommittee will then make an informed decision and will stipulate any
necessary actions required as a result of these findings.
You may be accompanied at the hearing by a colleague or trade union
representative, if you wish. In addition, «name», Investigating Officer, and
any witnesses to the case may also attend to clarify any points.
Once the hearing has taken place, the decision of the panel will be confirmed
in writing to you within 10 working days.
Please contact me immediately to confirm your attendance.
You may wish to refer to the Appeals Policy and Procedure.
The decision of the Appeal Sub-Committee is final and the Fair Treatment at
Work process ends at this stage, unless it is agreed that the concern be
referred to National Level where it may be considered by the relevant National
Joint Council.
Fife Council April 2011
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If you have any questions regarding the above, or the hearing itself, please do
not hesitate to contact me.
Yours sincerely
«Manager»
Enc: Appeals Policy and Procedure
cc
<<Name>>, Investigating Officer
Administrator for the Appeals Sub-Committee
Fife Council April 2011
DI77