Sample monthly status updates from the employer on the resolution process – Notice of occurrence of workplace harassment and violence
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Sample monthly status update letter to principal party or responding party
Note: this monthly status update letter is a sample only, developed for educational purposes. Employers may amend or customize this document to reflect their needs or develop their own procedures for providing the monthly status update.
Date: [date]
Dear: [name of principal party or responding party]
This letter serves as an update on the resolution process concerning the notice of an occurrence received on [date]. Currently we are [give a brief description of the status of the resolution process, for example, in the process of hiring an investigator]. Should you have any questions, do not hesitate to contact [name of employer or designated recipient] at [contact information of employer or designated recipient].
You can access a list of available services at [employer to insert hyperlink(s) to online help services and location of other resources].
Best Regards,
[Name, number, and/or email of the employer or designated recipient]
What you should include in your final monthly status update
The following list includes some of the main elements that you should include in the final monthly status update:
- state the date when the principal party and/or witness submitted the notice of an occurrence
- state the date of the employer or designated recipient’s first contact with the principal party and responding party, if applicable
- if the principal and responding party participated in negotiated resolution, include a phrase that indicates that the principal party agreed to negotiated resolution
- outline the steps that the employer or designated recipient took to resolve the occurrence with the principal and responding parties
- if the principal and responding party participated in conciliation, include a phrase that indicates that both parties agreed to conciliation
- if the principal party and responding party participated in an investigation, include a phrase that indicates that the principal party agreed to the investigation
- include a phrase that indicates that the matter is now closed and if any of the parties involved have a concern or disagree with the contents of the letter, they should contact the employer or designated recipient immediately
You will find sample letters containing the recommended elements below.
Sample final monthly status update - Letter to principal party
Note: this final monthly status update template is a sample only, developed for educational purposes. As the employer or designated recipient, you may:
- amend or customize this document to reflect your needs, or
- develop your own procedures for providing the final monthly status update
Date: [current date]
Dear: [name of principal party]
[Name of employer or designated recipient] first contacted you on [date] concerning an occurrence of harassment and violence. The occurrence was reported to [name of employer or designated recipient] on [date]. [Name of employer or designated recipient] took the following steps to resolve the occurrence: [outline the steps you took to resolve occurrence]. It is also our understanding that the occurrence has now been resolved through [outline the means by which the occurrence was resolved: negotiated resolution, conciliation, and/or an investigation]. As such, the resolution process concerning the occurrence reported on [date] is now complete.
If you have any questions regarding the resolution process, please contact [name of the employer or designated recipient] immediately. Further, you can access a list of available services at [employee to insert hyperlink(s) to online help services and location of other resources].
You are prohibited from seeking retaliation. Please inform [name of the employer or designated recipient] immediately if you experience any retaliatory action from:
- the parties involved in the occurrence
- witnesses, and/or
- other colleagues or supervisors/managers.
Further, you are required to keep the information related to this occurrence and the resolution process confidential.
Note: add the following sentence if applicable: [Name of employer] will be taking appropriate disciplinary actions against the responding party because [name of employer or investigator] upheld the allegations outlined in the original notice of an occurrence.
Best Regards,
[Name, number, and/or email of the employer or designated recipient]
Sample final monthly status update - Letter to responding party
Note: this final monthly status update template is a sample only, developed for educational purposes. As the employer or designated recipient, you may:
- amend or customize this document to reflect your needs, or
- develop your own procedures for providing the final monthly status update
Date: [current date]
Dear: [name of responding party]
[Name of employer or designated recipient] first contacted you on [date] concerning an occurrence of harassment and violence. The occurrence was reported to [name of employer or designated recipient] on [date]. We took the following steps to resolve the occurrence: [outline the steps taken by the employer or designated recipient to resolve the occurrence]. [Name of employer or designated recipient] understands that [name of principal party] has agreed that the occurrence reported on [date] has been resolved through [means by which it was resolved: negotiated resolution, conciliation, and/or an investigation]. As such, the resolution process concerning the occurrence reported on [date] is now complete.
If you have any questions regarding the resolution process please immediately contact [name of employer or designated recipient]. Further, you can access a list of available services at [employer to insert hyperlink(s) to online help services and location of other resources].
You are prohibited from seeking retaliation. Please inform [name of the employer or designated recipient] immediately if you experience any retaliatory action from:
- the parties involved in the occurrence
- witnesses, and/or
- other colleagues or supervisors/managers.
Further, you are required to keep the information related to this occurrence and the resolution process confidential.
Note: add the following sentence if applicable: [Name of employer] will be taking appropriate disciplinary actions because [name of employer or investigator] upheld the allegations outlined in the original notice of an occurrence.
Best Regards,
[Name, number, and/or email of the employer or designated recipient]
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