Letters drafted from the record, not from a blank page
Review, improvement plan and mediation letters built from facts already on file — with the statutory checklist done. You read it, you download it, you send it.
Never sends
Drafts only, always
Facts only
No invented detail
Statutory checklist
Accompanied and appeal
You self-certify
You stay accountable
The product
Checklist, letter and source facts, side by side
The workspace shows you exactly where each sentence came from, and what is still missing before the letter is safe to send.
Statutory checklist
- Right to be accompanied stated
- Appeal route and deadline included
- Meeting date, time and location
- Evidence pack referenced
PIP outcome letter
AI draftDear Priya,
Following our improvement plan review on 13 May 2026, I am writing to confirm the outcome recorded on your plan. Two of the four checkpoints were completed and written up.
The plan has been extended by four weeks, to 24 June 2026. The objectives are unchanged and are set out in the attached plan.
You may be accompanied at the next checkpoint meeting by a colleague or a trade union representative. If you disagree with this outcome you may appeal in writing within five working days.
Yours sincerely,
Source facts
- Employee
- Priya N.
- Plan
- PIP-2026-014
- Checkpoints
- 2 of 4 completed
- Outcome recorded
- Extended by 4 weeks
- Source
- Improvement plan record
Every sentence is built from these facts. Nothing else is available to the draft.
The unbroken record
Review → Improvement plan → Mediation, as one case chain
Nothing is retyped and nothing is lost. Each stage carries the last one forward with its dates intact — so the story a tribunal would ask for already exists.
- Stage 1
Review
- 14 JanVoice note logged — client handover
- 02 MarObjective proposed
- 04 MarObjective accepted by employee
- 28 MarReview closed
- Stage 2
Improvement plan
- 01 AprPlan opened from review
- 15 AprCheckpoint 1 — summary written
- 29 AprCheckpoint 2 — partially met
- 13 MayOutcome: escalated
- Stage 3
Mediation
- 16 MayRoom opened, plan carried in
- 18 MayIssues agreed: 2 of 3 green
- 24 MayMemorandum signed
Why HR letters go wrong
Most letters that cause trouble were written in a hurry, from memory.
The letter states a conclusion the process has not reached yet.
Legal conclusions are filtered out. The letter records facts, dates and process only.
The right to be accompanied or the appeal route is left out.
A statutory checklist blocks completion until those items are present.
Details are retyped from memory and no longer match the file.
Every fact is pulled from the review, plan or mediation record it belongs to.
Every row above is recorded and dated, so the record speaks for itself later.
How it works
Pick the record
A closed review, a plan checkpoint, an outcome or a mediation result. The facts are read straight from it.
Work the checklist
Accompanied rights, appeal route, dates and evidence. The letter cannot be finished with items outstanding.
Download and self-certify
You download the PDF, you send it, and you mark it sent. The system never emails an employee.
Guardrails
The system never sends
Every letter is a draft for a human to check. There is no send button, and no employee address is ever used.
Inventions are impossible
The draft is assembled from a fixed set of facts pulled from the record. Anything not in that set cannot appear.
No legal conclusions
Phrases like "gross misconduct" or "unfair dismissal" are filtered out. The letter states facts and process, not verdicts.
Statutory checklist
Right to be accompanied, appeal route and deadline are checked on every template that needs them.
What you can draft
- Review outcome and objective confirmation
- Improvement plan start, checkpoint and outcome
- Invitation to a meeting, with accompanied rights
- Extension, withdrawal or escalation of a plan
- Mediation invitation and outcome summary
- Appeal acknowledgement and appeal outcome
Where letters sit
Letters are included with Reviews and Improvement Plans. They read the same record, so the letter and the file never disagree.