Consultation Meeting Agenda and Record

A combined agenda and minute form for collective consultation meetings, designed to evidence that each statutory topic was genuinely discussed.

When to use it

At every collective consultation meeting. Circulate the draft record to representatives for comment.

Recording consultation meetings so the process stands up

Consultation is judged on evidence. Months later, what matters is not what was discussed but what can be shown: the questions asked, the answers given, the proposals considered and the reasons any were rejected. This agenda and record template makes that trail a by-product of running the meeting rather than a task afterwards.

An agenda that keeps consultation meaningful

Each meeting follows the same structure: matters arising, information provided, representations received, employer response, and actions with owners and dates. Structuring it this way keeps the discussion on the three statutory limbs — avoiding dismissals, reducing the number, and mitigating the consequences — rather than drifting into process updates.

The record

Notes should be neutral, attributed and prompt. Circulate the draft to representatives for comment and log any disagreement about accuracy rather than editing it away silently; a contested note with both positions recorded is stronger evidence than a tidy one nobody agreed. Keep the whole set alongside the Collective Consultation Timetable.

Closing the loop on representations

Every proposal from representatives deserves a written response, including the ones you decline. "We considered reducing hours across the team and rejected it because…" is exactly the sentence a tribunal looks for. Where a proposal is accepted, show what changed as a result — an adjusted pool, a revised criterion, a longer timetable.

Feeding the employee-facing channel

Questions raised in these meetings usually matter to the wider group. Route them into the Employee Questions and FAQ Tracker so answers are published consistently instead of circulating as rumour. Our restructuring guides set out the full communication rhythm around consultation.