Conflict Resolution Policy Template for HR Managers

This practical Conflict Resolution Policy Template helps HR leaders and managers handle ccc disputes with confidence. It outlines a clear, step-by-step process to resolve issues quickly and fairly while protecting employee well-being. The document includes guidelines for informal and formal resolution, timelines, confidentiality rules, and team responsibilities.

Use this editable template to create or update your organisation’s conflict resolution policy. It promotes open communication, early action, and a respectful culture where people can focus on their work.

Created by Segal Conflict Solutions, experts in workplace mediation, investigations, and conflict management.

1. Organisation Name: [Insert Name]
Effective Date: [Insert Date]
Version: 1.0
I. Purpose
This policy explains how our organisation handles and resolves conflict at work. We
aim to deal with issues early, fairly, and respectfully. Our goal is to keep
communication open and help people work together productively.

II. Scope
This policy applies to all employees, contractors, volunteers, and interns at
[Organisation Name]. It covers any conflict that affects the workplace, including:
Disagreements between colleagues
Issues between employees and managers
Tension between teams or departments
This policy does not limit anyone’s legal rights under employment law.

III. What Conflict Means
Conflict happens when people disagree or when their behaviour creates tension. A
conflict may involve different opinions, unmet expectations, or disrespectful
conduct. It can affect performance, morale, and relationships.

2. IV. Our Principles
Act early: Address issues before they grow.
Show respect: Treat everyone with dignity.
Keep it private: Share information only when needed.
Be fair: Listen to all sides equally.
Communicate clearly: Use plain language and stay open.
Take responsibility: Follow through on agreed actions.

V. Roles and Responsibilities
Roles
Employees
Raise concerns when conflict
affects your work.
Try to resolve issues directly and
respectfully.
Provide honest information when
asked.
Managers and Supervisors
Watch for signs of tension.
Support early, constructive
conversations.
Ask for HR support if needed.
Human Resources
Guide staff through the process.
Organise mediation or
investigation when required.
Keep records and follow up on
outcomes.

VI. Conflict Resolution Process

3. Step 1: Informal Resolution
The people involved meet privately to talk about the issue.
They share facts and feelings using calm, respectful language.
They agree on steps to improve the situation.
They meet again in about two weeks to check progress.
If this process works, no further action is needed.
Step 2: Formal Resolution
If the issue is serious or not resolved informally, the person raising the concern can
make a written report to HR.
HR meets each person separately to hear their views.
HR reviews any relevant documents or evidence.
HR arranges a joint meeting or mediation session.
The group agrees on a plan of action and timeline.
HR tracks progress and ensures commitments are met.
Both parties receive a written summary of the outcome.

VII. Timelines
HR acknowledges reports within three business days.
Fact-finding finishes within ten business days.
Actions are agreed within five business days after that.
A review takes place about twenty business days later.

VIII. Confidentiality and Protection
We keep discussions private and involve only those who need to know. We do not
allow retaliation against anyone who raises a concern or takes part in the process.
Report any retaliation to HR immediately.

IX. Documentation and Review

4. HR keeps notes, reports, and agreed actions. We review this policy every twelve
months or after any major legal or organisational change.

X. Communication and Training
This policy is available in the employee handbook, on the intranet, and during
induction. We run training each year for managers and staff on handling workplace
conflict.

XI. Related Policies
Code of Conduct
Anti-Bullying and Harassment Policy
Grievance Policy
Performance Management Policy
Workplace Health and Safety Policy

XII. Approval
Approved by: [Executive Name]
Date: [Insert Date]
Next Review Date: [Insert Date]