10 Tips on how to write a without prejudice letter
Top tips for writing without prejudice letters and emails
There are many tips and hints that we have built up over years of negotiating that you should be aware of when writing a without prejudice letter to ensure you get what you want: a settlement agreement with a good sum of money, and not what you don’t want: two years of expensive litigation in the employment tribunal. Here are a few of our top pieces of advice.
1. Don’t make allegations or accusations
This first tip may not be quite what you were expecting. Well, surprisingly, that’s the biggest tip we can give you when writing a without prejudice letter. That’s not to say you shouldn’t set out the facts that you are relying upon to negotiate. You should, but there is no reason to turn those facts into hard allegations or accusations against individuals, especially individuals who have the power to offer you a settlement agreement or not. Making allegations in without prejudice letters generally just leads to more letters and doesn’t lead to what you want: namely, a quick, painless deal which leaves you financially better off and able to look for another job free from immediate financial pressures.
If you make allegations and accusations, then the company will defend those allegations: it’s a natural thing to defend yourself when you are accused. This will then lead to an investigation, more correspondence, the parties becoming entrenched and the likelihood of a deal disappearing over the horizon. If you don’t make a claim you may end up having to discontinue any action, with both parties paying their own costs.
Furthermore, if you go in “all guns blazing” in your first correspondence and use up all your ammunition, you’ll leave yourself nowhere to go, and you’ll most likely have to write again at least once more. Keep some of your powder dry in your first letter and keep it for the final push.
2. Simply set out the facts
It is far better to simply set out the facts in a neutral way. Those facts, if they could form the basis of a claim, will speak for themselves. Remember, you are dealing with an employer, not another employee, and your employer will have an HR department and lawyers or advisers who specialise in employment law.
Therefore, once your letter gets passed to these individuals for their views, they will understand that you may have a claim against the company or that you present a risk to the business. They will know what claims you may have and what they are worth. There is usually no need to say that Mr X has it in for you and that’s why he failed to score your performance procedure correctly, or that Mrs Y has breached your contract and that you have an unfair dismissal claim.
This is, in our view, the way to set out most without prejudice letters which would fall under the head of ordinary unfair dismissal (eg redundancy, performance, conduct etc), breaches of contract, other contractual claims such as bonuses, holiday pay etc. By setting the facts out in a neutral way, you will appear professional and easy to deal with. The company will appreciate this and is much more likely to want to deal with you.
3. Without prejudice letters in serious cases like discrimination or whistleblowing.
In such instances as these, and contrary to the general advice given above, it’s usually best to set out the allegations themselves. You can, however, do this in such a manner that does not antagonise your employer too much. Set out the allegations, the dates on which they occurred, the witnesses to them, reference any evidence that you may have to support your case (see previous chapter) and then explain in a neutral manner why you consider the allegations to be, for example, discrimination.
4. Use a computer and a letter template
It may sound obvious, but if you’re not used to writing legal letters, then it’s important to make sure that your letter is typed on a computer and in the correct letter format. If you are unsure of the correct format for a formal letter, use a Word template.
If you intend to send the letter electronically, print off a copy, sign it, scan it and then send it to your employer. Alternatively, use an electronic signature and convert the document to a PDF file. Never send your employer a letter in an editable Word format, always use PDF.
5. Use professional language
The readers of your letter will be professional people, so if you want to be taken seriously, use the correct terms, write in complete sentences, use paragraphs, bullet-points and headings, and above all make sure your use of language is correct in terms of grammar and meaning. Use a spell-checker and don’t ignore those red and blue lines under words on your screen, they mean that something is wrong, usually.
6. Use a three step formula
When drafting a letter there are three steps: The Introduction, The Facts of the Dispute, and the Resolution. This is the anatomy of any good without prejudice letter which has any chance of leading to a successful negotiation.
7. The introduction
This should be the opening of the letter in which you introduce yourself, your role, what you do for the company, how hard you have worked and how long for. You should mention any commendations or accolades you are received from the company and any successes you have personally had or contributed to in the last year or two.
Say how much you have enjoyed working for the company and that you value its work. Every company wants to know how much you enjoyed working for it and it is much more likely to deal with you if you are respectful and come to negotiations out of a sense of genuine regret as opposed to showing malicious intent.
This sets the scene for you to tell the company what it has done wrong. It is the classic contrast between the good and the bad and shows the company how much this means to you and how hard it has been for you to approach it. This creates an element of guilt for the company, and of shock that one of its employees can be so unhappy.
8. The facts of the dispute
Now is the time to tell your employer why you are unhappy. Set out the key facts that you think could lead to a claim, but don’t ever mention a claim, merely that these things have happened to you and that you feel very unhappy and hurt by them. Don’t exaggerate: stick to the most important facts and leave out the trivial matters. Concentrate on recent events and ignore events from years ago unless they are connected to recent events and could lead to a discrimination claim. Set out the events in date order and make references to evidence that you have collected. If you feel it appropriate at this stage, you can send a copy of the key items of evidence with your without prejudice letter. If you are going to do this, then you should use the format discussed in the previous chapter and reference the evidence by the tabs in the evidence file.
Don’t make this section too long: remember, you are trying to capture and hold your employer’s attention and you are unlikely to do this by writing a twenty-page letter making dozens of allegations. Ideally, your entire letter should fit on no more than three sides of A4, and that includes the headings and your signature.
9. The Resolution
This is the key part of your letter. You have presented your employer with a problem (the Facts of the Dispute), now you need to present it with a solution: a settlement agreement, termination and a payment. In this section, if you want to leave your job then you need to say so and when you want to leave. Be humble about it, say you regret this decision very much, but you see no other option. Don’t mention an employment tribunal as this can often kill goodwill stone dead and prevent an agreement.
The best way to set out your offer is as follows:
- Proposed Termination Date.
- That you want payment in lieu of notice.
- That you want your outstanding holiday pay paid.
- That you want an agreed reference.
- Any other non-financial terms.
- Your proposal for an ex gratia payment (set out in gross months’ salary), the first £30,000 of which will be tax free.
Points 1-5 above are easily negotiable and most employers will agree to this if the first two parts of your letter are well-drafted. Therefore, for the purposes of presentation, you should set out the easy points first. This gets your employer, or the reader of the letter, used to saying “yes” in their head, so by the time they get to point 5 they are more receptive to your proposals.
10. How much to ask for
In terms of how much to ask for, that depends on the case you have, but remember, you are asking for a quick deal, so the chances are you will accept less than you could hope to achieve at an employment tribunal, but you won’t have to pay for legal representation, incur the very real risk of losing your case, and you’ll get the tax advantages of settling under a settlement agreement, so it’s almost always worth settling. A bird in hand etc.
In general terms, most negotiations settle for between notice pay plus two to four months’ gross salary. If you have an excellent case, or represent a risk to the business in terms of clients, then you should be aiming higher, maybe notice pay plus six months. So, if you have an idea of the amount you can realistically settle for, you need to pitch a little higher when making an opening offer: a little higher, but not ridiculously so.
If you can realistically aim for three months’ salary plus notice, and you offer twelve months’ salary, then your employer is not going to take you seriously. Ironically, if you plan to use a lawyer, if can be a good tactic to offer a ridiculous amount straight away, then instruct a lawyer to negotiate on a sensible basis, but if you are not planning to do this, then you should really be aiming for about twice what you can realistically achieve. So, if you can expect three months’ gross salary plus notice then you should be pitching for six months’ gross salary plus notice in your initial offer.
The last line of your letter before the signature should always be ‘I look forward to hearing from you’.