TOOL T-30 | Documentation | Module 8: Facilitated Dialogue & Negotiation

Agreement Documentation Template

WHEN TO USE Whenever a dialogue or negotiation session produces any form of agreement, commitment, or understanding.

How to Use It

1. Before closing any dialogue or negotiation session, read back the key agreements aloud.

2. Confirm that all parties understand and agree to the record before it is finalized.

3. Complete the agreement template during or immediately after the session, not several days later.

4. All parties sign or initial the document.

5. Distribute a copy to all parties.

6. Establish a monitoring mechanism: who will verify that commitments are fulfilled, and by when?

7. If any commitment is not fulfilled by the agreed deadline, trigger a follow-up meeting within 5 working days.

Purpose

To create a clear, mutually agreed written record of outcomes from dialogue and negotiation, including commitments, timelines, responsible actors, and verification mechanisms. Undocumented agreements are forgotten, reinterpreted, or denied.

Field Rationale

Across sites, verbal agreements made in barangay meetings or informal negotiations were later disputed, not because of bad faith, but because the parties had different recollections of what was agreed.