Investigation meeting invitation (to witness) letter template
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Our Investigation Meeting Invitation (to Witness) Letter Template streamlines communication, ensuring witnesses understand their role, leading to efficient and effective investigations.
- 1 page / 213 words.
- Last updated 16/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Investigation meeting invitation (to witness) letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Investigation meeting invitation
We are currently in the process of conducting an investigation into [detail what the investigation is looking in to]. I understand that you may have [witnessed the actions/incident relating to this | useful information concerning these allegation(s)]. The purpose of the interview, in the first instance, is to establish the facts of the case from which disciplinary proceedings may follow.
As a possible witness
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An investigation meeting invitation letter formally invites an employee to discuss an issue requiring investigation. It includes purpose, date, time, attendees, procedure, confidentiality, and contact information for questions. Ensuring clarity, respecting rights, and maintaining confidentiality is vital.
It is usually delivered to the Employee by the Employer / HR.
Compliance
Compliance
This Investigation meeting invitation (to witness) letter template incorporates relevant UK laws and HR standards, including those listed below:
An Investigation Meeting Invitation (to Witness) Letter is supported by key employment legislation, ensuring fair treatment, data protection, and compliance:
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Employment Rights Act 1996: Provides rights for employees during investigations.
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Equality Act 2010: Ensures fair treatment and non-discrimination of witnesses.
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Data Protection Act 2018: Protects the confidentiality and handling of witness information.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers guidance on fair investigations.
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The Health and Safety at Work Act 1974: Ensures the safety of witnesses during the investigation process.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Investigation meeting invitation (to witness) letter template, to understand the workflow.
Investigation plan
Our Investigation Plan Template provides a clear structure for conducting fair, thorough, and compliant workplace investigations, ensuring consistency and efficiency.
Investigation meeting script
Efficiently conduct investigations with our structured meeting script, promoting fairness, consistency, and thoroughness in gathering evidence
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Timings
Timings
Follow these best practice actions to get the most from the Investigation meeting invitation (to witness) letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify Need for Investigation: Identify the need to conduct an investigation and the role of the witness in the process. | HR / Management Team | N/A |
| 2 | Determine Investigation Details: Determine the date, time, and location of the investigation meeting for the witness. | HR / Management Team | Day 1 |
| 3 | Prepare Witness Invitation Letter: Create a comprehensive Investigation Meeting Invitation Letter for the witness, including details of the meeting and their role in the investigation. | HR / Management Team | Day 3 |
| 4 | Legal Review (Optional): If required, seek legal advice to ensure the invitation letter complies with legal and regulatory requirements. | HR / Legal Team | Day 5 (If applicable) |
| 5 | Issue the Invitation Letter: After finalizing the letter and obtaining necessary approvals, issue the Investigation Meeting Invitation Letter to the witness, formally inviting them to the investigation meeting. | HR / Management Team | Day 7 (Or as deemed appropriat |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Investigation meeting invitation (to witness) letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
