Managing People > Disciplinary document templates
Disciplinary procedures enable you to ensure that employees keep to the rules. More importantly, they enable you, as an employer, to ensure that all breaches of the rules are dealt with fairly and consistently.
If disciplinary rules and procedures are written correctly and used effectively, not only should the work place be a happier working environment but also, the business owner will minimise the potential of being taken to an Employment Tribunal.
Disciplinary procedures should be seen as an aid to effective management, to be used primarily as a means of modifying people’s behaviour in line with the organisation’s aims – not just as a mechanism for imposing sanctions.
Disciplinary appeal hearing invitation letter
Used to inform an employee of the date and time of an appeal meeting.
Disciplinary appeal hearing result confirmation letter
Used to inform an employee of the outcome of an appeal hearing, whether that be dismissal, disciplinary action, no further action etc.
Disciplinary hearing invitation letter
Used to inform an employee that the employer is considering taking disciplinary action against them, and to ask them to attend a meeting to discuss the matter..
Disciplinary hearing result confirmation letter
Dismissal confirmation (following previous warnings)
Used to confirm the decision taken at a disciplinary hearing to dismiss an employee, specifically after the employee has been previously warned.
File note form
Final written warning confirmation
Final written warning confirmation (lateness)
First written warning confirmation
First written warning confirmation (lateness)
Gross misconduct dismissal confirmation (general)
Used to confirm the decision taken at a disciplinary hearing to dismiss an employee, specifically after the employee has not been previously warned. This would typically be used during a gross misconduct situation.
Gross misconduct dismissal confirmation (intoxication)
Letter of concern
You would normally issue this letter to record a concern that you have over something that the employee has done for the first time, that if happens again may warrant disciplinary action.
An informal verbal warning is often all you need to improve an employee’s conduct or performance.
Suspension confirmation letter
This letter is used to confirm an employees suspension while a disciplinary investigation takes place.
Unauthorised absence first letter
Unauthorised absence second letter
Unauthorised absence third letter
Verbal warning confirmation (excessive absenteeism)
Used to inform an employee of the first stage of the disciplinary process due to them being absent on a high number of occasions.
Verbal warning confirmation (excessive lateness)
Verbal warning confirmation (general)
This document allows the employer confirm a Verbal Warning, and to specify the exact misconduct and the improvement timescale to the employee.