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Disciplinary hearing invitation letter template

Reading time 3 minutes (inc. support info). Reviewed 15/04/2023.
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If you are considering taking disciplinary action against an employee, issue this model disciplinary hearing invitation letter template.

It describes the circumstances that had led to the need for the hearing, and confirms the right to be accopmanied.

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What is a Disciplinary hearing invitation letter?

A disciplinary hearing invitation letter is a formal written notice that an employer sends to an employee to inform them of an upcoming disciplinary hearing. The letter should clearly state the purpose of the hearing, the nature of the allegations or concerns that have been raised against the employee, and the date, time, and location of the hearing.

The letter should also inform the employee of their right to attend the hearing, to bring a representative or union official with them, and to present evidence or call witnesses in their defense. It should also outline the possible outcomes of the hearing, such as disciplinary action, and any other relevant information that the employee needs to know.

It is important that the letter is clear, concise, and professional in tone, and that it is delivered to the employee in a timely manner, allowing them sufficient time to prepare for the hearing.

Disciplinary hearing invitation letter template
disciplinary hearing invitation letter template

What legal and best practice aspects should employers be aware of?

Here are some UK employment legislations that employers should consider when implementing a disciplinary hearing invitation letter:

  • The Employment Rights Act 1996: This Act outlines the requirements for employers to provide written notice of disciplinary hearings to their employees, including the reasons for the hearing, the possible consequences, and the employee's right to be accompanied.

  • The ACAS Code of Practice on Disciplinary and Grievance Procedures: This Code provides guidance on best practice in handling disciplinary and grievance matters, including the need for employers to provide clear and timely communication to employees about the disciplinary process.

  • The Data Protection Act 2018: This Act sets out the requirements for employers to handle employees' personal data in a lawful and transparent manner, including any data collected during a disciplinary process.

  • The Equality Act 2010: This Act prohibits discrimination on the grounds of protected characteristics such as age, race, gender, disability, and religion or belief. Employers must ensure that disciplinary processes are carried out fairly and without discrimination.

  • The Trade Union and Labour Relations (Consolidation) Act 1992: This Act outlines the rights of employees to be represented by a trade union representative or workplace colleague during a disciplinary hearing.

Disciplinary hearing invitation [Delete this line]


[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Request to attend disciplinary hearing

I am writing to tell you that Company is considering taking disciplinary action against you.

You are requested to attend a disciplinary hearing on [Date] at [Time] at [Location]. The purpose of this hearing is to address concerns that have been raised regarding your [conduct | performance].

The specific concerns that will be discussed at the hearing are [briefly outline the nature of the concerns]. The hearing will be conducted by [Name of the person conducting the hearing], who is an impartial representative of the company.

You have the right to be accompanied by a trade union representative or a workplace colleague at the hearing. If you would like to be accompanied, please inform me as soon as possible, and provide the name of your chosen representative.

At the hearing, you will have the opportunity to present your version of events, call witnesses, and provide any relevant evidence. You will also have the opportunity to ask questions and to respond to any evidence or statements made by the company.

Following the hearing, a decision will be made, and you will be notified of the outcome in writing. The possible outcomes of the hearing include [no further action, a verbal warning, a written warning, a final written warning, or dismissal]. Please note that any decision will be made objectively and impartially.

I would encourage you to attend the hearing and to take this opportunity to address the concerns that have been raised. If you have any questions or concerns about the hearing, please do not hesitate to contact me.

For your reference, the Company disciplinary policy can be found within the Employee Handbook.

 

 

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Direction

The Disciplinary hearing invitation letter template is issued by an employer
Employer
Issue path
The Disciplinary hearing invitation letter template is issued to an employee
Employee

Timing

As soon as possible (after an investigation), while giving reasonable time for the employee to prepare. Ideally, no later than 2 full working days before the hearing.

Sequence

Previous step
Forms
Investigation report form template

This is a template investigation report that an investigator may adapt to suit the particular circumstances of their investigation.

This step
Disciplinary hearing invitation letter template
Next step
Scripts
Disciplinary hearing script

Our Disciplinary Hearing Script Template ensures structured proceedings, promoting fairness and adherence to disciplinary policies during hearings.

Related articles

Who are some Companies who utilise our Disciplinary hearing invitation letter template?
  
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  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You get a process flowchart to help you adhere to best practice.
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