Disciplinary hearing invitation letter template
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.
- 2 pages / 274 words.
- Last updated 15/04/2023.
- 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.
Disciplinary hearing invitation letter
[Sender 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
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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.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned 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.
Compliance
Compliance
This Disciplinary hearing invitation letter template incorporates relevant UK laws and HR standards, including those listed below:
Here are some UK employment legislations that employers should consider when implementing a disciplinary hearing invitation letter:
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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.
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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.
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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.
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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.
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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.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Disciplinary hearing invitation letter template, to understand the workflow.
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Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Disciplinary hearing invitation 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.
