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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.
[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.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Disciplinary hearing invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
A structured investigation report form template to record findings, evidence, and outcomes from workplace investigations consistently.
Our Disciplinary Hearing Script Template ensures structured proceedings, promoting fairness and adherence to disciplinary policies during hearings.
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Disciplinary hearing invitation letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing disciplinary processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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