Investigation meeting invitation (to witness) letter template
Supporting information
Our Investigation Meeting Invitation (to Witness) Letter Template streamlines communication, ensuring witnesses understand their role, leading to efficient and effective investigations.
Investigation meeting invitation (to witness) letter
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[Company 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 to the actions/incidents you may be able to assist this investigation in determining if there is evidence to substantiate the allegations.
I am writing therefore to invite you to attend an investigation meeting with [name and job title] at [time] on [date] in [location] so that they may discuss the matter with you.
Please take with you any information that you think might be useful to the investigation.
Please note that this meeting is entirely a fact-finding exercise and it is not your conduct that is under investigation.
To ensure that the investigation can be conducted as fairly as possible we request that you keep the matter, and anything discussed at the investigation meeting, confidential. Any breach of confidentiality may be considered to be a disciplinary matter.
If you are unable to attend the meeting please contact me as soon as possible, so that alternative arrangements can be made.
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Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
What is this for?
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.
Extended guidance
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Employment law compliance
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.
Decision-making milestones
| 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 |
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