Investigation meeting invitation (to witness) letter template
5 mins to read, 10 mins to prep
1 A4 page / c.213 words
Reviewed 16 September 2025
Compliance
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Workflow window
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Timings
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Investigation meeting invitation (to witness) letter
[Sender 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
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Compliance
This document incorporates relevant laws and HR standards, including those listed below:
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.
Purpose
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.
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Direction:
Global (check local legislation)
Workflow window
Check what resources come before or after this step to understand the workflow.
Investigation plan
Our Investigation Plan Template provides a clear structure for conducting fair, thorough, and compliant workplace investigations, ensuring consistency and efficiency.
Investigation meeting script
Efficiently conduct investigations with our structured meeting script, promoting fairness, consistency, and thoroughness in gathering evidence
.Timings
Follow these best practice actions to get the most from this document, guiding you before, during, and after implementation:
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| 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 |
