Name: Investigation meeting invitation (to subject of allegation) letter template | Sep 26
Brand: HRDocBox
SKU: HRDBOX-351
Price: 9.99 GBP
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What's included in this template?

This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.

Investigation details
Allegations being examined
Investigator information
Meeting date, time and location
Preparation and evidence guidance
Confidentiality and next steps

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Email

[Sender name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

Invitation to investigation meeting

I am writing to invite you to attend an investigation meeting in relation to concerns that have been raised regarding [brief description of the matter being investigated].

The purpose of the investigation is to establish the facts and gather relevant information so that the Company can determine what, if anything, needs to happen next.

No decision has been made at this stage about whether you have done anything wrong or whether any disciplinary action is appropriate.

Matters being investigated

The investigation will consider the following allegation(s) or concern(s):

[Allegation / issue 1 – include relevant date, location or circumstances]
[Allegation / issue 2, if applicable]
[Allegation / issue 3, if applicable]

The matters above are allegations and have not been established as facts. The purpose of the investigation is to establish what happened and consider all relevant information, including your account of events.

Investigation meeting arrangements

Date:
Time:
Location / meeting method:
Investigator:
Note-taker:

The meeting will be conducted by [Investigator Name], who has been appointed to investigate the matter. [Note-taker Name] will also attend to take a record of the meeting.

The

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What is an investigation meeting invitation (to subject of allegation) letter?

Investigation meeting invitation (to subject of allegation) letter template preview

Where an employee is the subject of an allegation that may potentially lead to disciplinary action, a proper investigation should establish the facts before any decision is made about whether there is a case to answer. This letter provides a structured invitation to an investigation meeting and makes clear that the purpose is to establish facts rather than decide disciplinary action.

Explaining what is being investigated

The invitation should give the employee enough information to understand the broad nature of the allegation and prepare for the meeting. The wording should remain neutral and avoid presenting an allegation as an established fact.

Keeping the meeting investigatory

An investigation meeting is intended to gather information and establish what happened. It is not a disciplinary hearing and should not be used to issue a warning or other disciplinary sanction. If the investigation identifies a case to answer, a separate formal disciplinary process should normally follow.

Giving the employee a fair opportunity to respond

The employee should have reasonable notice of the meeting and an opportunity to provide their version of events, identify relevant evidence and suggest witnesses or other information that the investigator should consider.

Setting out the meeting arrangements

The letter confirms who will conduct the investigation, when and where the meeting will take place and what the employee should do if they cannot attend. It can also explain the organisation's approach to companions and confidentiality.

Example

A warehouse employee is alleged to have removed company stock without authorisation. The allegation is based on a discrepancy identified during a stock check and CCTV footage showing the employee taking items from the relevant area. At this stage, the company does not know whether the employee had permission to remove the stock or what happened to it afterwards.

The company appoints a manager who was not involved in the incident to investigate. Before reaching any conclusion, the investigator reviews the stock records and CCTV and identifies the employee as someone who needs to be interviewed to establish the facts.

The employee receives an investigation meeting invitation explaining the allegation in neutral terms, confirming that the meeting is intended to establish the facts and making clear that no decision about disciplinary action has been made.

At the meeting, the employee explains that they had been instructed to move the stock to another area and identifies a colleague who can confirm this. The investigator follows up with that colleague and checks the relevant stock movement records. The evidence ultimately establishes that there was no misconduct, so the investigation is closed without disciplinary action.

The wider HR process

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Explore the HR resources that may be relevant before and / or after using the Investigation meeting invitation (to subject of allegation) letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.

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Implementation guidance

Use these best practice actions, recommended timescales and process stages to understand when and how the Investigation meeting invitation (to subject of allegation) letter should be used, helping ensure each step is handled consistently and appropriately documented.

Step	Description	Responsibility	Timing
1	Review the allegation and available evidence and identify the issues that need to be established through investigation.	HR / Investigator	Before invitation
2	Appoint an impartial investigator who has not been directly involved in the matter, where reasonably practicable.	Management / HR	Before meeting
3	Send the employee the investigation meeting invitation, providing sufficient information about the allegation and reasonable notice of the meeting.	Investigator / HR	Before meeting
4	Hold the meeting, explain its investigatory purpose, ask neutral questions and give the employee an opportunity to provide their account and identify relevant evidence.	Investigator	Meeting date
5	Consider the employee's evidence alongside all other relevant evidence and determine whether further investigation or a separate disciplinary process is required.	Investigator / HR	After meeting

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Common mistakes

Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.

Describing an allegation as though the employee has already been found responsible.
Giving the employee insufficient information or notice to prepare.
Allowing the investigation meeting to become an informal disciplinary hearing.
Using an investigator who has a conflict of interest where an independent alternative is reasonably available.
Failing to investigate evidence that supports the employee's account as well as evidence against them.
Failing to explain what will happen after the investigation is completed.

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HR considerations

UK employment law and best practice

This template is designed to support the process, but the document should be used alongside the relevant HR procedure and applied to the circumstances of the individual case.

Purpose of an investigation

An investigation should establish the facts, gather relevant evidence from all sides and determine whether there is a case to answer. Acas recommends carrying out necessary investigations without unreasonable delay. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step

Impartial investigator

Where possible, the investigator should not be directly involved in the matter. Acas recommends using someone who is not involved in the case, such as another manager or HR professional, to help maintain impartiality. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step/step-2-preparing-for-an-investigation

Information provided to the employee

The employee should be told about the investigation, why it is being carried out, who is investigating and what will happen next. For an investigation meeting, the employee should be given reasonable notice and information about the purpose of the meeting. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step/step-4-holding-investigation-meetings

Right to be accompanied

There is generally no statutory right to be accompanied at a disciplinary investigation meeting. However, Acas states that allowing a companion at an investigation meeting is good practice. An employer's own policy or contract may provide a right to accompaniment. Reasonable adjustments may also be required for a disabled employee. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step/step-4-holding-investigation-meetings

Fair investigation

The investigator should take a neutral approach, ask non-confrontational questions and consider evidence that supports the employee's account as well as evidence that may support the allegation. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step/step-4-holding-investigation-meetings

Investigation versus disciplinary hearing

An investigation meeting should be confined to establishing the facts. It should not itself result in disciplinary action. If the investigation establishes a case to answer, the employee should normally be invited separately to a formal disciplinary hearing and given sufficient information and reasonable time to prepare. https://www.acas.org.uk/acas-code-of-practice-on-disciplinary-and-grievance-procedures

Confidentiality

Employers should normally keep investigations confidential to protect the integrity of the process and the people involved. Employees can be asked to maintain confidentiality where appropriate, although this should not prevent them from accessing appropriate support or exercising their workplace rights.

Failure to attend

If an employee cannot attend an investigation meeting, the investigator should consider rearranging the meeting or making alternative arrangements. If the employee remains unable or unwilling to attend, the employer may in some circumstances need to proceed using the available evidence, while ensuring the investigation remains fair. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step/step-4-holding-investigation-meetings

Acas Code

The Acas Code of Practice on disciplinary and grievance procedures sets out minimum standards for handling disciplinary matters fairly. A reasonable investigation is an important part of establishing the facts before disciplinary decisions are made. https://www.acas.org.uk/acas-code-of-practice-on-disciplinary-and-grievance-procedures

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FAQs

Does an employee have to attend an investigation meeting?

Employees should normally cooperate with a reasonable workplace investigation. If they cannot attend, the employer should consider the reasons and whether the meeting can be rearranged or another reasonable arrangement made. In some circumstances an investigation may need to proceed using the evidence available.

Does an employee have the right to be accompanied?

There is generally no statutory right to be accompanied at a disciplinary investigation meeting. However, allowing a companion is good practice and an employer's own policy may provide for this. Reasonable adjustments may also require a different approach for a disabled employee. https://www.acas.org.uk/investigations-for-discipline-and-grievance-step-by-step/step-4-holding-investigation-meetings

Should I tell the employee exactly what they are accused of?

The employee should be given sufficient information about the issue being investigated to understand the purpose of the meeting and provide a meaningful response. The information should be presented as an allegation rather than a finding of fact.

Can I issue a warning at the investigation meeting?

No. An investigation meeting should be used to establish facts rather than impose disciplinary action. If there is a case to answer, the employee should normally be invited to a separate disciplinary hearing where they can respond to the evidence before a decision is made.

Can the investigator decide there is no case to answer?

Yes. An investigation may establish that there is no case to answer, that the matter can be dealt with informally or that further investigation is required. The purpose of the investigation is to establish the facts before deciding what should happen next.

Why use HRDocBox rather than AI?

AI can produce a generic investigation invitation, but it may blur the important distinction between an investigatory meeting and a disciplinary hearing or use language that prejudges the allegation. HRDocBox templates are built around practical UK HR processes and the principles of the Acas Code, helping managers set out the allegation fairly, preserve neutrality and establish a defensible investigation process.

How this content is developed and reviewed

The Investigation meeting invitation (to subject of allegation) letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.

About the author

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 investigation HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.

HRDocBox has been creating practical UK HR documents since 2009.

View Darryl on LinkedIn

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"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."

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Ruth Brock Chief Executive Officer The Hygiene Bank