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View full libraryInvite an employee to a formal appeal hearing with a clear letter explaining the meeting arrangements, the purpose of the hearing, preparation requirements and applicable accompaniment arrangements.
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<p>If you need to manage employee communications consistently, the toolkit brings together practical HR templates covering preparation, communication, questions, messages and follow-up.</p>
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Invitation to Appeal Hearing
Private and Confidential
We are writing to confirm that we have received your appeal dated [Appeal Date] concerning [brief description of the original decision, for example a disciplinary outcome, dismissal, grievance outcome or redundancy decision].
We would like to invite you to attend an appeal hearing to discuss the grounds you have raised and review the original decision in accordance with the company's relevant procedure.
1. Hearing arrangements
| Date | [Hearing Date] |
| Time | [Hearing Time] |
| Location / joining details | [Meeting Room / Video Meeting Details] |
| Appeal chair | [Name and Job Title] |
| Other attendees | [HR Representative / Note-taker / Other Attendees, if applicable] |
2. Purpose of the hearing
The purpose of the hearing is to consider the grounds
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An appeal hearing invitation letter formally confirms the arrangements for reviewing an employee's appeal against a previous workplace decision. It helps ensure that the employee understands what will be considered, who will attend and how to prepare. A clear invitation supports a fair and organised process and provides a written record of the arrangements.
Use this letter after an employee submits an appeal under the organisation's relevant procedure. This may relate to a disciplinary sanction, dismissal, grievance outcome, redundancy decision or another formal employment decision. Tailor the wording to the specific appeal and avoid suggesting that the original decision will automatically be upheld or overturned.
The invitation should identify the decision being appealed and explain that the hearing will consider the employee's stated grounds of appeal. Where appropriate, it should refer to the issues that will be reviewed and any additional evidence required. Provide relevant documents in sufficient time for the employee to prepare and explain how any further information should be submitted.
Include the date, time, location or joining details, the appeal chair and other attendees. Explain the applicable arrangements for accompaniment, including the statutory right where it applies. Invite the employee to identify any accessibility requirements, reasonable adjustments or other arrangements that would help them participate fully.
Where possible, the appeal should be considered by someone who has not previously been involved in the original decision. The employee should have a reasonable opportunity to explain their appeal, present relevant information and respond to questions. The invitation should not imply that the outcome has already been decided.
Using a consistent appeal hearing invitation helps employers manage formal appeals professionally and fairly. The template should be checked against the organisation's procedures and the legal requirements relevant to the particular type of appeal.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Appeal hearing invitation letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Use this Grievance Decision Appeal Letter Template to challenge the outcome of a formal workplace grievance.
Our Appeal Hearing Script template guides fair and consistent appeal discussions, ensuring a structured process for addressing concerns and reaching resolutions.
Use these best practice actions, recommended timescales and process stages to understand when and how the Appeal hearing invitation letter should be used, helping ensure each step is handled consistently and appropriately documented.
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.
Send the invitation as soon as reasonably practicable after receiving the appeal. Allow sufficient time for the employee to prepare, review relevant information and arrange a companion where applicable.
Where possible, appoint a manager who was not involved in the original decision and who has authority to decide the appeal. If that is not practicable, take reasonable steps to ensure the process remains impartial.
There is a statutory right to be accompanied at disciplinary and grievance appeal hearings by an eligible companion. Check the nature of the appeal and the applicable procedure, and explain the arrangements in the invitation.
It should identify the information to be considered and provide relevant documents in sufficient time for the employee to prepare. The precise documents will depend on the appeal grounds and the applicable procedure.
Consider the reason, the employee's availability and the applicable procedure. Where the statutory accompaniment rules apply and the chosen companion is unavailable, specific postponement rights may apply. Agree a reasonable alternative date where appropriate.
HRDocBox provides structured, customisable HR templates designed for UK workplace processes. AI can help tailor wording, but the invitation should be checked against current ACAS guidance, the relevant company procedure and the circumstances of the appeal.
How this content is developed and reviewed
The Appeal hearing invitation 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.
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 employee communication 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.
"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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