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A disciplinary hearing postponement letter for when an employee is unable to attend because of sickness, confirming the new arrangements and explaining what happens if they remain unfit to attend.
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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.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Postponement of disciplinary hearing
I am writing further to the disciplinary hearing that was arranged for [original date] at [time] at [location].
You have informed us that you are currently unwell and are unable to attend the hearing as scheduled. Having considered the circumstances, we have decided to postpone the hearing to allow you a reasonable opportunity to attend and respond to the matters being considered.
The disciplinary hearing has therefore been rearranged as follows:
Date: [new date]
Time: [time]
Location / meeting arrangements: [location / video meeting details]
Hearing manager: [name and job title]
The purpose of the hearing remains to consider the concerns outlined in the disciplinary hearing invitation dated [date]. No decision has been made regarding the outcome of the disciplinary process.
Medical evidence
If you remain unfit to attend the rearranged hearing, please let [name / HR] know as soon
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An employee's sickness does not necessarily bring a disciplinary process to a halt, but employers should take care to ensure the employee has a fair opportunity to participate. This letter provides a practical way to document a postponement, confirm revised arrangements and explain what will happen if the employee remains unable to attend.
The template records the original hearing arrangements, explains that the employee has reported being unfit to attend and confirms the decision to postpone. This creates a clear record of why the hearing has been rearranged.
A revised date, time, location and hearing manager can be confirmed clearly so that there is no uncertainty about what is expected of the employee. The letter can also be adapted where the hearing will take place remotely.
The letter explains what the employee should do if they remain unfit to attend and allows the employer to consider medical information, reasonable adjustments or alternative arrangements where appropriate.
The template recognises that a disciplinary process should not necessarily be postponed indefinitely. If the employee remains unable to attend, the employer can consider whether the hearing can fairly proceed in their absence or whether another arrangement is appropriate, based on the individual circumstances.
The letter confirms that the underlying concerns remain unchanged and that no decision has yet been made. It also reinforces the employee's right to be accompanied and provides a clear record of the revised arrangements.
Use these best practice actions, recommended timescales and process stages to understand when and how the Postponement of disciplinary hearing due to sickness 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.
No. The employer should consider the individual circumstances, the nature and duration of the illness, any medical information available and whether the employee can participate with reasonable adjustments or alternative arrangements. Postponement may be appropriate where the employee cannot participate fairly.
There is no fixed statutory maximum period. Employers should balance the employee's need for a fair opportunity to participate with the need to deal with the disciplinary matter within a reasonable timeframe. The circumstances should be reviewed rather than postponing indefinitely.
Potentially, but this should be approached carefully. The employer should consider medical information, whether reasonable adjustments or alternative participation are possible and whether the employee has been given a reasonable opportunity to respond. Proceeding in the employee's absence without properly considering these factors creates additional risk.
An employer can seek appropriate medical information where it is necessary to understand an employee's ability to participate in the process or whether adjustments may be appropriate. Any request should be proportionate and health information should be handled confidentially.
Yes. Where the statutory right applies, postponing and rearranging the hearing does not remove the employee's right to be accompanied by an appropriate companion.
They can request a further postponement, but it does not necessarily have to be granted automatically. The employer should consider the reason for the request, any medical evidence, the likely duration of the sickness and whether there are reasonable alternatives that would allow the process to proceed fairly.
How this content is developed and reviewed
The Postponement of disciplinary hearing due to sickness 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 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 disciplinary 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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