Disciplinary Hearing Invitation Letter

Use this letter to invite an employee to a formal disciplinary hearing.

When to Use

Send after completing your investigation, when you have decided that a formal disciplinary hearing is necessary.

Template

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[Company Name] [Company Address] [City, Postcode]

[Date]

Private & Confidential

[Employee Name] [Employee Address] [City, Postcode]

Dear [Employee Name],

Invitation to Disciplinary Hearing

Following the investigation into [brief description of matter], I am writing to inform you that you are required to attend a formal disciplinary hearing.

Hearing Details

Detail	Information
Date	[Date]
Time	[Time]
Location	[Room/Address]
Chaired by	[Name, Job Title]
Also attending	[Names and roles, e.g., HR representative, note-taker]

Allegations

The hearing will consider the following allegation(s):

1. [First allegation - be specific with dates, times, details]
2. [Second allegation if applicable]
3. [Further allegations if applicable]

If substantiated, these allegations may constitute [misconduct/gross misconduct] under the Company's disciplinary policy.

Evidence

Please find enclosed copies of the following evidence that will be considered at the hearing:

• [Investigation report]
• [Witness statement from X]
• [Relevant documents, e.g., emails, attendance records]
• [Any other evidence]

If you wish to submit any documents or witness statements in response, please provide these to [Name] at least [X] working days before the hearing.

Right to be Accompanied

You have the right to be accompanied at the hearing by:

• A work colleague, or
• A trade union representative

If you wish to be accompanied, please let me know the name of your companion in advance. Your companion may address the hearing and confer with you, but may not answer questions on your behalf.

Possible Outcomes

You should be aware that the possible outcomes of this hearing include:

• No further action
• Written warning
• Final written warning
• Dismissal [if allegations are serious enough]
• [Other relevant sanctions]

Your Response

You will have the opportunity to respond to the allegations at the hearing, present your case, and call witnesses if you wish. If you intend to call witnesses, please provide their names to [Name] at least [X] working days before the hearing.

Unable to Attend

If you are unable to attend at the scheduled time, please contact me immediately to discuss alternative arrangements. If you fail to attend without good reason, the hearing may proceed in your absence.

Questions

If you have any questions about this letter or the hearing, please contact [Name] on [contact details].

Yours sincerely,

[Name] [Job Title] [Contact details]

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Enclosures:

• [List all enclosed documents]

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Customisation Notes

Allegations

• Be specific - include dates, times, locations
• State clearly what policy or standard was allegedly breached
• Don't use vague language like "poor attitude"

Evidence

• Enclose everything you'll rely on
• Redact witness statements if necessary to protect confidentiality
• Include relevant policies

Timescales

• Give reasonable notice - minimum 48 hours for simple cases
• Complex cases may need 5+ working days
• Consider if employee needs time off work to prepare

Possible Outcomes

• Only list outcomes that are genuinely possible
• If dismissal isn't realistic, don't include it
• If it's a final written warning situation, say so

Checklist Before Sending

Check	Done
Investigation complete	[ ]
Allegations clearly stated	[ ]
All evidence enclosed	[ ]
Reasonable notice given	[ ]
Right to accompany stated	[ ]
Possible outcomes listed	[ ]
Contact details included	[ ]
Sent by appropriate method	[ ]

Legal Considerations

Issue	Guidance
Adequate notice	Must allow time to prepare
Full disclosure	Share evidence in advance
Right to be accompanied	Statutory right - must inform
Reasonable adjustments	Consider disability needs
Suspended employees	May need special arrangements