Disciplinary Outcome Letter Template
Free template for writing disciplinary outcome letters. Includes templates for warnings and dismissal decisions.
Use these templates to communicate disciplinary hearing outcomes.
Written Warning Template
[Company Name] [Company Address] [City, Postcode]
[Date]
Private & Confidential
[Employee Name] [Employee Address] [City, Postcode]
Dear [Employee Name],
Outcome of Disciplinary Hearing - Written Warning
I am writing to confirm the outcome of the disciplinary hearing held on [date], which I chaired. Also present were [names and roles].
Allegations
The hearing considered the following allegation(s):
- [Allegation 1]
- [Allegation 2 if applicable]
Findings
Having carefully considered all the evidence presented, including your response at the hearing, I have concluded that:
[Set out findings on each allegation - what happened, why you believe it to be established]
Decision
Based on these findings, I have decided to issue you with a written warning. This warning will remain on your personnel file for [6/12] months from the date of this letter, after which it will be disregarded for disciplinary purposes, provided no further issues arise.
Reasons for Decision
In reaching this decision, I took into account:
- [Factor 1 - e.g., the evidence presented]
- [Factor 2 - e.g., your length of service]
- [Factor 3 - e.g., previous disciplinary record]
- [Factor 4 - e.g., mitigating circumstances you raised]
Required Improvement
You are required to [specific improvements expected]. To support this:
- [Support measure 1, e.g., additional training]
- [Support measure 2, e.g., regular supervision meetings]
Your performance/conduct will be reviewed on [date].
Consequences of Further Misconduct
You should be aware that if there is further misconduct during the currency of this warning, you may face further disciplinary action, which could result in a final written warning or dismissal.
Right of Appeal
You have the right to appeal against this decision. If you wish to appeal, you must do so in writing to [Name, Job Title] within [5/10] working days of receiving this letter, stating the grounds for your appeal.
If you have any questions about this letter, please contact me.
Yours sincerely,
[Name] [Job Title]
Final Written Warning Template
[Company Name] [Company Address]
[Date]
Private & Confidential
[Employee Name]
Dear [Employee Name],
Outcome of Disciplinary Hearing - Final Written Warning
I am writing to confirm the outcome of the disciplinary hearing held on [date].
Allegations and Findings
[Set out allegations and findings as above]
Decision
Based on these findings, I have decided to issue you with a final written warning. This is the last stage before dismissal. This warning will remain on your personnel file for [12] months.
Reasons for Decision
[As above, including reference to any previous warnings]
Required Improvement
[Specific improvements required]
Consequences of Further Misconduct
You must understand that any further misconduct during the currency of this warning is likely to result in your dismissal.
Right of Appeal
[As above]
Yours sincerely,
[Name] [Job Title]
Dismissal Letter Template
[Company Name] [Company Address]
[Date]
Private & Confidential
[Employee Name]
Dear [Employee Name],
Outcome of Disciplinary Hearing - Dismissal
I am writing to confirm the outcome of the disciplinary hearing held on [date].
Allegations and Findings
[Set out allegations and what was established]
Decision
Having carefully considered all the evidence and your representations, I have decided to dismiss you from your employment with effect from [date].
[For gross misconduct: This dismissal is without notice due to the serious nature of the misconduct.]
[For other dismissal: You are entitled to [X] weeks' notice, which will be [paid in lieu / worked].]
Reasons for Decision
I have concluded that your conduct amounted to [misconduct/gross misconduct] and that dismissal is the appropriate sanction because:
- [Reason 1 - seriousness of misconduct]
- [Reason 2 - breach of trust]
- [Reason 3 - impact on business/colleagues]
- [Reason 4 - your previous record]
- [Reason 5 - why lesser sanctions inadequate]
Final Pay
Your final pay will include:
| Element | Amount |
|---|---|
| Salary to [date] | [Amount] |
| Notice pay [if applicable] | [Amount] |
| Accrued holiday | [Amount] |
| Less deductions | [Amount] |
Company Property
Please return all company property including [list items] by [date].
Right of Appeal
You have the right to appeal against this dismissal. If you wish to appeal, you must do so in writing to [Name, Job Title] within [5/10] working days of receiving this letter, stating the grounds for your appeal.
Yours sincerely,
[Name] [Job Title]
No Further Action Template
Dear [Employee Name],
Outcome of Disciplinary Hearing - No Further Action
Following the hearing on [date], I have carefully considered all the evidence.
I have concluded that the allegation(s) [are not substantiated / while established do not warrant formal disciplinary action] because [reasons].
Accordingly, no further action will be taken and this matter is now closed. No record of this hearing will be placed on your disciplinary file.
[If informal advice appropriate: However, I would remind you that [guidance on expected standards].]
Yours sincerely,
Checklist
| Include | Done |
|---|---|
| Clear decision | [ ] |
| Findings on each allegation | [ ] |
| Reasons for decision | [ ] |
| Sanction duration (if warning) | [ ] |
| Required improvements | [ ] |
| Consequences of further issues | [ ] |
| Appeal rights and deadline | [ ] |
| Contact for questions | [ ] |
Frequently Asked Questions
- When should I send the disciplinary outcome letter?
- Send the outcome letter as soon as reasonably practicable after the hearing, ideally within 5 working days. If you need more time to consider the decision, inform the employee of the delay and expected timeframe.
- What must the outcome letter include?
- The letter must state the decision, reasons for it, the sanction imposed (if any), required improvements, review period, and right of appeal including deadline and who to appeal to.
- How long should a warning stay on file?
- Typically 6 months for a written warning and 12 months for a final written warning, but this depends on your policy. State the duration clearly in the letter. After expiry, the warning is considered 'spent' but may still be referenced if a pattern emerges.