Purpose and Scope
This procedure sets out the requirements for issuing a formal disciplinary hearing invitation letter after an investigation. The letter provides written notice of the hearing. It details the specific allegations, encloses supporting evidence, states potential outcomes, and outlines meeting logistics, including the right to be accompanied.
This procedure applies only to disciplinary matters where a formal investigation concludes there is a case to answer. It does not apply to informal management discussions or investigatory meetings.
Working through related paperwork at the same time? See also our Disciplinary Outcome Letter Template, Grievance Meeting Invitation Letter Template and Disciplinary Policy & Procedure Template.
Pre-Send Verification Checklist
Before issuing a disciplinary hearing invitation letter, the issuing officer must verify that:
- The formal investigation has concluded and confirmed a case to answer.
- Each allegation clearly details what allegedly occurred, the date and location of the incident, and the specific rule, policy, or standard breached.
- All documentary evidence to be relied upon during the hearing is compiled and attached, including the investigation report, witness statements, and relevant policies.
- Listed outcomes accurately reflect the severity of the matter, explicitly noting possible dismissal if gross misconduct is alleged or if a live final written warning exists.
- The designated hearing chair was not involved in the initial investigation, where organizational size permits.
- The employee receives sufficient notice to prepare, adhering to a minimum of [Number] working days.
Standard Invitation Letter Template
[Date]
Private and Confidential
Dear [Employee Name],
Invitation to Disciplinary Hearing, [Brief Subject/Allegation Summary]
You are required to attend a formal disciplinary hearing on [Date] at [Time] at [Location / Video-Call Details].
[Name, Role] will chair the hearing, and [Name, Role] will attend as note-taker. We will conduct the hearing under the [Organisation Name] disciplinary policy, enclosed with this letter.
The purpose of the hearing is to consider the following allegation(s):
- [Set out each allegation specifically, including details of the event, date, location, and the specific rule, policy, or standard allegedly breached].
Enclosed are copies of the evidence under consideration:
- [List all enclosures, including investigation report, witness statements, records, and relevant policy documents].
If you wish to rely on documentation or call witnesses, you must submit copies of the documents and your witness list to [Role/Name] by [Date] for review prior to the hearing.
If the allegation(s) are upheld, the possible outcomes of this hearing are:
- [Option A: No action, a first written warning, or a final written warning]
- [Option B (Gross misconduct or active final written warning): Because the allegation is one of gross misconduct / because you have an active final written warning, one possible outcome of this hearing is your dismissal.]
We have made no decisions. We will determine no outcome until you have had a full opportunity to present your response during the hearing.
You have a statutory right to be accompanied at the hearing by a workplace colleague, a trade union representative, or an official employed by a trade union. Please send the name of your chosen companion to [Role/Name] by [Date/Time]. If your companion cannot make the scheduled time, notify us immediately so we can reschedule.
During the hearing, you may respond to each allegation, present evidence, call approved witnesses, and ask questions about the submitted evidence. If any listed document is missing, or if you need reasonable adjustments to participate fully (such as disability-related adjustments), contact me before the hearing.
If you cannot attend due to genuine, unforeseen circumstances, contact me immediately to arrange a postponement. If you fail to attend without good cause, the hearing may proceed in your absence, and we may reach a decision based on the available evidence.
Yours sincerely,
[Name] [Role] [Organisation Name]
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Hearing Rearrangement Procedure
- Companion Unavailability: If the employee’s chosen companion is unavailable, postpone the hearing to a reasonable alternative time proposed by the employee, provided it falls within five working days of the original date.
- Sickness or Emergency: If an employee cannot attend due to certified medical unfitness or a genuine emergency, reschedule the hearing for a reasonable later date.
- Unreasonable Non-Attendance: If an employee repeatedly fails to attend without good cause, evaluate the seriousness of the issue and relevant policy guidelines before deciding whether to proceed in absentia.
- Proceeding in Absentia: Before making a decision in the employee’s absence, notify the employee in writing, offer them the opportunity to submit a written statement, and confirm any final decision in writing along with their right to appeal.
Delivery and Record-Keeping
- Deliver the invitation letter by hand where practical. Send an additional copy via [Post / Email] on the same day to confirm receipt.
- Check that all listed enclosures are physically attached or enclosed before sending.
- File a copy of the issued letter, enclosure list, and proof of delivery in the confidential disciplinary file in [System / Storage Location], separate from general personnel files.
- Record the dispatch date and notice period in the case management system.
FAQs on the disciplinary hearing invitation letter
What is a disciplinary hearing invitation letter?
A disciplinary hearing invitation letter sets out the requirements for issuing a formal disciplinary hearing invitation letter after an investigation. The letter provides written notice of the hearing.
Having it written down means the same rules apply to everyone, so managers are not making judgement calls case by case under pressure.
What does a disciplinary hearing invitation letter include?
This template covers pre-send verification checklist, standard invitation letter template, hearing rearrangement procedure and delivery and record-keeping.
Every section is written to be filled in. The bracketed placeholders mark the decisions that are yours to make, such as timescales, approval owners and retention periods.
How to use a disciplinary hearing invitation letter with Whale
Copy this template into Whale and work through the bracketed placeholders so it reflects how your organisation actually operates.
Assign it to the teams it applies to so it sits where people work rather than in a shared drive, and set a review date so it gets revisited on schedule instead of quietly going out of date.
Use our templates to fast-track your documentation
Customize this template and 100s of others for free in Whale, the fastest way to get your team aligned.
