Disciplinary and Grievance Letters

Disciplinary and Grievance Letters

  • PDFEmployee suspension whilst disciplinary investigation undertaken

    This letter advises an employee that they have been suspended from work on pay whilst an alleged instance of serious or gross misconduct is being investigated.

  • PDFInvitation to a disciplinary hearing

    This letter invites an employee to a disciplinary hearing. The employee may have committed misconduct (not gross misconduct) or poor work performance. The possible outcome of the hearing could could be a formal (verbal, written) warning, but not dismissal.

  • PDFInvitation to a disciplinary hearing - dismissal

    This letter should be used to invite an employee to a hearing for MISCONDUCT or POOR PERFORMANCE, where the offence (or continuing poor performance) could lead to dismissal with notice, i.e. this letter assumes the employee is already progressed to a final written warning, the final written warning is 'live' and the employee has been properly progressed through the Disciplinary Procedure to this point. 

  • PDFInvitation to a disciplinary hearing - gross misconduct

    This letter invites an employee to a disciplinary hearing to discuss their alleged Gross Misconduct - ie offences that could lead to their summary dismissal, such as theft or fighting.

  • PDFInvitation to a grievance hearing

    This template can be used to a) invite an employee who has raised a grievance to a hearing to discuss and investigate the alleged incident or b) invite an employee to an appeal hearing, should they have appealed against the outcome of the grievance hearing.

  • PDFDismissal of an employee with notice

    This letter advises an employee that following a disciplinary hearing, they are being dismissed with notice due to MISCONDUCT or POOR PERFORMANCE. It also advises them of their right to appeal against this decision. This letter assumes the employee is already progressed to a final written warning, the final written warning is 'live' and the employee has been properly progressed through the Disciplinary Procedure to this point and has had the benefit of a dismissal hearing, that the decision to dismiss has been communicated to the employee in that hearing and this letter is the confirmation of that outcome. 

  • PDFSELECTION BASED 'At risk' of redundancy letter to warn an employee that they may become redundant if selected for redundancy from a pool of employees AFTER meetings with the employees to explain the situation

    This letter advises an employee that their role is at risk due to redundancy.  It MUST follow a briefing to that employee of the proposals and the reason for those proposals - it must not simply arrive out of the blue! This letter assumes that less than 20 people are to be made redundant and that a selection exercise WILL be carried out, i.e. that an employee(s) COULD end up in a redundancy situation, while some of their colleagues (doing similar work and who are hence part of the redundancy 'pool') may remain.

  • PDFSummary dismissal of an employee for gross misconduct

    This letter advises an employee that, following a disciplinary hearing, they are being summarily dismissed for Gross Misconduct.  Gross misconduct concerns the most serious issues e.g. theft, fighting warranting a dismissal without notice.  The letter assumes that a hearing in accordance with the Disciplinary Procedure has been held at which the decision to dismiss for gross misconduct has already been communicated to the employee

  • PDFSuspension of an employee as a result of disciplinary action (ie instead of dismissal)

    This letter advises an employee that as a result of disciplinary action, they are being suspended for a number of days, without pay.  THIS SANCTION SHOULD ONLY BE USED if the Disciplinary Procedure and/or the employee's contract permits such a sanction.

  • PDFSuspension of an employee for gross misconduct (ie instead of dismissing)

    This letter advises an employee that they are being suspended, without pay, instead of being dismissed for an act of Gross Misconduct. This sanction should be used only if the employee's employment contract allows it and/or it is allowed by an accepted and established Disciplinary Procedure.

  • PDF'At risk' of redundancy letter to warn an employee that they may become redundant AFTER meetings with the employee to explain the situation

    This letter advises an employee that their role is at risk due to redundancy.  It MUST follow a briefing to that employee of the proposals and the reason for those proposals - it must not simply arrive out of the blue! This letter assumes that less than 20 people are to be made redundant and that a selection exercise will NOT be carried out.

  • PDFConfirmation of final written warning given at disciplinary hearing

    Following a disciplinary hearing where a final written warning was applied the employee must be formally advised of the outcome, ie the level of warning, how long it will stay in force and what may happen if further disciplinary action is required.

  • PDFConfirmation of verbal or first written warning given at disciplinary hearing

    Following a disciplinary hearing where a sanction was applied (a verbal or written warning) the employee must be formally advised of the outcome, ie the level of warning, how long it will stay in force and what may happen if further disciplinary action is required.

  • PDFInvitation to an appeal against disciplinary action

    This letter advises an employee who has appealed against a disciplinary warning of the date, time, location etc of the appeal hearing. It also advises them of their right to be accompanied at the meeting.

  • PDFInvitation to an appeal against dismissal

    This letter advises an employee who has appealed against dismissal of the date, time etc of the appeal hearing. The letter also advises them of their right to be accompanied at the hearing and of the potential outcomes of the meeting.

  • PDFRedundancy - dismissal of an employee with notice for reasons of redundancy

    This letter advises an employee that following a dismissal hearing, they are being dismissed with notice due to redundancy. It also advises them of their right to appeal against this decision. This letter assumes a) that less than 20 employees will be dismissed from the business in a 90 day period, b) that initial consultation has already taken place with the employee, i.e. they are aware that they are 'at risk' and they are familiar with the process in place and c) they had already received a letter inviting them to that hearing and warning them of the possibility of dismissal. 

  • PDFRedundancy - invitation to a hearing at which employee may be dismissed for redundancy

    This letter should be used to invite an employee to a hearing which could lead to dismissal with notice for reasons of redundancy. This letter assumes a) that less than 20 employees will be dismissed from the business in a 90 day period, b) that initial consultation has already taken place with the employee, i.e. they are aware that they are 'at risk' and they are familiar with the process in place. 

  • PDFAmendment to disciplinary action after an appeal

    This letter advises an employee that the disciplinary sanction applied at the original hearing has been changed following the employee's appeal.

  • PDFOverturn of a dismissal following an appeal

    This letter advises an employee who has appealed against dismissal that the decision has been overturned and either completely revoked or been replaced with an alternative sanction.

  • PDFRejection of an appeal against disciplinary action

    This letter advises an employee that their appeal against disciplinary action has not been successful.

  • PDFRejection of an appeal against dismissal

    This letter advises an employee that their appeal against dismissal has not been successful

  • PDFRescheduling a disciplinary hearing due to employee's non attendance

    If an employee has failed to attend a scheduled disciplinary hearing without providing a reasonable explanation, they should be given another opportunity to appear and defend themselves.

  • PDFRescheduling a gross misconduct disciplinary hearing due to employee's non attendance

    If an employee has failed to attend a scheduled disciplinary hearing without providing a reasonable explanation, they should be given another opportunity to appear and defend themselves.