Disciplinary Letters
Model letters to the employee regarding discipline
If you wish to use a model letter, we suggest that you simply copy and paste the relevant letter from the examples below.
1. Notice of disciplinary meeting
2. Notice of no further action
3. Notice of written warning or final written warning
4. Notice of appeal meeting against warning
5. Notice of result of appeal against warning
6. Notice of dismissal
7. Notice of appeal meeting against dismissal
8. Notice of result of appeal against dismissal
(1) Notice of disciplinary meeting
Dear Date
I am writing to tell you that you are required to attend a disciplinary meeting on (day/date) at (time), which is to be held (location).
At this meeting the question of disciplinary action against you, in accordance with the Company Disciplinary Procedure, will be considered with regard to (alleged disciplinary issue).
You are entitled, if you wish, to be represented by another work colleague, a trade union representative or a trade union full time officer.
Yours sincerely
Signed (Manager)
(2) Notice of no further action
Dear Date
You attended a disciplinary hearing on (date). I am writing to confirm that no further action will be taken against you.
Any reference to the disciplinary hearing will be removed from your personal file.
Yours sincerely
Signed (Manager)
(3) Notice of written warning or final written warning
Dear Date
You attended a disciplinary hearing on (date). I am writing to confirm the decision taken that you be given a (written warning/final written warning*) under the (first/second*) stage of the Company Disciplinary Procedure.
This warning will be placed in your personal file but will be disregarded for disciplinary purposes after a period of (six or twelve*) months, provided your (conduct improves/performance reaches a satisfactory level*).
a) The nature of the unsatisfactory conduct or performance was:
b) The conduct or performance improvement expected is:
c) The timescale within which the improvement is required is:
d) The likely consequence of further misconduct or insufficient improvement is: Final written warning/dismissal*
You have the right of appeal against this decision in writing to (name of person) within (five) working days of receiving this disciplinary decision.
Yours sincerely
Signed (Manager)
* The wording should be amended as appropriate
(4) Notice of appeal meeting against warning
Dear Date
You have appealed against the (written warning/ final written warning*) confirmed to you in writing on (date)
Your appeal will be heard by (name of manager) on (date) at (time).
You are entitled, if you wish, to be represented by another work colleague, a trade union representative or a trade union full time officer.
The decision of this appeal hearing is final and there is no further right of review.
Yours sincerely
Signed (Manager)
* The wording should be amended as appropriate
(5) Notice of result of appeal against warning
Dear Date
You appealed against the decision of the disciplinary hearing that you be given a (written warning/final written warning*) in accordance with the (first or second*) stage of the Company Disciplinary Procedure. The appeal hearing was held on (date).
I am now writing to confirm the decision taken by the Manager who conducted the appeal hearing, namely that the decision to issue the (written warning/final written warning*) stands*/the decision to issue the (written warning/final written warning*) be revoked* [specify if no disciplinary action is being taken or what the new disciplinary action is].
You have now exercised your right of appeal under the Company Disciplinary Procedure and this decision is final.
Yours sincerely
Signed (Manager)
* The wording should be amended as appropriate
(6) Notice of dismissal
Dear Date
You attended a disciplinary hearing on (date).
I am writing to confirm the decision taken that you be dismissed. The reason for your dismissal is (give reason).
* You will be required to work your notice and your last day of service with the Company will be (date). In calculating your final pay, account will be taken of your pro-rata holiday entitlement and your pay will be adjusted accordingly.
OR
* You will not be required to work your notice but instead will be paid in lieu of notice. Your last day of service with the Company will be (date). In calculating your final pay, account will be taken of your pro-rata holiday entitlement and your pay will be adjusted accordingly.
You have the right of appeal against this decision. An appeal should be made in writing to (name of manager) within (five) working days of receiving this disciplinary decision.
Yours sincerely
Signed (Manager)
* The wording should be amended as appropriate
(7) Notice of appeal meeting against dismissal
Dear Date
You have appealed against your dismissal on (date), confirmed to you in writing on (date). Your appeal will be heard by (name of manager) on (date and time).
You are entitled, if you wish, to be represented by another work colleague, a trade union representative or a trade union full time officer.
The decision of this appeal meeting is final and there is no further right of review.
Yours sincerely
Signed (Manager)
(8) Notice of result of appeal against dismissal
Dear Date
You appealed against the decision of the disciplinary hearing that you be dismissed.
The appeal meeting was held on (date).
I am now writing to confirm the decision taken by (insert name of the manager) who conducted the appeal meeting, namely that the decision to dismiss you (*stands/ *the decision to dismiss you be revoked) [Specify if no disciplinary action is being taken or what the new disciplinary action is. Advise employee about the reinstatement of any pay that was lost].
You have now exercised your right of appeal under the Company Disciplinary Procedure and this decision is final.
Yours sincerely
Signed (Manager)