Disciplinary Hearing Invitation Letter: Free Template and What to Include

If you need to invite an employee to a formal disciplinary hearing, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong disciplinary hearing invitation should include.

What this letter needs to cover

• State the date
• Time and location
• Explain the allegation(s) being considered
• Confirm they have the right to be accompanied by a colleague or trade union rep
• Warn that dismissal may result in serious cases
• Ask them to confirm attendance
• Provide copy of disciplinary policy if available

What a fair disciplinary invitation needs to include

A disciplinary invitation letter isn't just a formality — getting it wrong procedurally can undermine an otherwise fair decision if the matter later reaches an Employment Tribunal. The ACAS Code of Practice sets out what a fair process looks like, and this letter is the first formal step in demonstrating that process was followed properly.

What to include before you send it

• The specific allegations being investigated, in enough detail for the employee to properly prepare
• Copies of any evidence being relied on, such as witness statements or documents
• The date, time, and location of the hearing, with reasonable notice given
• Confirmation of the right to be accompanied by a colleague or trade union representative
• The possible outcomes, including that dismissal is a possibility if allegations are serious

Why reasonable notice genuinely matters

The ACAS Code doesn't specify an exact number of days, but employees need enough time to properly consider the allegations and evidence and arrange representation — inviting someone to a hearing with unreasonably short notice is a common way otherwise fair processes get successfully challenged.

Frequently Asked Questions

What if the employee doesn't turn up to the hearing?
If they don't provide a reasonable explanation, the hearing can generally proceed in their absence, though it's good practice to try to rearrange once for a genuine reason first.

Does every disciplinary matter need a full formal hearing?
Minor issues can sometimes be dealt with informally, but anything that could result in a formal warning or dismissal should follow the full ACAS Code process.

[Your Job Title / HR Department]
[Company Name]
[Company Address]
[Company Postcode]
[Employee Name]
[Employee Address]
[Employee Postcode]
[Date]

Dear [Employee Name],

Subject: Invitation to a disciplinary hearing

I am writing to ask you to attend a formal disciplinary hearing on [Date] at [Time] at [Location / online meeting link]. The hearing will be chaired by [Name and Job Title of Chair].

The hearing will consider allegations of [misconduct / gross misconduct]. Specifically, it is alleged that you:
• [First allegation with date, e.g. Were absent from work without leave on 5 October 2026.]
• [Second allegation, e.g. Did not follow reasonable management instructions about client files.]

I enclose copies of the evidence gathered during the investigation, including [e.g. witness statements, timesheets, CCTV logs], and a copy of our disciplinary policy.

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 tell me their name before the hearing.

A possible outcome of this hearing is a formal disciplinary sanction. [Gross misconduct: Because of how serious these allegations are, the outcome could include dismissal without notice. / Misconduct: The outcome could include a formal written warning.]

Please confirm your attendance by [Date]. If there are documents or witnesses you want to rely on, please send them to me by that date.

Yours sincerely,

[Your Signature]
[Your Printed Name]