Disciplinary Hearing Invitation Letter Template & Generator

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, plus a free tool to generate yours.

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.

See our full letter template & generator library for related letters, or use our free checkers for guidance specific to your situation.