Request Right to Union Representation Letter Template & Generator

If you need to assert your right to be accompanied at a disciplinary or grievance 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 request right to union representation should include, plus a free tool to generate yours.

What this letter needs to cover

• Confirm the hearing date
• Name the chosen representative
• State the statutory right to be accompanied
• Note the right to postpone by up to 5 working days if the rep is unavailable

Your right to be accompanied at disciplinary and grievance hearings

Under the Employment Relations Act 1999, you have a statutory right to be accompanied by a trade union representative or work colleague at formal disciplinary and grievance hearings — this is a day-one right regardless of length of service, and your employer must reasonably accommodate a request to exercise it.

What to include before you send it

• Confirmation of the hearing and your chosen companion
• A clear statement asserting your statutory right to be accompanied
• A request for confirmation this has been noted
• A request to reschedule if your chosen companion is genuinely unavailable for the proposed date

What your companion can actually do during the hearing

Your companion can address the hearing, ask questions, and confer with you privately, but generally cannot answer questions on your behalf or address the hearing if you don't wish them to — understanding these limits helps set realistic expectations for how the hearing will actually work.

Frequently Asked Questions

Can my employer refuse my choice of companion?
Only in limited circumstances — generally your employer must accept a reasonable choice, though they can object to someone whose presence might genuinely prejudice the hearing.

What if the hearing goes ahead without giving me this right?
This is a significant procedural failure that can undermine the fairness of any resulting decision, and is worth raising immediately if it happens.

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