Before you send
Complete every bracketed field, choose applicable options and remove unused text. Remove the guidance page from the recipient’s copy. Keep the source acknowledgement when sharing the template.
- Use only where a warning is contemplated. Do not use this version for a hearing where dismissal is a possible outcome.
- Identify the concerns and potential consequences clearly, supply relevant evidence and allow reasonable preparation.
- A request for a companion does not have to meet an arbitrary advance deadline. Consider postponement requests under the current Code and guidance.
Preview the editable letter
[Date]
Dear [employee name],
You are invited to a disciplinary hearing on [date] at [time], at [location or secure meeting link], under [organisation]ÔÇÖs disciplinary procedure.
The matters to be considered are [set out each allegation or performance concern, with relevant details and dates]. The possible outcomes include [specify the first or final written warning being considered]. No decision has been made.
Enclosed are [list the evidence and relevant procedure]. You will have an opportunity to respond, ask questions, present evidence and identify relevant witnesses. Please contact [name] about any further information you need to prepare.
The hearing will be chaired by [name and role], with [name and role] taking notes.
You have the right to be accompanied by a fellow worker, an employed trade union official, or a trade union representative certified by their union as competent to accompany you. Please let us know your chosen companion when possible.
If you or your companion cannot attend, or you need adjustments, contact [name, email and telephone] promptly so that we can discuss the arrangements.
Yours sincerely, [Manager name] [Job title and organisation]
What we adapted
Expanded preparation and attendance details, clarified companion categories and removed a fixed advance notification deadline. Added an explicit statement that no decision has been made.
Source and permissions
Read the original Acas template ↗
Source last updated 2025-02-06.
Acas source material is Crown copyright. Contains public sector information licensed under the Open Government Licence v3.0. ADM HR branding and editorial additions are independent. This is not an official Acas document and is not endorsed by Acas.