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.
- Explain the purpose and allow reasonable preparation. Keep an investigation meeting distinct from a disciplinary hearing.
- This letter offers a companion as good practice. There is generally no statutory right to accompaniment at a disciplinary investigation meeting; check policy, grievance context and adjustment needs.
- Confirm the note-taking arrangements, privacy and an accessible location or meeting format.
Preview the editable letter
[Date]
Dear [employee name],
I am investigating [describe the matter] and would like to meet you to hear your account. This is a fact-finding meeting, not a disciplinary hearing.
The meeting will take place on [date] at [time], at [location or secure meeting link]. I will attend with [name and role], who will take notes.
Please bring any relevant information and let me know about any witnesses or records you think we should consider.
You may bring a colleague or trade union representative to this meeting. Please tell me who will attend with you when you can.
Please keep the discussion confidential where appropriate to protect the investigation. This does not prevent confidential advice or support, contact with your representative, or a protected disclosure.
If you cannot attend, or need any adjustments, please contact [name, email and telephone] so that we can discuss suitable arrangements.
Yours sincerely, [Investigator name] [Job title and organisation]
What we adapted
Added an explicit fact-finding purpose, adjustments contact and confidentiality exceptions. The offer of a companion is retained as a practical arrangement, not described as a universal statutory right.
Source and permissions
Read the original Acas template ↗
Source last updated 2026-06-18.
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.