Disciplinary Process Toolkit

This toolkit contains the main forms and templates you need for managing disciplinary processes.


If you want help to customise the template/s, you may opt to purchase some consultancy time, so as you set the budget, and then one of our team will be in touch to assist.


Why buy this toolkit?

The Disciplinary Process Toolkit contains key resources required for managing investigations and formal disciplinary processes and to help you remain compliant with Northern Ireland legislation. The resources in the toolkit can be readily adapted for use in the rest of the UK.

This toolkit contains the following resources:

  • Agenda for Investigation/Disciplinary/Witness and Appeal Meetings Template
  • Disciplinary Related Meeting Note Template
  • Invite to Investigation Template Letter Template
  • Witness Invite Re: Disciplinary Matter Template
  • Investigation Outcome Letter Template
  • Deferment Letter for Investigation, Disciplinary or Appeal Template
  • Deferment due to Sickness Template
  • Invite to Disciplinary Template
  • Disciplinary Outcome Letter Template
  • Disciplinary Report Template – Investigation, Hearing or Appeal Template


We have also included a Complementary Disciplinary ‘How To’ Guide as part of the toolkit to offer further information on managing probationary periods.

The toolkit is correct and up-to-date as of the date of publishing.  The responsibility rests with the purchaser for ensuring the resources are kept up-to-date and in line with employment law as may be amended from time to time.

Alternatively, should you require additional advice or support or need help to customise the resource/s, please contact us or select the option to purchase consultancy time (which allows you to set the budget upfront) and then one of our team will be in touch to assist.

What are the documents used for?

  • Agenda for Investigation and Disciplinary Meetings  – This template sets out the agenda for to be covered at the outset of the formal investigation meeting / witness meeting / disciplinary hearing or appeal hearing.  This template should be adapted to the specific circumstances of the case prior to the meeting. It is intended to be a guide for the investigation / disciplinary panel and not to be shared with the employees.
  • Disciplinary Meeting Note Template – This template matches the Agenda template (as referred to above) and sets out the structure for the disciplinary hearing / meetings which is written in a format suitable for issuing the employee for review / sign off.The template includes a cover letter to set out timescales for return. It also makes clear that the notes of the meeting are not intended to be verbatim (i.e., word for word) but that they should reflect the discussions at the hearing.
  • Investigation Invite Letter -This template letter provides the main content required to invite an employee to an investigation meeting.
  • Witness Invite Letter Re Disciplinary Matter – This template letter provides the main content to be covered to invite an employee who has been identified as a witness to an investigation meeting.
  • Investigation Outcome Letter – This template letter provides the main content required to confirm the outcome of the investigation process to the employee who is subject of the allegations, including whether the matter is to be referred for further consideration under the formal disciplinary hearing.
  • Deferment Letter for Investigation / Disciplinary / Appeal OR Deferment due to Sickness Letter – These template letters provide the main content you need to cover to confirm the reasons for any deferment of an investigation meeting, disciplinary hearing or appeal hearing.
  • Disciplinary Hearing Invite Letter – This template letter provides the main content you need to cover to invite an employee to a disciplinary hearing.
  • Disciplinary Outcome Letter – This template letter provides the main content required to confirm the outcome of the disciplinary hearing to the employee who is subject of the allegations, including any potential sanctions/penalties as well as confirming the employees righty of appeal.
  • Disciplinary Outcome Report – This template report provides the structure and main content headings for a disciplinary outcome report. The template demonstrates identifies the key sections which should be included in the report to allow appeal panels or a third party such as an employment tribunal to read the document and understand the procedure followed and information pertinent to the case.  The report includes background information, methodology, facts and findings, analysis and ultimately the rationale for the decision reached by the panel and outcome implemented. This document can be adapted for use at any stage of the disciplinary procedure – investigation / disciplinary / appeal.


Not sure? If you would like a demo of any of our Toolkits before you buy, please get in touch.

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