What must a disciplinary hearing invitation letter include?

The letter must state the specific allegation or allegations the employee will be asked to respond to, give the date, time and location of the hearing with sufficient notice for the employee to prepare, confirm the employee's right to be accompanied by a trade union representative or a workplace colleague, state that dismissal is a possible outcome if the allegation amounts to gross misconduct, and provide the employee with copies of any evidence you intend to rely on at the hearing.

How much notice must I give for a disciplinary hearing?

The ACAS Code of Practice does not set a specific minimum period, but it requires that the notice is sufficient for the employee to prepare their case. In practice, five working days is generally accepted as reasonable. For more complex cases where the employee needs time to review a body of evidence, more notice may be appropriate. Giving less than two or three working days without a compelling reason creates a procedural vulnerability.

Does the invitation letter have to mention that dismissal is possible?

Yes, where dismissal is a possible outcome. An employee who attends a hearing not knowing that dismissal is on the table has been deprived of the ability to treat the hearing with the seriousness it deserves and to prepare accordingly. Failing to state that dismissal is possible when it is being considered is a procedural deficiency that tribunals regard seriously.

Can I send the invitation letter by email?

Yes. Email is acceptable where you have a reliable email address for the employee and you have evidence that the email was received. For employees who are suspended or absent, it is good practice to also send the letter to their home address by recorded delivery. Keep a copy of everything you send and a record of when you sent it.

What if the employee says they cannot attend on the date I have proposed?

If the employee or their representative cannot attend on the proposed date, you should offer one alternative date. If the employee then fails to attend the rescheduled hearing without good reason, you may proceed with the hearing in their absence. You must still give them the opportunity to submit written representations before doing so.

Templates6 min read

Disciplinary Meeting Invitation Letter Template: UK Employer Guide

What every disciplinary hearing invitation must include, what you must not leave out, and a free template for UK hospitality employers. Getting this letter right is the foundation of a defensible process.

Leon Mclean

Co-founder, Birchlow · Last reviewed July 2026

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What the letter must include

The invitation letter template

Common mistakes that create tribunal risk

The disciplinary hearing invitation is one of the most procedurally significant documents in any dismissal case. It is the point at which the employer formally puts the employee on notice of the allegation, their right to be accompanied, and the potential consequences. An invitation letter that is missing required elements gives the employee grounds to challenge the fairness of the entire process.

In a hospitality business, where disciplinary matters often arise quickly and the instinct is to deal with them and move on, taking the time to write this letter correctly is what separates a defensible dismissal from an avoidable claim.

What the letter must include

The specific allegation. The letter must state clearly what the employee is alleged to have done. Vague references to "a serious conduct matter" or "concerns about your behaviour" are not sufficient. The employee needs to know exactly what allegation they are being asked to respond to. Be specific: state what happened, when it happened, and where it happened.

The date, time and location of the hearing. These must be specific. The hearing must take place at a reasonable time and at a location the employee can access. If the employee is suspended, consider where the hearing will take place and whether it is practical and appropriate.

Sufficient notice. The employee must have enough time to prepare. Five working days is the standard minimum. If the case involves a large volume of evidence or is particularly complex, allow more time.

The right to be accompanied. Every employee has a statutory right to be accompanied at a disciplinary hearing by a trade union representative or a workplace colleague. The letter must inform the employee of this right. It is not sufficient to assume they know. If you fail to mention this right and the employee attends unaccompanied, this will count against you if the dismissal is later challenged.

A statement that dismissal is a possible outcome. Where dismissal is a possibility, the letter must say so. Many employers omit this because it feels confrontational. Omitting it is a procedural error that can undermine an otherwise sound process.

Copies of the evidence. The employee is entitled to see the evidence you will rely on at the hearing before it takes place. This includes investigation notes, witness statements, CCTV footage summaries, till records, and any other documents. Provide these with the invitation letter or confirm in the letter that they will be provided before the hearing date.

The name of the person conducting the hearing. Identifying who will conduct the hearing allows the employee to raise any objection about that person's suitability before the hearing takes place.

The disciplinary hearing invitation letter template

[Your Business Name]

[Your Address]

[Date]

Private and confidential

[Employee Full Name]

[Employee Address]

Dear [First Name],

Invitation to disciplinary hearing

I am writing to invite you to a disciplinary hearing to discuss the following allegation:

[State the specific allegation clearly and factually, e.g. "That on [date(s)], you removed cash from the till without authorisation and retained it for your personal use" or "That on [date], you were found to be under the influence of alcohol during your shift at [location]".]

The hearing will take place on:

Date: [date]

Time: [time]

Location: [address or room]

The hearing will be conducted by [name and job title].

You have the right to be accompanied at this hearing by a trade union representative or a work colleague of your choice. If you wish to be accompanied, please let us know who you have chosen in advance of the hearing.

Please be aware that dismissal is a potential outcome of this hearing.

Enclosed with this letter [or: sent separately to your email address on [date]] are copies of the documents that will be referred to at the hearing:

- [List each document: e.g. investigation notes dated [date]]

- [e.g. CCTV summary prepared by [name] on [date]]

- [e.g. till reconciliation records for [dates]]

If you are unable to attend on the proposed date, please contact [name] at [email or phone number] as soon as possible so that an alternative date can be arranged. Please note that if you or your representative fail to attend a rescheduled hearing without good reason, the hearing may proceed in your absence.

You are welcome to submit written representations before the hearing if you wish to do so. Please send these to [name] at [email] no later than [date, e.g. one working day before the hearing].

Yours sincerely,

[Your Name]

[Your Job Title]

[Business Name]

Common mistakes that create tribunal risk

Not mentioning the right to be accompanied. This is one of the most frequently cited procedural deficiencies. An employee who attends a hearing without being informed of their right to bring a companion has been denied a basic statutory protection. Always include it.

Not specifying the allegation clearly. A letter that says "we want to discuss some concerns about your conduct" gives the employee almost no ability to prepare. The allegation must be specific enough that a reasonable person reading it would understand exactly what they are being asked to answer.

Not providing the evidence in advance. Presenting documents to the employee for the first time during the hearing, particularly where those documents are extensive or technical, puts the employee at an unfair disadvantage. Provide the evidence with the invitation letter.

Giving too little notice. A letter delivered the day before a hearing, or even two days before, is unlikely to allow reasonable preparation time. Five working days is the accepted minimum. Giving more than this costs nothing.

Failing to say dismissal is possible. An employee who does not know dismissal is on the table at the outset of the hearing has not been given a full and fair opportunity to prepare their response. Include this even if it is uncomfortable to do so.

From January 2027, the qualifying period for unfair dismissal claims drops to six months. Employees who have been with you since July 2026 will have full tribunal rights by the time the change takes effect. A procedurally flawed invitation letter that you send today could be the basis of a tribunal claim once that threshold is reached.

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What the letter must include

The disciplinary hearing invitation letter template

Common mistakes that create tribunal risk

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