What must a gross misconduct dismissal letter include?

The letter must state the specific misconduct found to have occurred, confirm the decision to dismiss, give the effective date of dismissal, state whether notice pay is being made (or confirm that summary dismissal applies), confirm the employee's final pay entitlements, and set out the right to appeal, including the name of the person to appeal to and the deadline for doing so.

Does the dismissal letter need to mention the right of appeal?

Yes. This is required by the ACAS Code of Practice on Disciplinary and Grievance Procedures. Failure to provide an appeal right does not make a dismissal automatically unfair, but tribunals take it into account when assessing whether the employer followed a fair process, and it will increase any compensation awarded if the dismissal is found to be unfair.

Should I give the dismissal letter at the end of the hearing?

Avoid doing this where possible. You should take time after the hearing to consider the decision before confirming it in writing. Issuing the letter at the hearing itself suggests the decision was made before the hearing took place. Aim to issue the outcome letter within one to two working days of the hearing.

Do I still have to pay notice for gross misconduct?

If the dismissal is for genuine gross misconduct following a fair process, you can dismiss without notice and without payment in lieu of notice. This is called summary dismissal. If, however, the employment tribunal finds that the conduct did not amount to gross misconduct or that the process was unfair, you may be liable for the notice pay. Where you are uncertain whether the conduct reaches the gross misconduct threshold, consider paying notice in any case.

Templates6 min read

Gross Misconduct Dismissal Letter Template: Free Download for UK Employers

The letter you send after a gross misconduct hearing to confirm dismissal. What it must contain, what to leave out, and a free template for UK hospitality employers to adapt.

Leon Mclean

Co-founder, Birchlow · Last reviewed July 2026

Jump to what you need

What the letter must include

The dismissal letter template

What to leave out

The dismissal letter is the last step in the formal disciplinary process. By the time you write it, you have investigated the allegation, held a hearing, heard the employee's response, and made your decision. The letter is the written record of that decision.

Getting it wrong at this final stage, after doing everything else correctly, creates unnecessary risk. This page gives you the structure and wording you need.

This template covers the dismissal outcome letter sent after the disciplinary hearing. For guidance on the full set of letters used throughout a gross misconduct process, including the suspension letter and the hearing invitation, see the guide on gross misconduct letters.

What the letter must include

A gross misconduct dismissal letter must contain six things.

The specific conduct. State clearly what the employee was found to have done. Vague references to "gross misconduct" or "serious conduct issues" are insufficient. The employee must understand exactly what the finding was, both to decide whether to appeal and so that any tribunal can assess whether the stated reason matches the actual reason for the dismissal.

The decision. State clearly that the decision is to dismiss. Do not use language like "we have no option but to let you go" or "we are unable to continue your employment." State the decision directly.

The effective date. Give the specific date on which the employment ends. Where summary dismissal applies, this will typically be the date of the hearing or the date of the letter. Where you are giving notice, state the last working day clearly.

Pay and notice. Confirm whether notice is being paid or not, and why. If summary dismissal applies, the letter should state that the dismissal is without notice on the grounds of gross misconduct. Confirm what the final pay will include: wages to the termination date, any accrued but untaken holiday pay, and any other contractual entitlements.

The right to appeal. State that the employee has the right to appeal the decision. Give the name or job title of the person to whom the appeal should be addressed, and the deadline for submitting an appeal. Five working days from receipt of the letter is a standard period.

Any outstanding practical matters. If the employee needs to return equipment, if there are confidentiality obligations continuing after employment, or if there are specific arrangements regarding their final pay date, include this information.

The dismissal letter template

[Your Business Name]

[Your Address]

[Date]

Private and confidential

[Employee Full Name]

[Employee Address]

Dear [First Name],

Outcome of disciplinary hearing — dismissal for gross misconduct

I am writing to confirm the outcome of the disciplinary hearing held on [date of hearing], at which you were [present / represented by a companion / absent having been given the opportunity to attend].

The allegation

The allegation considered at the hearing was that on [date(s)], you [set out the specific act or acts in plain terms, e.g. "removed cash from the till without authorisation and retained it for your personal use" or "were found to be under the influence of alcohol during your shift"].

Findings

Having considered the evidence presented, including [summarise the evidence briefly, e.g. "CCTV footage from [date], till reconciliation records, and your own account during the hearing"], I am satisfied on the balance of probabilities that the allegation is established.

[Where relevant: I have considered the points you raised in response to the allegation, including [briefly summarise the employee's response]. I have taken these into account but do not consider that they affect the finding.]

Decision

The conduct described above constitutes gross misconduct. The decision is to dismiss you from your employment with [business name].

Your employment terminates on [date]. [Choose one: This dismissal is with immediate effect and without notice, on the grounds of gross misconduct. / Your notice period of [x weeks/months] will [be worked / be paid in lieu].] Your final salary will be paid on [date or next pay date] and will include [wages to [date] / accrued holiday pay of [x days/amount] / any other contractual entitlements].

Right of appeal

You have the right to appeal this decision. If you wish to do so, please write to [name or job title] at [address or email] within five working days of receiving this letter, setting out the grounds for your appeal.

Please return any company property in your possession, including [list items: uniform, keys, key cards, devices, vehicle], by [date].

Yours sincerely,

[Your Name]

[Your Job Title]

[Business Name]

What to leave out

Do not express personal views. The letter is a formal document recording a business decision. References to personal disappointment, your relationship with the employee, or how this has affected you have no place in it and can create sympathy issues at tribunal.

Do not over-explain the reasoning. Summarise the key findings briefly. Lengthy letters that attempt to pre-empt every possible counter-argument often introduce inconsistencies. State what was found, why it amounts to gross misconduct, and what the decision is.

Do not threaten or imply further action. References to involving the police or taking further legal steps, unless this is a definite intention, should be left out of the letter. Threats that are not followed through undermine credibility.

Do not prejudge the appeal. The dismissal letter should not comment on the likely outcome of any appeal. Leave the appeal process to the person who will hear it.

From January 2027, the qualifying period for unfair dismissal claims drops from two years to six months. The content of this letter is the primary document a tribunal will review when assessing whether the dismissal was fair. Get it right the first time.

Free employer resources

Need the full written warning pack?

The Birchlow Written Warning Template Pack includes four ready-to-use letters: invitation to hearing, first written warning, final written warning, and letter of dismissal. Free to download.

Get the free template pack

What the letter must include

The dismissal letter template

What to leave out

Need the full written warning pack?

Related guides