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Just to let you know... If you are an existing user before 18th September, you may notice the model documents have changed. This is to coincide with our website relaunch: we wanted to refresh the content too. Don't worry, these are not legally required changes so you can continue to use the previous version you have saved or downloaded. (We have kept the previous date as well to make it easy to reference.)

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Contract clauses

Letter

Letter confirming what has been agreed following an informal discussion regarding minor unsatisfactory performance

Letter confirming what has been agreed following an informal discussion regarding minor unsatisfactory performance

Letter confirming what has been agreed following an informal discussion regarding minor unsatisfactory performance
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This letter confirms to an employee what was agreed at an informal meeting over minor performance concerns, detailing what is expected of them in future.

Letter inviting an employee to attend a final disciplinary appeal hearing

Letter inviting an employee to attend a final disciplinary appeal hearing

Letter inviting an employee to attend a final disciplinary appeal hearing
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This letter invites an employee to a final disciplinary appeal hearing, where more than one level of appeal is available to the employee. The letter also outlines the employee’s right to be accompanied by a colleague or trade union official.

Letter setting out reasons for the dismissal of an employee

Letter setting out reasons for the dismissal of an employee

Letter setting out reasons for the dismissal of an employee
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Use this letter to give details and confirm the outcome of a disciplinary hearing. The letter also confirms whether or not the employee has to work a notice period and confirms that the employee has the right of appeal against their dismissal.

Letter following a disciplinary hearing informing the employee that a disciplinary penalty will not be imposed

Letter following a disciplinary hearing informing the employee that a disciplinary penalty will not be imposed

Letter following a disciplinary hearing informing the employee that a disciplinary penalty will not be imposed
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This letter informs an employee that, following a disciplinary hearing, the company has decided not to impose a disciplinary penalty, but that they are required to improve their conduct.

Letter inviting an employee to attend a meeting to discuss their appeal against dismissal

Letter inviting an employee to attend a meeting to discuss their appeal against dismissal

Letter inviting an employee to attend a meeting to discuss their appeal against dismissal
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This letter invites an employee to a meeting to appeal against their dismissal, reiterating the reasons for their appeal and stating they have the right to be accompanied.

Letter confirming outcome of disciplinary appeal hearing where original decision is overturned

Letter confirming outcome of disciplinary appeal hearing where original decision is overturned

Letter confirming outcome of disciplinary appeal hearing where original decision is overturned
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This letter to an employee confirms the outcome of a disciplinary appeal hearing where the original decision has been overturned. You should ensure that you provide duplicate copies of this letter to the employee for them to sign and return.

Letter setting out reasons for the gross misconduct dismissal of an employee

Letter setting out reasons for the gross misconduct dismissal of an employee

Letter setting out reasons for the gross misconduct dismissal of an employee
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Use this letter to give details and confirm the outcome of a disciplinary hearing. The letter also confirms that the employee does not have to work a notice period and confirms that the employee has the right of appeal against their dismissal.

Letter following a disciplinary investigation informing the employee that disciplinary proceedings will not take place

Letter following a disciplinary investigation informing the employee that disciplinary proceedings will not take place

Letter following a disciplinary investigation informing the employee that disciplinary proceedings will not take place
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This letter informs an employee that, following an investigation, disciplinary proceedings will not take place, but that they are required to improve their conduct.

Letter confirming outcome of disciplinary appeal hearing where original decision has been upheld

Letter confirming outcome of disciplinary appeal hearing where original decision has been upheld

Letter confirming outcome of disciplinary appeal hearing where original decision has been upheld
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Previously modified
This letter to an employee confirms the outcome of a disciplinary appeal hearing where the original decision has been upheld. You should ensure that you provide duplicate copies of this letter to the employee for them to sign and return.

Letter informing a sick employee of the outcome of a disciplinary hearing that took place in their absence

Letter informing a sick employee of the outcome of a disciplinary hearing that took place in their absence

Letter informing a sick employee of the outcome of a disciplinary hearing that took place in their absence
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This letter has been drafted to inform a sick employee of the outcome of a disciplinary hearing and stating their right to appeal this.
 

Letter to send to an employee after reviewing their period of suspension

Letter to send to an employee after reviewing their period of suspension

Letter to send to an employee after reviewing their period of suspension
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Use this letter to confirm to the employee that you have undertaken a review of their suspension and outline how the employee, and their representative, was included in this review. The letter has options to confirm whether the suspension will continue or not, and the reasons for this decision.

Letter confirming that a disciplinary sanction other than a warning or dismissal will be imposed

Letter confirming that a disciplinary sanction other than a warning or dismissal will be imposed

Letter confirming that a disciplinary sanction other than a warning or dismissal will be imposed
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This letter informs an employee that a disciplinary sanction other than a warning or dismissal is being imposed, eg demotion or transfer to other job, and asks them to sign an enclosed letter to accept the changes to their terms of employment.

Letter informing a sick employee that a disciplinary hearing will proceed in their absence

Letter informing a sick employee that a disciplinary hearing will proceed in their absence

Letter informing a sick employee that a disciplinary hearing will proceed in their absence
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This letter informs an employee absent due to sickness that a disciplinary hearing will proceed in their absence, that they can ask someone to attend in their place and that they can appeal against the outcome.

Letter informing an employee of the employer's final decision following an appeal against their dismissal

Letter informing an employee of the employer's final decision following an appeal against their dismissal

Letter informing an employee of the employer's final decision following an appeal against their dismissal
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This letter informs an employee of the outcome of a meeting to appeal against their dismissal, reiterating their grounds for appeal and mitigation and informing them that the decision is now final.

Letter confirming that an employee has been given a formal verbal warning for misconduct

Letter confirming that an employee has been given a formal verbal warning for misconduct

Letter confirming that an employee has been given a formal verbal warning for misconduct
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This letter confirms to an employee that they have been given a formal verbal warning for misconduct, which will remain on their file, also stating what is expected of them in future.

Letter informing an employee of the outcome of an appeal hearing regarding poor performance

Letter informing an employee of the outcome of an appeal hearing regarding poor performance

Letter informing an employee of the outcome of an appeal hearing regarding poor performance
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This letter confirms to an employee the outcome of an appeal meeting regarding poor performance, including the reasons for their appeal and any mitigating factors, stating that the decision is now final.

Letter regarding witness confidentiality in a disciplinary case

Letter regarding witness confidentiality in a disciplinary case

Letter regarding witness confidentiality in a disciplinary case
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This model letter explains the requirements surrounding confidentiality in a disciplinary case to a witness, requiring the witness to sign and return an undertaking to confidentiality and detailing the parties concerned and the implications of breaching the undertaking.

Letter confirming that an employee has been given a formal verbal warning for poor performance

Letter confirming that an employee has been given a formal verbal warning for poor performance

Letter confirming that an employee has been given a formal verbal warning for poor performance
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This letter is to confirm to an employee that they have been given a formal verbal warning for poor performance, which will remain on their file, and that they have the right to appeal.

Letter informing an employee suspected of misconduct that an investigation will take place

Letter informing an employee suspected of misconduct that an investigation will take place

Letter informing an employee suspected of misconduct that an investigation will take place
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This letter informs an employee that there will be an investigation into allegations of their misconduct, detailing those allegations and saying they will have to attend a meeting to assist with the investigation.

Letter confirming the issuing of a formal or final written warning

Letter confirming the issuing of a formal or final written warning

Letter confirming the issuing of a formal or final written warning
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This letter should be sent to confirm the issuing of a formal written or final written warning as the result of a disciplinary procedure, detailing the date on which the hearing took place, the details of the investigation, the employee’s contribution (if applicable) and the findings of the process. The letter also outlines that the warning will be places on the employee’s file for the stated period of time until they meet the standard of conduct or performance detailed in the letter.

Letter confirming the issuing of a formal warning following a hearing for poor performance

Letter confirming the issuing of a formal warning following a hearing for poor performance

Letter confirming the issuing of a formal warning following a hearing for poor performance
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This letter confirms the issuing of a formal warning following a capability hearing for poor performance. It confirms the time and date of the hearing, the content of the discussion, the standard of performance that is expected, the timescales for improvement, the consequence of insufficient improvement and the right to appeal.

Letter inviting an employee to a disciplinary hearing

Letter inviting an employee to a disciplinary hearing

Letter inviting an employee to a disciplinary hearing
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This letter invites an employee to a disciplinary hearing and states the allegations, explaining the employee's opportunity to answer the allegation, detailing the attendees and seeking confirmation of the employee's availability to attend and right to be accompanied.

Letter confirming what has been agreed following an informal discussion regarding minor misconduct

Letter confirming what has been agreed following an informal discussion regarding minor misconduct

Letter confirming what has been agreed following an informal discussion regarding minor misconduct
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Previously modified
This letter confirms to an employee what was agreed at an informal meeting over minor misconduct, detailing what is expected of them in future.

Letter inviting an employee to an investigatory meeting

Letter inviting an employee to an investigatory meeting

Letter inviting an employee to an investigatory meeting
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This letter invites an employee to an investigatory meeting regarding their capability. The letter expresses concerns regarding performance and invites the employee to a meeting to explore the issue. It explains the purpose of the meeting and asks for confirmation of attendance. The employee's right to be accompanied is also mentioned.

Policy

Stop and search policy

Stop and search policy

Stop and search policy
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This policy outlines the situations in which the organisation might stop and search those working in the organisation. The policy covers general principles, searching of vehicles, searching of bags, other searches, refusing to allow a search, action to be taken if irregularity is discovered, frequency of searches, recording of searches, and complaints about searches.

Download

Absent from work during disciplinary process procedure

Absent from work during disciplinary process procedure

Absent from work during disciplinary process procedure
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This policy clarifies the procedure to be followed if an employee is absent from work due to sickness during a disciplinary process. It includes the basic principles to be followed, from the commencement of the disciplinary process, through to absence from a re-arranged appeal meeting.

Disciplinary procedure for medium to large organisations

Disciplinary procedure for medium to large organisations

Disciplinary procedure for medium to large organisations
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Medium to large companies should use this procedure to help and encourage all employees to achieve and maintain standards of conduct, attendance and job performance. This procedure covers principles, oral warning, written warning, final written warning, dismissal, gross misconduct, disciplinary investigations, appeals, the appeals hearing, and notes.

Employee charged with criminal offences policy

Employee charged with criminal offences policy

Employee charged with criminal offences policy
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This policy covers action to be taken by the employer when an employee is charged with a criminal offence. The policy gives guidelines on managing the situation, including bringing the organisation into disrepute, minor motoring offences, criminal offences relating to work activities, dismissal when the employee is later acquitted, offences leading to the required dismissal of the employee, action when the employee is found guilty, but not imprisoned and action on imprisonment of the employee.

Legal representation at disciplinary hearings policy

Legal representation at disciplinary hearings policy

Legal representation at disciplinary hearings policy
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Public sector bodies are required to allow legal representation at internal disciplinary hearings when there is the possibility that, if the allegation is upheld, the employee will be unable to continue working in his/her chosen career. This policy sets out the process for a disciplinary hearing where the employee requires legal representation.

Form

Form to record notes of discussions during formal hearings

Form to record notes of discussions during formal hearings

Form to record notes of discussions during formal hearings
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This template form can be used to make notes of formal hearing discussions, such as investigation or disciplinary hearings. The template can be amended to provide start and end times, including of any reconvened discussions, and identifies the parties present at the hearing.