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Disciplinary Action Letter Template for England and Wales

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Key Requirements PROMPT example:

Disciplinary Action Letter

"I need a Disciplinary Action Letter for an employee who has breached our company's attendance policy with multiple unexplained absences in January 2025, and this will be their final written warning before potential dismissal."

Document background
A Disciplinary Action Letter is used when formal disciplinary measures need to be taken against an employee in England and Wales. It should be issued following a fair disciplinary process, including any necessary investigations and hearings, in accordance with ACAS guidelines and UK employment law. The letter documents the specific concerns, evidence considered, and actions taken, serving as both a record and formal notification to the employee. This document is crucial for ensuring procedural fairness and protecting both employer and employee rights under UK employment legislation.
Suggested Sections

1. Header Information: Company letterhead, date, employee details, marked 'Private and Confidential'

2. Issue Description: Clear statement of the misconduct or performance issue

3. Evidence Reference: Specific instances, dates, and evidence of the issue

4. Action Being Taken: Clear statement of the disciplinary action (warning, suspension, etc.)

5. Improvement Required: Specific expectations for improvement and timeline

6. Appeal Rights: Information about right to appeal and process

Optional Sections

1. Previous Warnings: Reference to previous warnings if applicable - use when there is a history of similar issues

2. Support Offered: Details of training or support available - use when performance-related or when support might help prevent recurrence

3. Investigation Summary: Summary of investigation findings - use when an investigation has been conducted

Suggested Schedules

1. Meeting Notes: Notes from disciplinary hearing

2. Evidence Documents: Copies of relevant evidence discussed

3. Company Policies: Copies of relevant policies breached

4. Appeal Procedure: Detailed explanation of appeal process

Authors

Alex Denne

Head of Growth (Open Source Law) @ ¶¶Òõ¶ÌÊÓƵ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions




















Clauses




















Industries

Employment Rights Act 1996: Primary UK legislation governing employment rights, including unfair dismissal provisions and disciplinary procedures

Equality Act 2010: Key legislation ensuring protection against discrimination during disciplinary processes based on protected characteristics

Human Rights Act 1998: Legislation ensuring fundamental rights are respected during disciplinary procedures, including right to fair hearing

Data Protection Act 2018: Legislation governing how personal data must be handled during disciplinary proceedings, incorporating GDPR requirements

ACAS Code of Practice: Statutory code providing practical guidance on handling disciplinary situations in the workplace

ACAS Guide to Discipline and Grievances: Detailed guidance document explaining best practices for managing disciplinary procedures

Fair Dismissal Requirements: Legal requirements for ensuring dismissals are fair, including proper process and reasonable grounds

Right to Accompaniment: Statutory right for employees to be accompanied at disciplinary hearings by a trade union representative or work colleague

Appeal Rights: Employee's right to appeal against disciplinary decisions and requirements for handling appeals

Record Keeping Requirements: Legal obligations regarding maintaining accurate records of disciplinary proceedings and outcomes

Employment Tribunal Precedents: Relevant case law and decisions from employment tribunals that shape disciplinary procedure requirements

Internal Policies Compliance: Requirement to ensure disciplinary action aligns with company's internal policies, procedures and employment contracts

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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