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Informal Disciplinary Letter Template for England and Wales

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Key Requirements PROMPT example:

Informal Disciplinary Letter

"I need an Informal Disciplinary Letter to address a sales representative's repeated lateness and missed client meetings, including a 30-day improvement period starting from March 1, 2025, with clear performance metrics and support measures."

Document background
The Informal Disciplinary Letter is a crucial tool in managing workplace conduct and performance issues in England and Wales. It represents the first documented step in addressing concerns while maintaining a constructive approach. This document type should be used when issues arise that require attention but don't warrant immediate formal disciplinary action. The letter typically includes specific concerns, expected standards, improvement actions, and support measures offered. While informal, it must still align with ACAS guidelines and relevant employment legislation.
Suggested Sections

1. Date and Address Details: Full contact details of both sender and recipient, including company letterhead

2. Specific Incident Details: Clear description of the concerning behavior or performance issue, including dates and specific examples

3. Expected Standards: Clear outline of expected behavior or performance standards, referencing any relevant company policies

4. Improvement Actions: Specific steps required to address the issue and meet the expected standards

5. Support Offered: Details of any support, training, or resources to be provided to help address the issues

Optional Sections

1. Previous Discussions: Reference to any prior verbal warnings or discussions - include when there is relevant history

2. Timeline for Improvement: Specific timeframe for expected improvements - include when measurable improvements are needed

3. Follow-up Meeting: Details of any planned review meetings - include when ongoing monitoring is required

Suggested Schedules

1. Performance Improvement Plan: Detailed plan outlining specific improvements required and timeline for achievement

2. Relevant Company Policies: Copies of specific company policies that relate to the disciplinary issue

3. Meeting Notes: Notes from any informal discussions already held about the issue

Authors

Alex Denne

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

Relevant legal definitions








Clauses












Relevant Industries
Relevant Teams
Relevant Roles
Industries

Employment Rights Act 1996: Primary legislation governing employment rights, including sections on fair treatment, disciplinary procedures, and the employee's right to be accompanied at formal meetings

Equality Act 2010: Legislation ensuring protection against discrimination, covering protected characteristics and fair treatment requirements in workplace procedures

Human Rights Act 1998: Fundamental rights legislation ensuring right to fair treatment and privacy in employment matters

ACAS Code of Practice: Guidelines on disciplinary and grievance procedures, providing best practice framework for handling workplace disputes and informal disciplinary matters

Data Protection Act 2018: Legislation governing how personal information should be handled and stored during disciplinary procedures, including record-keeping requirements

UK GDPR: Data protection regulations ensuring proper handling of personal data in employment matters and disciplinary procedures

Internal Company Policies: Company-specific disciplinary procedures, handbook provisions, and collective agreements that must be considered alongside statutory requirements

Relevant Case Law: Precedent cases regarding informal disciplinary procedures and natural justice in workplace discipline that inform proper handling of disciplinary matters

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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